Privacy Policy

Information we collect

Information you give us

When you fill in a form on our website, email us, call us or meet with us, we may collect:

• your name, email address and phone number
• your company name and role
• details about your project, such as your idea, budget range and timeline
• anything else you choose to include in your message or share in a meeting

Information from client projects

When we work on a project with you, we will receive information about your business, such as specifications, designs, documents, data and access to systems or accounts. This can include personal information about your staff, customers or users. We only use it to deliver the work you have engaged us for, and we treat it as confidential under our Terms of Service. You are responsible for making sure you are allowed to share that information with us.

Information collected automatically

When you browse our website, we and our analytics and advertising partners collect technical information such as the pages you visit, how you arrived at the site, your approximate location, and your device and browser type. See Cookies and analytics below for details.

How we use your information

We use personal information to:

• respond to your enquiry and send you a confirmation that we received it
• prepare estimates, proposals and statements of work
• design, build, test, host and support the software we deliver to you
• manage our client relationship, including invoicing and project communication
• understand how people use our website so we can improve it
• measure our advertising and show relevant ads to people who have visited our site
• meet our legal, tax and accounting obligations

We may occasionally send you updates or useful content if you are a client or have asked to hear from us. Every marketing email includes a way to unsubscribe. We will never sell your personal information.

Cookies and analytics

Our website uses the following tools:

• Plausible Analytics to count visits and see which pages are popular. Plausible does not use cookies or collect personal information.
• Google Tag Manager and Google Ads to measure the results of our advertising. These may set cookies in your browser.
• Meta Pixel (Facebook and Instagram) to measure our advertising and show our ads to people who have visited our site. This may set cookies in your browser.

You can block or delete cookies in your browser settings. You can also manage how Google and Meta use your information for advertising through Google My Ad Center and Meta Ad Preferences.

Who we share it with

We share personal information only with people and services that help us run our business, and only as much as they need. This includes:

• our website hosting and form provider (Netlify)
• our email delivery provider (Mailgun)
• the email, file storage, project management and accounting tools we use day to day
• hosting and infrastructure providers used for client projects, where needed to deliver the work
• our professional advisers, such as accountants and lawyers

We may also disclose information if the law requires it, or if it is needed to prevent a serious threat to someone's life, health or safety.

Storing information overseas

Some of the services we use store data outside New Zealand, mainly in the United States, Australia and the European Union. When we use an overseas provider we take reasonable steps to make sure it protects personal information in a way that is comparable to the safeguards in the New Zealand Privacy Act.

Keeping it secure

We take reasonable steps to protect personal information from loss, misuse and unauthorised access. These include access controls, two-factor authentication on our business accounts, encrypted connections, and limiting access to the people on our team who need it. No system is perfectly secure, so if a privacy breach is likely to cause serious harm we will notify the people affected and the Office of the Privacy Commissioner as the law requires.

How long we keep it

We keep enquiry details for as long as they are useful for following up on your enquiry. We keep client and project records for as long as the client relationship continues and afterwards for as long as we need them for support, legal, tax and accounting purposes (New Zealand law generally requires business records to be kept for seven years). When we no longer need information we delete it or make it anonymous.

Accessing and correcting your information

You have the right to ask for a copy of the personal information we hold about you, and to ask us to correct it if it is wrong. Email us at [email protected] and we will respond within 20 working days. We may need to confirm your identity before we release any information.

Questions and complaints

If you have a question or concern about how we have handled your personal information, please contact us first and we will do our best to put it right:

Orchid Software Limited
4 Williamson Avenue, Grey Lynn, Auckland 1021, New Zealand
[email protected]

If you are not satisfied with our response, you can make a complaint to the Office of the Privacy Commissioner.

Changes to this policy

We may update this policy from time to time. The latest version will always be on this page, with the date it was last updated shown at the top.