Privacy Policy

Last Updated: 8 December 2025

This Privacy Policy describes how Aivyn Limited (“Aivyn”, “we”, “us”, “our”) collects, uses, stores and discloses personal information in connection with the Website aivyn.co.nz and our services.

We comply with the New Zealand Privacy Act 2020 and its 13 Information Privacy Principles, and we align our information security practices with ISO/IEC 27001.

1. Types of Personal Information We Collect

  • Contact details (name, email address, phone number);
  • Organisation or role details, if provided;
  • Account and authentication data if you create an account;
  • Technical and usage data, including IP address, browser type, device identifiers and pages accessed;
  • Analytics and cookie data (see our Cookie Policy);
  • Any other information you choose to provide when you contact us.

2. Purpose of Collection (IPP 1)

We collect personal information only where it is reasonably necessary for:

  • providing, operating and improving our services;
  • responding to enquiries and support requests;
  • account creation, authentication and management;
  • analysing Website usage and performance;
  • security monitoring, fraud prevention and incident response;
  • complying with legal and regulatory requirements;
  • marketing and communications (where permitted).

3. How We Collect Personal Information

  • Directly from you (for example, when you fill in forms or contact us);
  • Automatically through cookies and similar technologies;
  • From third-party services that you authorise us to connect with.

4. Storage and Security (IPP 5 & ISO 27001)

We take reasonable steps to protect personal information against loss, unauthorised access, use, modification or disclosure. This includes:

  • logical access controls on a least-privilege basis;
  • encryption of data in transit;
  • regular backups; and
  • defined processes for responding to security incidents.

In the event of a serious privacy breach, we will notify the Office of the Privacy Commissioner and affected individuals where required by law.

5. Use and Disclosure (IPP 10 & 11)

We generally use and disclose personal information only for the purposes set out in this Policy or as otherwise permitted by the Privacy Act 2020.

We may disclose personal information to:

  • our service providers (e.g., hosting, analytics, communication tools);
  • professional advisers (e.g., lawyers, accountants);
  • government agencies or regulators where required by law; and
  • other parties with your express consent.

6. Cross-Border Disclosures (IPP 12)

Some of our service providers may be located outside New Zealand. When we disclose personal information overseas, we will take reasonable steps to ensure that the recipient is:

  • subject to the New Zealand Privacy Act because they do business in New Zealand; or
  • subject to comparable privacy laws; or
  • bound by contractual obligations that provide comparable safeguards;

If none of the above apply, we will obtain your express consent and inform you that your information may not receive the same level of protection as under New Zealand law.

7. Cookies and Similar Technologies

We use cookies and similar technologies to operate the Website, measure performance and improve user experience. For detailed information, including the types of cookies we use and how you can manage your preferences, please see our Cookie Policy.

8. Website Chat and AI Assistance

Our website chat uses AI assistance and is monitored by our team. Chat conversations, together with the contact details you provide when starting a chat, are recorded and may be reviewed by our staff for support and quality purposes.

Chat content may be processed by third-party AI service providers, which may be located outside New Zealand. Any such cross-border disclosure is handled as described in section 6. Chat transcripts are retained in accordance with section 10, and you can have a copy of your transcript emailed to you from within the chat.

9. Access and Correction (IPP 6 & 7)

You have the right to request access to the personal information we hold about you and to request correction of that information if you believe it is inaccurate or incomplete.

To exercise these rights, please contact us at policy@aivyn.co.nz. We may need to verify your identity before responding to your request.

10. Data Retention (IPP 9)

We retain personal information only for as long as it is needed for the purposes for which it was collected or as required by law. When information is no longer required, we will take reasonable steps to securely destroy or de-identify it.

11. Direct Marketing

We send marketing communications only where you have opted in (for example, by ticking the updates box on our contact form) or where you are an existing client and the message relates to similar services, in accordance with the Unsolicited Electronic Messages Act 2007. Every marketing message includes a working unsubscribe facility, and you can opt out at any time by following the unsubscribe instructions in the message or by contacting us.

12. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our practices or legal requirements. The updated Policy will be posted on this page with a new “Last Updated” date.

13. Contact Us

If you have any questions, concerns or complaints about this Privacy Policy or our handling of personal information, please contact:

Aivyn Privacy Officer
Email: policy@aivyn.co.nz
Telephone: +64 3 281 8594

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