How we collect, use, store and protect your personal information
At propela, we are committed to protecting your privacy and handling personal information in accordance with the Privacy Act 2020 (New Zealand).
This Privacy Policy explains how we collect, use, store and protect personal information when providing our virtual assistant, administration, bookkeeping, invoicing, social media management and business support services.
By engaging our services or using our website, you agree to the collection and use of information in accordance with this Privacy Policy.
propela has appointed a Privacy Officer responsible for ensuring compliance with this policy and the Privacy Act 2020. For all privacy queries, requests, or complaints, please contact our Privacy Officer.
Email: [email protected]
Website: www.propela.co.nz
Postal Address: PO Box 141, Waikato Mail Centre, Hamilton, 3240
We may collect personal information including:
Where required to deliver services, we may also receive information from third parties acting on your behalf.
We collect information when you:
We may also collect information through cookies, analytics tools and website tracking technologies.
We collect and use personal information to:
We only collect information that is reasonably necessary for our business activities.
We may share information with trusted third-party providers where necessary to provide our services, including:
We require our contractors and service providers to maintain appropriate confidentiality and security standards. We do not sell personal information to third parties.
Where clients provide us with personal information about their own customers, contacts, or staff as part of service delivery, propela handles that information solely for the purpose of delivering the agreed services and in accordance with the client's instructions. Clients are responsible for ensuring they have appropriate authority to share such information with us.
Where Propela Limited provides a Mutual Non-Disclosure, Confidentiality and Intellectual Property Agreement ("NDA"), clients are required to sign it as a condition of engagement. The NDA governs the handling of confidential information and intellectual property between Propela Limited and the client, and is to be read together with this Privacy Policy and the Business Support Services Agreement. In the event of any inconsistency between the NDA and this Privacy Policy on matters of confidentiality or intellectual property, the NDA prevails.
Some services provided by propela are performed by team members or contractors located in the Philippines. The Philippines has its own Data Privacy Act 2012 (Republic Act 10173), administered by the National Privacy Commission, which provides comparable protections to New Zealand's Privacy Act 2020.
All offshore team members are required to sign confidentiality agreements and comply with propela's privacy and security standards. We take reasonable steps to ensure that personal information accessed or handled by overseas personnel is protected by safeguards comparable to those required under New Zealand law.
Some third-party software platforms used by propela may also store or process data on servers located outside New Zealand. We take reasonable steps to select reputable providers with appropriate data protection standards.
We take reasonable steps to protect personal information from loss, misuse, unauthorised access, disclosure, alteration, or destruction. Security measures may include:
Access to personal information is limited to authorised team members and contractors who require access to perform their duties. While we take reasonable precautions, no electronic storage or transmission method can be guaranteed completely secure.
If we become aware of a privacy breach that has caused or is likely to cause serious harm, we will take steps to contain and assess the breach and will notify affected individuals and the Office of the Privacy Commissioner where required under the Privacy Act 2020.
You may request access to the personal information we hold about you and request corrections if you believe the information is inaccurate or incomplete.
Requests can be directed to our Privacy Officer using the contact details in section 1. We will respond to access or correction requests as soon as reasonably practicable, and within 20 working days in accordance with the Privacy Act 2020.
If you are not satisfied with our response to a privacy concern, you have the right to make a complaint to the Office of the Privacy Commissioner at www.privacy.org.nz.
Our website may use cookies and analytics tools to improve website functionality and user experience. These tools may collect non-identifiable information such as:
You can disable cookies through your browser settings. Doing so may affect some website functionality.
We retain personal information only for as long as necessary to fulfill the purposes for which it was collected, including to provide services, meet legal and regulatory obligations, resolve disputes, maintain business records.
As a general guide, we retain information for the following periods:
When information is no longer required, we will take reasonable steps to securely destroy or de-identify it.
Clients may provide propela with access to third-party software and systems including accounting platforms, social media accounts, CRMs and communication tools. propela is not responsible for the privacy or security practices of third-party platforms and recommends clients review the privacy policies of those providers separately.
We may update this Privacy Policy from time to time. We will notify clients of material changes by email or notice on our website. The latest version will always be available at www.propela.co.nz. Continued use of our services following reasonable notice of any update constitutes acceptance of the revised policy.
If you have any questions about this Privacy Policy or wish to request access or correction of your personal information, please contact:
Propela Limited
Email: [email protected]
Website: www.propela.co.nz
Location: Cambridge, New Zealand