Privacy Policy

1. Introduction

This policy explains how Flowdesk Systems Ltd ("we", "us", "Flowdesk") collects, uses, discloses and protects personal information when you use our website or engage our services. We are committed to complying with the New Zealand Privacy Act 2020.

2. Information We Collect

We collect the following personal information through our website contact/booking forms and direct correspondence:

• Full name • Work email address • Company or business name • Contact telephone number (if provided) • Enquiry content, project details and messages

We do not collect sensitive information (such as health or financial data) through the website unless you voluntarily include it in a message.

3. How We Collect Information

• Website forms: Contact and booking forms on flowdesk.systems. • Email/calls: Direct correspondence to hello@flowdesk.systems or +64 20 400 45080. • Service delivery: Operational data necessary to deliver automation, SaaS, integration and support work.

Our contact forms use the Web3Forms service (web3forms.com) to process submissions.

4. Purpose of Collection

We use personal information to:

• Respond to enquiries and booking requests. • Scope, quote, deliver and support client projects. • Send service-related communications (proposals, invoices, support updates). • Improve our service offerings and website. • Meet legal and regulatory obligations.

We do not use personal information for automated decision-making or direct marketing beyond follow-ups on active enquiries.

5. Disclosure to Third Parties

We may share personal information with:

• Web3Forms: as the form submission processor. • Subcontractors or platform providers strictly as needed to deliver services (e.g. hosting, cloud, automation tooling) under confidentiality obligations. • Professional advisers (legal, accounting). • Regulatory authorities where required by law.

We do not sell, rent or trade personal information.

6. International Transfers

Our primary operations are in New Zealand. Some service infrastructure may be hosted or processed overseas (e.g. cloud hosting, third-party APIs). Where personal information is transferred offshore, we take reasonable steps to ensure appropriate safeguards.

7. Data Retention

• Enquiry data is retained for a maximum of 24 months after the last interaction, unless a longer retention period is required for legal, tax or dispute-resolution purposes. • Client project data is retained for the duration of the engagement plus 7 years, consistent with NZ IRD record-keeping requirements, unless a different retention period is contractually agreed.

8. Security

We apply reasonable technical and organisational measures to protect personal information, including:

• Restricted access to systems and data. • Encryption in transit (HTTPS) where applicable. • Secure handling practices.

No method of transmission or storage is 100% secure. If you have security concerns, contact us.

9. Your Rights

You have the right to:

• Request access to personal information we hold about you. • Request correction of inaccurate information. • Request deletion where no legal or contractual obligation requires retention. • Withdraw consent where processing is based on consent (this does not affect prior lawful processing).

To exercise these rights, contact hello@flowdesk.systems.

10. Children's Privacy

Our services are directed at businesses and adults. We do not knowingly collect personal information from children under 16.

11. Cookies and Tracking

Our static website does not set tracking cookies by default. Future analytics or marketing integrations will be disclosed and, where required, consent obtained under the Privacy Act and any applicable electronic communications regulations.

12. Changes to This Policy

We may update this policy from time to time. The current version is always posted at https://flowdesk.systems/privacy-policy (or equivalent route when linked). Significant changes will be reflected in the “Last updated” date.

13. Complaints

If you believe we have breached your privacy, please contact us first. If unsatisfied, you may lodge a complaint with the Office of the New Zealand Privacy Commissioner.