Privacy Policy
1. Who we are
Wavelinelabs (Waveline Labs Limited, NZBN 9429053783448) is a business based in Warkworth, New Zealand. We help other small businesses reduce repetitive admin by setting up and running automations, and by building simple apps and websites.
This policy explains what personal information we collect, how we use it, who we share it with, and your rights under the Privacy Act 2020. It covers our consulting work, this website, and our dealings with prospective and current clients. See our Terms of Service for the terms that apply when we do work for you.
Our privacy officer can be contacted at hello@wavelinelabs.com.
2. Information we collect
- Enquiries. When you contact us, we collect your name, email address, and anything you choose to tell us about your business and what you need help with.
- Clients. When we work together, we collect the business and billing details we need to prepare a quote, deliver the work, and invoice you.
- Access during a project. To build or run an automation, you often give us access to tools you already use, such as your booking system, accounting or invoicing software, email, or social accounts. Through that access we may handle business information including customer lists, quotes, invoices, bookings, and payment records. We access only what the agreed work requires, and we act as your service provider in relation to that information.
- Website. This website does not use analytics, advertising, or tracking cookies. Our hosting provider keeps standard server logs, including IP address, page requested, and timestamp, for security and troubleshooting.
3. How we use your information
We use personal information to:
- respond to your enquiry and prepare a quote;
- carry out the work you have engaged us for and run any services you are on a plan for;
- invoice you and keep proper business and tax records;
- meet our legal obligations.
We do not sell personal information, and we do not use it for marketing without your consent.
4. Who we share it with
We share information only where it is needed to run our business:
- Service providers that host our systems and the work we build for you, and that deliver our email.
- Platforms you already use. An automation may send information to, or receive it from, platforms such as Xero, Shopify, Stripe, Google, or Meta as part of doing its job. Those platforms handle that information under their own privacy terms.
- Automation and AI tools. Some automations use third-party processing, including AI language models, for tasks such as sorting or drafting text. We send only what the task needs, and we do not use these tools to make decisions that have a legal or similarly significant effect on anyone without human review.
- Professional advisers and authorities where we are required or permitted by law.
We do not otherwise disclose your information.
5. Sending information overseas
Some of the providers above store or process information outside New Zealand, mainly in Australia and the United States. Before relying on an overseas provider we take reasonable steps to satisfy ourselves that it protects the information with safeguards comparable to those in the Privacy Act 2020, or we ask for your authorisation.
6. Storing and protecting your information
We take reasonable steps to keep information safe, including limiting who can access it, using reputable providers, using multi-factor authentication where it is available, and removing access we no longer need. No system is completely secure. If a privacy breach occurs that is likely to cause serious harm, we will notify the people affected and the Office of the Privacy Commissioner, as required by law.
7. How long we keep it
We keep enquiry correspondence for as long as there is a reasonable prospect of working together, then delete it. We keep client and project records for the length of the engagement and for seven years afterwards to meet tax and record-keeping requirements. We remove our access to your systems at the end of a project or plan, or sooner if you ask. We delete or return client business data on request once it is no longer needed for the work.
8. Your rights
Under the Privacy Act 2020 you may ask to see the personal information we hold about you and ask us to correct it. Email hello@wavelinelabs.com. We will respond within 20 working days, and there is normally no charge. If you ask us to delete information, we will do so unless we are required to keep it.
9. Children
Our website and services are intended for businesses and are not directed at children. We do not knowingly collect personal information from anyone under 16.
10. Complaints
If you are not satisfied with how we have handled your information or a privacy request, contact us first at hello@wavelinelabs.com. If you are still not satisfied, you can complain to the Office of the Privacy Commissioner at privacy.org.nz.
11. Changes
We may update this policy. The date at the top shows when it last changed. If we make a significant change we will take reasonable steps to let current clients know.