1. Overview
We respect your privacy. This policy explains what personal information HikoLogic Limited ("we", "us", "our") collects, why we collect it, how we protect it, who we share it with, and the choices and rights you have under the New Zealand Privacy Act 2020.
2. What we collect
Depending on how you interact with us (website, bookings, email, phone, or the automation services we build and run for you), we may collect:
- Identifiers: first and last name, email address, phone number.
- Business information: industry, company name (if provided), service area and notes.
- Voice and chat interactions: where we operate an AI voice agent or chatbot as part of a service, we may collect call recordings, call and chat transcripts, and related details (such as booking requests or quote information) needed to deliver that service.
- Connected accounts: if you authorise one of our automations to connect to your systems (for example a calendar, CRM, email account, or social media platform), we collect the access credentials (authorisation tokens) and account information needed for that integration to work.
- Content inputs: text, topics, pricing information, or guidelines you provide for our AI tools to work from.
- Interaction data: questions you submit, booking details, and basic analytics such as page views and referral source.
- Technical data: IP address, device and browser information, and cookies (see "Cookies and analytics").
We do not intentionally collect sensitive information unless you clearly choose to provide it.
3. How we collect it
- Directly from you via forms, bookings, email, or phone.
- Through services we run for you — for example, when an AI voice agent we operate on your behalf takes a call.
- Via connected integrations, when you explicitly authorise our tools to connect to your accounts.
- Automatically via cookies and analytics on our website.
- From third-party tools we use to operate our services (for example calendar and email platforms).
4. Why we use it
We use your information to:
- Respond to enquiries and deliver our services, including booking consultations.
- Build and operate the automations you engage us for — for example routing information between your systems, answering and placing calls, generating quotes, and sending follow-ups.
- Process inputs through artificial intelligence (AI) models to generate relevant content, responses, and recommendations as part of those services.
- Operate, maintain, and improve our website and customer experience.
- Send marketing emails only if you opt in (you can unsubscribe at any time).
- Meet legal and regulatory obligations, prevent misuse, and protect our rights.
We will not send you marketing SMS unless you explicitly consent to that channel.
5. Marketing consent and unsubscribing
Marketing emails are opt-in. If you choose to receive them, we'll send occasional updates and offers. You can unsubscribe at any time using the link in any marketing email. We action unsubscribe requests within 5 working days, and the unsubscribe link remains functional for at least 30 days after sending, consistent with the Unsolicited Electronic Messages Act 2007.
6. How we store and protect information
We use reasonable technical and organisational safeguards, including encryption at rest for backups, access controls, and secure cloud services. Access is limited to personnel who need it to perform their role. No method is 100% secure, but we take steps consistent with New Zealand privacy standards to protect your information.
7. Where we store it (New Zealand and overseas)
Some service providers we use may store or process information outside New Zealand — for example, reputable cloud, email, AI, or calendar providers in Australia, the United States, or other locations. Where this occurs, we take reasonable steps to ensure the information will be subject to safeguards comparable to those in the Privacy Act 2020, in line with the Act's rules on disclosing information outside New Zealand.
8. Sharing your information
We do not sell personal information. We may share it with:
- Service providers: companies that help us operate — website hosting, email, survey and calendar tools, telephony, and analytics. They must handle information securely and only for our purposes.
- AI providers: our automation, voice, and chatbot services transmit relevant inputs (such as conversation content and the business information needed to answer questions) to third-party AI and speech providers for processing.
- Platforms you connect: when an automation we build for you connects to your systems (for example your CRM, calendar, or a social media platform), information is transmitted to those platforms to carry out the actions you've asked for.
- Authorities: where required by law, to prevent harm or fraud, or to protect our legal rights.
9. Cookies and analytics
We use cookies and similar technologies to run our site and understand performance (for example aggregate traffic and popular pages). You can control cookies in your browser, but some features may not work properly if you disable them.
10. How long we keep it
We keep personal information only as long as needed for the purposes above, or to meet legal and administrative requirements. When it is no longer required, we take reasonable steps to securely delete or anonymise it.
11. Your rights under the Privacy Act 2020
You can:
- Access the personal information we hold about you.
- Request correction of information you believe is inaccurate or incomplete.
- Withdraw marketing consent at any time via the unsubscribe link or by contacting us.
To exercise your rights, contact support@hikologic.co.nz. We may need to verify your identity, and we will respond to access and correction requests as soon as practicable, and no later than 20 working days after receiving them, as the Privacy Act requires.
12. Complaints
If you have a concern about how we've handled your information, please contact us first at support@hikologic.co.nz — we take complaints seriously and will respond promptly. If you're not satisfied with our response, you can complain to the Office of the Privacy Commissioner (privacy.org.nz).
13. Privacy breaches
If a privacy breach occurs that is likely to cause serious harm, we will notify the Office of the Privacy Commissioner as soon as practicable, and also notify affected individuals where appropriate, as required by the Privacy Act 2020.
14. Third-party links and services
Our website and services may include links or connections to third-party sites and platforms. Their privacy practices are their own; we encourage you to review the privacy policies of any platform you connect to a service we build for you.
15. Children
Our services are intended for adults and are not directed at children under 16. We do not knowingly collect personal information from children. If you believe a child has provided us personal information, please contact support@hikologic.co.nz and we'll delete it or seek appropriate consent.
16. Changes to this policy
We may update this policy from time to time. The "Last updated" date will change, and the revised policy takes effect when posted on our website.
17. Contact us
Questions, requests, or complaints about privacy?
Email: support@hikologic.co.nz
Address: PO Box 12345, Tauranga 3143, New Zealand