Privacy Policy

Potter Automation

Privacy Policy

Effective date: 5 May 2025

Potter Building Services Ltd (“Potter”, “we”, “our”, “us”) respects your privacy and is committed to protecting your personal information in accordance with the New Zealand Privacy Act 2020 and, where applicable, the EU General Data Protection Regulation (GDPR).

1. Scope of this Policy

This policy applies to personal information collected through our website (potterltd.co.nz), related sub-domains, online tools, webinar registration pages, and any services that link to this notice.

2. Information We Collect

  • Information you give us – name, email, phone, job title, organisation, enquiry details, webinar-registration answers, survey responses.
  • Information we collect automatically – IP address, browser type, device ID, pages visited, time on site, referring URL, cookies & tracking pixels.
  • Information from third parties – analytics providers, webinar platforms, social media (if you interact with our posts).

3. Why We Collect It (Legal Basis)

  • Contractual necessity – to deliver services or webinars you request.
  • Legitimate interests – to improve our site, prevent fraud, and grow our business in ways that do not override your rights.
  • Consent – for marketing emails, cookies that are not strictly necessary, or when you tick an opt-in box.
  • Legal obligations – to comply with tax, accounting, or regulatory requirements.

4. How We Use Your Information

We use personal information to:

  • Provide access to webinars, send confirmations and reminders.
  • Respond to enquiries and customer support requests.
  • Send technical updates, newsletters, or marketing you have opted into (you can unsubscribe at any time).
  • Analyse website traffic and improve content, usability, and security.

5. Cookies & Similar Technologies

We use first-party and third-party cookies for essential site functions, analytics (e.g., Google Analytics), and remarketing. You can manage cookies through your browser settings or opt-out of Google Analytics tracking here.

6. Sharing Your Information

We never sell your data. We share it only with:

  • Service providers (web-hosting, email, CRM, webinar and payment platforms) bound by confidentiality.
  • Professional advisers (legal, accounting) under NDAs.
  • Authorities or regulators when required by law.

7. International Data Transfers

Some providers are located outside New Zealand. Where we transfer personal data internationally, we rely on:

  • Countries recognised by the NZ Privacy Commissioner or EU as providing adequate protection;
  • Standard Contractual Clauses or equivalent safeguards; or
  • Your explicit consent.

8. Data Retention

We keep personal information no longer than necessary for the purposes above: generally 7 years for financial records, 2 years for marketing unsubscribers, and 12 months for web analytics raw logs, unless law requires longer.

9. Your Rights

You have the right to:

  • Access and receive a copy of your personal information;
  • Request correction or deletion;
  • Object to or restrict processing;
  • Withdraw consent at any time;
  • Data portability (GDPR only);
  • Lodge a complaint with the NZ Office of the Privacy Commissioner or (for EU residents) your local Supervisory Authority.

10. Security

We employ encryption in transit (HTTPS), access controls, and regular security reviews to protect data against loss, misuse, or unauthorised access.

11. Breach Notification

If a privacy breach that poses a risk of serious harm occurs, we will notify affected individuals and the NZ Privacy Commissioner via the NotifyUs portal, and, where applicable, EU regulators within 72 hours.

12. Children’s Privacy

Our services are not directed at children under 16. We do not knowingly collect their data. If you believe we have, please contact us and we will delete it.

13. Automated Decision-Making

We do not use personal data for automated decisions that produce legal or similarly significant effects.

14. Changes to This Policy

We may update this notice. The “Effective date” will change and, if the changes are significant, we’ll alert you via our website or email.

15. Contact Us

Potter Building Services Ltd
ATTN: Privacy Officer
17 Nixon Street, Grey Lynn, Auckland 1021
Email: office@potterltd.co.nz
Phone: +64 9 478 7149