Privacy Policy

1. Overview

Your privacy is our priority. We take your privacy seriously and are committed to handling your personal information responsibly.

This Privacy Policy explains what information we collect, how we use it, who we share it with and your rights in relation to that information.

We comply with the New Zealand Privacy Act 2020 and, where applicable, other privacy laws that apply to our activities, including privacy laws applying to the jurisdictions in which we provide products and services.

From time to time we may make changes to this Privacy Policy (for example, to reflect any changes in our products, services or any applicable laws). Changes take effect from the date the revised policy is published on our websites. Where a change is significant, we'll make sure we let you know, usually by displaying a notice on our websites.

2. Scope

This Privacy Policy applies to Auxo Software and its associated companies, Australian Automotive Business Solutions Ltd, Systime Automotive Solutions Ltd and SAM Computer Systems Limited.

It applies when you:

• visit our websites, including the Auxo Software website and any other websites operated by Auxo
• enquire about, purchase, access or use our software products and services
• register for, or log in to, an account (including where your employer registers you)
• request a demonstration or receive support
• sign up for newsletters or alerts, or complete a feedback survey
• attend our events, webinars or training
• otherwise interact with Auxo.

By doing any of these things, you acknowledge and consent to the collection, use, storage and disclosure of information as described in this Privacy Policy.

3. Definitions

The following terms are used in this policy:

• Information: personal information about an identifiable individual.
• Auxo, we, us or our: Auxo Software, being Australian Automotive Business Solutions Ltd and its subsidiary companies Systime Automotive Solutions Ltd and SAM Computer Systems Limited, together with any other associated companies.

4. Policy Statement

Auxo is committed to collecting, using, sharing and protecting information responsibly and in line with the Privacy Act 2020. The sections below explain how we do that.

4.1 The Information We Collect

The information we collect depends on how you interact with us. For example, we may collect information when you:

• enquire about, purchase, access or use our products and services
• request a demonstration or receive support
• register for or log in to an account, or are registered by your employer
• sign up for newsletters or alerts
• complete a feedback survey
• register for events, webinars or training
• use our websites or online services
• contact us with an enquiry
• apply for employment with us.

The information we collect may include:

• your name and contact details
• business and business membership details
• details of Gazette Notices and Licences to operate
• GST number, NZBN – so we can correctly identify your business(es)
• details relating to your customer account and subscriptions, including usernames
• your address and location
• credit-related information
• information obtained through credit checks and identity verification processes
• payment, billing, purchase history and fulfilment information
• communication preferences and feedback survey responses
• event and training registrations
• information submitted through contact forms, enquiry forms, registration forms and other online forms
• website and device information
• information relating to recruitment applications
• other information reasonably required to provide our products and services.

You can browse our websites without telling us who you are or providing any personal information.

Card payments are handled by a third-party payment processor. We do not have access to your full credit card details.

We generally collect information directly from you. However, we may also receive information from third parties where you have authorised this, where it is publicly available or where otherwise permitted by law. If you provide information about another person, you must have authority to do so and make them aware of this Privacy Policy.

4.2 Our Software Products and Services

Auxo provides software products and services to automotive businesses.

Where customers use our products and services, we may store or process customer contact information, addresses, vehicle information (including registration and VIN information), service history information, credit-related information and other information entered into those platforms in order to provide and support the relevant products and services.

In some circumstances, Auxo stores or processes information on behalf of its customers. In those cases, the customer is generally responsible for determining what information is collected and ensuring it is collected and used lawfully.

4.3 Providing Information to Us

You do not have to provide information to us. However, if you choose not to provide information we reasonably require, we may be unable to provide some products or services.

When we ask for information, we will tell you which information is required and which is optional. Questions about this can be sent to our Privacy Officer (see Contact Us below).

4.4 How We Use Information

We collect information so we can provide products and services, support our customers, run our business and meet our legal obligations. We may use information to:

• verify your identity
• provide, support and maintain our products and services
• tailor our products and services to your needs
• set up and manage customer accounts and subscriptions
• process purchases and payments, and manage billing and debt collection
• support customers and respond to enquiries, requests and complaints
• run events, webinars and training
• communicate with customers and prospective customers, including for marketing, promotion and publicity
• show you more relevant advertising
• undertake credit checks where appropriate, including when opening customer accounts or managing credit-related risk
• improve our products, services and websites
• recruit staff
• protect our legal rights
• comply with our legal obligations
• any other purpose you authorise or that is permitted by the Privacy Act 2020.

We may also combine or de-identify information for research, reporting, analysis and service improvement. Where possible, we analyse information in aggregate form. Where information no longer identifies an individual, it is not personal information.

4.5 Sharing Information

Because Auxo operates through a number of associated companies, we sometimes need to share information between them to provide products and services, support customers, improve our products and services, operate our business and carry out the purposes described in this Privacy Policy.

We may also share information with partner organisations where reasonably necessary to provide, administer or support a product, service or integration you have requested (for example, a third-party software integration provider), to facilitate referrals or to process applications.

We may also share information with:

• organisations that help us provide our products and services
• service providers that help us operate our business
• technology, software, IT system, data centre, cloud hosting and communications providers
• marketing, communication, mailing, printing and distribution providers
• payment providers and financial service providers
• professional advisers
• credit reporting agencies and debt recovery providers
• a prospective purchaser or investor as part of a proposed sale, merger, consolidation, acquisition, reorganisation or liquidation of all or part of our business, subject to appropriate confidentiality protections
• third parties, but only as anonymised statistical information
• anyone you have authorised us to share it with
• government agencies and regulators
• other organisations where permitted or required by law.

We may also disclose information where required or permitted by law, including to government agencies, regulators, law enforcement agencies or courts.

4.6 Overseas Transfers

While Auxo is primarily based in New Zealand, some of our service providers are located overseas. This means information may be stored in, accessed from or transferred to other countries, including Australia.

Where information is transferred or disclosed internationally, we will take reasonable steps to ensure appropriate safeguards are in place and that the transfer or disclosure is permitted by applicable privacy laws.

4.7 Marketing and Communications

We may send newsletters, product updates, event invitations and other information about products and services that may be of interest to you. Where required by law, we will obtain your consent before sending marketing communications.

You can unsubscribe from marketing communications at any time, or ask us to remove you from our marketing lists.

4.8 Cookies and Website Analytics

When you first visit our websites, we will ask for your permission before collecting navigational information. With your permission, we may use cookies and similar technologies to help us operate our websites, improve your experience, understand how our websites are used and measure the effectiveness of our communications. These technologies may collect information such as your IP address, device information, browser information, your general location, the website that referred you, the length of your visit and the pages you view.

We may use third-party analytics and advertising tools, such as Google Analytics, Google Tag Manager and LinkedIn, to help us understand how visitors use our websites and improve our products, services and online content. We may also use cookies and similar technologies to support website functionality, security and performance.

You can usually control or disable cookies through your browser settings, although some parts of our websites may not function properly if cookies are disabled.

Our websites may contain links to, or references to, third-party websites and content. Those websites have their own privacy policies and we encourage you to review them before providing any information. A link or reference is not an endorsement, and we are not responsible for the accuracy, legality or privacy practices of third-party websites or content.

Information sent over the internet can never be completely secure, so any information you send to us online is sent at your own risk.

4.9 Keeping Information Safe

We take reasonable steps to protect information from loss, misuse, unauthorised access, disclosure or alteration. Information is stored in encrypted form and access is limited to staff who need it for their role.

We keep information only for as long as we have a lawful reason to do so, including to provide our products and services, manage customer accounts and meet our legal obligations. We will securely delete or de-identify information when it is no longer required.

4.10 Recruitment

We may receive applications directly from applicants or through recruitment platforms and service providers, including platforms such as Seek, Trade Me Jobs and LinkedIn.

4.11 Accessing and Correcting Your Information

You have the right to access your readily retrievable personal information that we hold about you, and to ask for it to be corrected if you think it is wrong.

If you wish to exercise your rights under this Privacy Policy, you can do this by emailing our Privacy Officer (see Contact Us below). Your email should provide evidence of who you are and set out the details of your request (for example, the information, or the correction, that you are requesting).

We will correct information where it is reasonable and practicable to do so. If we do not make a correction, we will take reasonable steps to note on the information that you requested the correction.

4.12 Contact Us

If you have any privacy concerns, please contact us first so we can investigate and try to resolve the issue.

Privacy Officer
Auxo Software
PO Box 12727
Penrose, Auckland 1642
New Zealand

Email: privacy@auxosoftware.com
Phone: +64 9 583 2451

If you are not satisfied with our response, you may contact the relevant privacy regulator in your jurisdiction, including the Office of the Privacy Commissioner in New Zealand.

5. Responsibilities

Responsibilities under this policy are as follows:

• Privacy Officer: maintains this policy, responds to requests to access or correct information, and investigates privacy concerns and complaints.
• All employees and contractors: handle information in line with this policy and report privacy concerns to the Privacy Officer.

6. Policy Compliance

6.1 Compliance Measurement

Auxo will verify compliance with this policy through methods including, but not limited to, periodic reviews, business tool reports, internal and external audits, and feedback to the policy owner.

6.2 Exceptions

Any exception to this policy must be approved in advance by the policy owner.

6.3 Non-Compliance

A person found to have breached this policy may be subject to disciplinary action, up to and including termination of employment or contract.