Keynoter Limited Privacy Policy

This Privacy Policy tells you how Keynoter Limited (New Zealand Business Number: 9429052391125) (we, us or our) collects, uses, shares and protects your personal information (or personal data, as it is referred to under the General Data Protection Regulation (GDPR)). It applies to the information and data we collect from you (you or your) including when you use our website, access our products or services through our portal or otherwise (Services), or interact with us through social media or our marketing activities. By visiting our website, using our Services or otherwise interacting with us, you agree to us processing your personal information in accordance with this Privacy Policy.

We are committed to complying with the New Zealand Privacy Act 2020, and for customers and website users based in the European Economic Area (EEA), the GDPR. As far as practicable, we will also ensure compliance with applicable data protection legislation of other countries or jurisdictions by keeping personal data up to date, securely storing and destroying personal data, collecting and retaining only necessary data, protecting data from unauthorised access and disclosure, and implementing appropriate technical measures for data protection.

What personal information do we collect?

“Personal information” is any information about an identifiable individual. It does not include data that cannot identify an individual. Personal information we collect through your use of our Services or otherwise, may include:

  • Contact data: your name, email address
  • Profile data: user name and password, photograph/image, qualifications, experience and expertise, languages spoken, country and time zone of residence, social media links, and any other information you add to your account profile
  • Payment and transaction data: payment card and billing information
  • User-generated content: such as profile pictures, images, profile bio, comments, reviews, and other content or information that you generate or otherwise make available on the Service
  • Device and online activity data: data about visitors to our website and their use and behaviour while using our website, and device and browser data – see the Cookies and other tracking technologies section below.

If you reside within the EEA, it also includes any other information we collect about you that is defined as personal data under the GDPR.

We do not collect or process any personal information from you that is considered "Sensitive Personal Information" under the GDPR, including personal information relating to your sexual orientation, ethnic origin, health, religious beliefs or political opinions.

Our Services are intended to be used by persons over 18 years. If you’re under the age of 18, you may not register an account with us or use our Services. We do not knowingly collect or process children's personal information.

How do we collect your personal information?

We collect your personal information directly from you, such as when you set up an account, contact us via email, phone, use our website or social media, post content or access or use our Services. We may also collect personal information from publicly available information and other people you have authorised us to collect it from. We may also collect information while you use our Services using technology like cookies, in accordance with the section below.

Please only give us up-to-date and correct information. Please don’t give us personal information about someone else unless they have consented to you sharing their personal information with us and have agreed to this Privacy Policy.

Cookies and other tracking technologies

We use cookies and similar tracking technologies to monitor your activity on our website and store certain information. Cookies are small data files placed on your device that enable us to enhance and personalise your online experience, understand website usage, and improve our services. The cookies we use include: essential cookies necessary for the functionality of the website and performance cookies to monitor site usage.

You can withdraw your consent to our use of cookies directly through your web browser. For more information on how to manage and delete cookies, visit https://www.aboutcookies.org/ or www.allaboutcookies.org. Withdrawing your consent may impact your user experience and prevent you from using certain parts of our website. Essential cookies, necessary for the operation of the website, cannot be rejected as they are required for website security and accessibility.

For what purposes do we collect or process your personal information?

We may collect your personal information for the following purposes:

  • provide or improve our Services
  • conduct background checks on Keynoters
  • set up and administer your account with us
  • communicate with you including responding to questions from you
  • improve your personal experience on our website
  • get feedback to improve our Services
  • handle complaints and disputes
  • compiling reviews
  • comply with our legal and contractual obligations or enforce our legal rights
  • promote (where permitted by law) our products or services to you and provide other information we think you may find interesting (including information promoting our business partners)
  • by aggregating and de-identifying with other data to analyse, improve and promote our business
  • for any other purposes authorised in writing by you or by law

We will only use or process your personal information for the purposes we collect it and only where there is a lawful basis for such processing. If you are based in the EEA, we will also comply with the GDPR requirements regarding the use of personal data.

Who do we disclose your personal information to and why?

We may disclose your personal information to others for the purposes specified above. This may include disclosure to:

  • any business that helps us or works with us to provide our Services or operate our business (for example, service providers, technology providers, cloud-providers, data storage and back-up, payment providers or processors)
  • any other person as required or authorised by law
  • in connection with, or during negotiations of, any sale of our assets or all or a portion of our business
  • anyone else, as explicitly authorised by you in writing.

International Data Transfers

We might transfer to and store your personal information in countries outside of the country you are in when you provide your information, such as countries in which our service providers are located or have servers (including the United States of America). These countries may not have the same data protection regulations as the one in which you originally provided the information.

For data transfers from New Zealand, you authorise us to disclose your personal information to overseas recipients as described in this policy and otherwise as permitted under the Privacy Act 2020.

Under the GDPR, personal data may be transferred to a country outside the EEA where the European Commission has decided that the country ensures an adequate level of protection. In the absence of an adequacy decision, we may transfer personal data provided appropriate safeguards are in place. The European Commission recognises New Zealand as a country that ensures an adequate level of data protection. Where data transfers are to countries not recognised by the European Commission as providing an adequate level of data protection, we will ensure that appropriate safeguards are in place in accordance with GDPR requirements.

How we keep your personal information safe and secure

We have implemented industry-standard physical, electronic, and managerial procedures to keep personal information safe and secure and protect it from misuse, interference, loss, or unauthorised access, modification, and disclosure. These measures include using data encryption in transit and at rest, regular security updates and patches, access controls, regular backups and security monitoring and logging. However, security risk is inherent in all internet and information technologies and we cannot guarantee the security of your personal information.

Retention of personal information

We will retain your personal information only for as long as it is necessary for the purposes for which it may be used, after which we will delete it from our systems. If you reside within the EEA, we will also comply with the GDPR requirements regarding the retention and deletion of personal data.

How you can access and correct your personal information

You can ask us to show you what personal information we hold about you and to correct any mistakes by emailing us at the contact address below. If there is a legal reason we can’t let you see the information, or if we don’t agree with your correction, we will give you our reasons and note your requested correction to the information.

For our customers and website users based in the EEA, in accordance with the GDPR, you also have the right to request the erasure of your personal data, restrict its processing, or object to its processing, and the right to data portability.

Direct Marketing

Where permitted by law, we may contact you by telephone, regular mail, or electronically (email, SMS or via other electronic means) with promotional material and offers of products or services from us and our related companies, as well as offers from our business partners that we consider may be relevant and of interest to you. You have the right to withdraw your consent at any time and you can unsubscribe from receiving these messages at any time by using the opt-out function provided with the message.

How to make a privacy complaint

If you think we have not followed our privacy obligations, you can make a complaint by contacting us at support@keynoter.io. You can also make a complaint to the New Zealand Privacy Commissioner by emailing enquiries@privacy.org.nz. If you are based in the EEA and think that your personal data protection rights haven’t been respected, you can also make a complaint to the Data Protection Authority of your country.

Changes to this Privacy Policy

We may change this Privacy Policy at any time. We will publish the updated policy on our website, and where required by law we will notify customers of significant changes.

If you have any questions about this policy, please contact us at support@keynoter.io.

Effective date of policy: 5 November 2024