Overview
FutureIT Limited (“FutureIT”, “we”, “us”, or “our”) is committed to protecting your personal information and respecting your privacy. This Privacy Policy explains how we collect, use, store, and disclose personal information in accordance with the New Zealand Privacy Act 2020 (“Privacy Act”).
By using our website or engaging our services, you agree to the practices described in this policy.
What Personal Information We Collect
We may collect the following types of personal information:
Contact and Identity Information
- Full name, job title, and company name
- Email address, phone number, and postal address
- Communication preferences
Technical and Usage Information
- IP address and approximate location
- Browser type, device type, and operating system
- Pages visited, time on site, and referring URLs
- Search queries made within our website
Service-Related Information
- Details about your IT environment and business needs provided via contact forms or onboarding
- Support tickets, correspondence, and service records
- Contract and billing information (for clients)
We collect this information when you:
- Fill out a form on our website (contact, enquiry, or support)
- Communicate with us by email, phone, or chat
- Become a client and receive our services
- Subscribe to our newsletter or updates
How We Use Your Information
We use your personal information for the following purposes:
| Purpose | Legal Basis |
|---|---|
| Responding to enquiries and providing quotes | Your request / legitimate interest |
| Delivering contracted IT services | Contractual necessity |
| Sending service updates and security alerts | Contractual necessity / legitimate interest |
| Sending marketing communications | Consent (you may opt out at any time) |
| Improving our website and services | Legitimate interest |
| Complying with legal obligations | Legal obligation |
| Fraud prevention and security | Legitimate interest |
We will not use your information for purposes incompatible with those listed above without first obtaining your consent.
Disclosure of Personal Information
We do not sell, rent, or trade your personal information. We may share it with:
Service Providers
Third-party vendors who assist us in delivering our services, including cloud hosting providers, CRM systems, email platforms, and accounting software. These providers are contractually required to protect your information and may not use it for their own purposes.
Microsoft and Technology Partners
A significant part of our service delivery involves Microsoft’s platforms (Microsoft 365, Azure). Your data may be stored and processed within Microsoft’s data centres, including in Australia and New Zealand, under Microsoft’s enterprise data protection agreements.
Legal and Regulatory Requirements
We may disclose personal information if required by law, court order, or a lawful request from a New Zealand government authority.
Business Transfers
In the event of a merger, acquisition, or sale of assets, personal information may be transferred as part of that transaction. We will notify you before this occurs.
Data Security
We take reasonable steps to protect your personal information from unauthorised access, loss, misuse, or disclosure. Our security measures include:
- Encrypted data transmission (TLS/HTTPS)
- Access controls and role-based permissions
- Regular security reviews and staff training
- Incident response procedures
No method of transmission over the internet is completely secure. While we use commercially reasonable safeguards, we cannot guarantee absolute security.
If a notifiable privacy breach occurs, we will notify the Office of the Privacy Commissioner and affected individuals as required under the Privacy Act 2020.
Data Retention
We retain personal information for as long as it is needed for the purposes described in this policy, or as required by law:
- Enquiries not leading to a contract: 12 months
- Client records: 7 years after the end of the client relationship (for tax and legal purposes)
- Website analytics: Rolling 26-month window
- Marketing opt-in records: Until you unsubscribe or withdraw consent
When personal information is no longer required, we securely delete or anonymise it.
Your Rights
Under the Privacy Act 2020, you have the right to:
- Access — request a copy of the personal information we hold about you
- Correction — request correction of inaccurate or incomplete information
- Erasure — in certain circumstances, request deletion of your information
- Portability — receive your information in a structured, commonly used format
- Object — object to processing based on legitimate interests
- Withdraw consent — where processing is based on consent, withdraw it at any time
To exercise any of these rights, contact us at privacy@futureit.co.nz. We will respond within 20 working days as required by the Privacy Act.
If you are not satisfied with our response, you may complain to the Office of the Privacy Commissioner.
Cookies and Tracking Technologies
Our website uses cookies and similar technologies to improve your experience and analyse traffic.
Types of Cookies We Use
| Type | Purpose | Duration |
|---|---|---|
| Essential | Site functionality, security | Session |
| Analytics | Google Analytics — page views, traffic sources | 26 months |
| Preferences | Theme and language settings | 12 months |
You can control cookies through your browser settings. Disabling essential cookies may affect website functionality.
We use Google Analytics 4 with IP anonymisation enabled. Analytics data is processed under Google’s privacy framework.
Third-Party Links
Our website may contain links to third-party websites, including vendors, industry resources, and Microsoft portals. We are not responsible for the privacy practices of those sites. We encourage you to read their privacy policies before providing any personal information.
Children’s Privacy
Our website and services are directed at business users and are not intended for individuals under the age of 18. We do not knowingly collect personal information from children.
Changes to This Policy
We may update this Privacy Policy from time to time. The “Last Updated” date at the top of this page reflects the most recent revision. Material changes will be communicated by email to active clients or by a prominent notice on our website.
Continued use of our website or services after changes take effect constitutes acceptance of the updated policy.
Contact Us
For privacy-related questions or to exercise your rights:
FutureIT Limited Privacy Officer privacy@futureit.co.nz 09 555 1234 Auckland, New Zealand
Alternatively, use the contact form on our website.