Privacy Policy

Last Updated March 2025

1. Introduction

OMNIMax Software Limited (we, us, our) complies with the New Zealand Privacy Act 2020 and, where applicable, the Australian Privacy Act 1988, when dealing with personal information.

Personal information is information about an identifiable individual (a natural person), and includes personal data, personally identifiable information and equivalent information under applicable privacy and data protection laws.

This policy does not limit or exclude any of your rights under the New Zealand Privacy Act 2020 or the Australian Privacy Act 1988 (where applicable). For further information on the New Zealand Privacy Act 2020, see www.privacy.org.nz. For further information on the Australian Privacy Act 1988, see https://www.oaic.gov.au/privacy/the-privacy-act. 

This policy does not provide exhaustive detail of all aspects of our collection and use of personal information. We are happy to provide any additional information or explanation needed. Any request for further information should be sent to privacy.officer@omnimax.co.nz.

2. Changes to this policy‍ 

We may change this policy by uploading a revised policy onto our website. The change will apply from the date that we upload the revised policy. 

3. When does this privacy policy apply and not apply 

This privacy policy applies to personal information we collect from visitors to our website, our customers, other persons with whom we deal directly, and through our customers’ use of our services. Users of our SaaS services (i.e. our customers) may collect personal information from individuals (e.g. their employees and customers) (Clients) and upload, store or process that personal information to or in that service (User Data).  

Users of our services must have appropriate consent and authorisation procedures in place in order to lawfully collect personal information from Clients and disclose such personal information to us for the purposes set out in this privacy policy. Further details of users’ obligations can be found in our Terms of Use available at https://www.omnimaxsoftware.com/terms-of-use/), which apply to all users of our services.  

Our customers determine what personal information they collect and how they collect, use, retain, disclose and transfer User Data. This means that our customers’ collection and use of User Data is governed by their privacy policy and practices, not ours, and we are not responsible for the collection, use, retention, disclosure and transfer of User Data, or our customers’ privacy practices.

We only process User Data as authorised by our customers who use our services under our Terms of Use (available at https://www.omnimaxsoftware.com/terms-of-use/).   

Unless required otherwise under applicable law, if we receive any request or enquiry relating to User Data, we will generally forward this request to our relevant customer.  

4. What personal information do we collect

4.1 Directly from you

We collect the following information directly from you: 

• When you register for, or login to, an account on our website or related services, we may collect your name / email address / password / phone number / address / location and any other information we require or ask for to set you up with an account. We may collect some of this information using third party authentication services (as described further in the from third party sources section below). 

• When you set up a profile, we collect your name / email address / location / phone number / profile photo and any other information we require or ask for to set you up a profile. 

• When you fill in a contact or enquiry form on our website, call us, meet us in person or otherwise contact us, we collect your name / email address / phone number and any other information you choose to provide to us. 

• When you sign up to our newsletter and other electronic alerts, we collect your name / email address / phone number / user preferences any other information you provide to us when you ask to receive our newsletter or other alerts. 

• When you respond to our feedback surveys, we collect your name / email address and any other information you choose to include in your response. 

• When you refer another person to use our website or related services, we collect your name / email address and the other person’s name / email address and any other information you choose to include in the referral. 

• When you purchase products or services from us, we collect your name / email address / phone number / and any other information you submit to us for billing and order fulfilment purposes. 

• When you post information for publication on our website (e.g. on message boards or chat rooms), we collect the information you include in those posts. 

Some of the personal information that we collect directly from you may be mandatory and some may be optional. We will let you know which of these applies at the time we collect the relevant personal information. While you do not have to provide us with some of the information that we may request, this might mean that our products and services may not perform as well as they should, or that we may not be able to provide some parts of the website or all of our products or services to you. If you require further information about the consequences of not providing us with any information, please contact us at privacy.officer@omnimax.co.nz.  

We do not generally collect “sensitive information” (e.g. ethnic origin, religious or political views, health information, etc.) from website users, suppliers, partners, clients and prospective clients. We only collect sensitive information with the consent of the individuals to whom the sensitive information pertains, where reasonably necessary, such as to lessen or prevent a threat to health and safety or to fulfil a legal requirement. 

When you sign on a device screen with electronic signing or when you upload your signature to be used in cover letters, we store this information. 

4.2 Automatically when you use our website and apps 

When you access and use our website or related services, we may automatically collect information about your device and usage of our website, products and services, including your IP address/operating system/browser type/time spent on certain pages of the website/pages visited/links clicked/language preferences. 

Some of this data is collected through third party tools and/or the use of cookies, web beacons and similar tracking technologies.  Cookies are text files containing small amounts of information which are downloaded to your browsing device, e.g. a computer or smartphone, when you visit a website. Cookies track your movements through different websites, but they do not personally identify you. 

You can choose to disable cookies through your browser settings. Please note that disabling cookies may affect the functionality of our website. If you follow a link on our website to another website, the owner of that website may have its own cookies. We suggest you review that website’s cookie policy before you visit that website. 

4.3 From third party sources 

Personal information included in User Data, which has been collected by a user of our services (i.e. our customers), is stored and processed by us.  In this case, our customers control the personal information of their Clients, and we process any personal information as a service provider on their behalf. 

In addition, we may sometimes collect or receive personal information that is publicly available (e.g. through LinkedIn profiles or public directories). 

We may combine the personal information about you that we receive from third parties with the personal information we collect from you directly or with device and usage data we collect automatically when you visit our website. 

5. How we use your personal information‍ 

We may use your personal information to: 

• verify your identity 

• provide our website, products and services to you 

• to provide services to our customers, where they have provided your personal information to us (i.e. you are their Client) 

• market our products and services to you, including contacting you electronically (e.g. by text or email for this purpose) 

• improve our website, products and services 

• publish things on our website (e.g. comments on message boards or chat rooms) 

• run promotions (e.g. referral and loyalty programmes, surveys and contests) 

• bill you and collect money that you owe us, including authorising and processing  transactions 

• respond to communications from you, including enquiries and complaints 

• conduct research and statistical analysis that we may publish (on an anonymised basis), including reporting on trends and for marketing purposes 

• protect and/or enforce our legal rights and interests, including defending any claim 

• respond to lawful requests by public authorities, including to comply with law enforcement requirements, or 

• for any other purpose authorised by you or applicable law. 

We may transfer your information in the case of a sale, merger, consolidation, liquidation, reorganisation or acquisition. 

You can stop receiving our marketing emails by following the unsubscribe instructions included in those emails or contacting us at sales@omnimax.co.nz. 

6. Disclosing your personal information‍ 

We may disclose your personal information to: 

• another company within our group 

• any business that supports our website, products and services, including any person that hosts or maintains any underlying IT system or data centre that we use to provide our website, products or services or that we use to process payments 

• any other third party service provider, supplier or contractor who we do ordinary business with (including email marketing providers and analytics providers)  

• our customers, where they have provided your personal information to us (i.e. you are their Client) 

• third parties (for anonymised statistical information) 

• professional advisers e.g. accountants, lawyers or auditors 

• a person who can require us to supply your personal information (e.g. a law enforcement agency or regulatory authority) 

• any other person with your consent 

• any other company in the case of a sale, merger, consolidation, liquidation, reorganisation or acquisition 

• any other person authorised by applicable law. 

Also, we may share information about your use of our website with our trusted advertising and analytics partners through the use of cookies, web beacons, and similar tracking technologies.  

7. International transfers of personal information 

A business that supports our website, products and services may be located outside of New Zealand (the country where we are incorporated) and also outside of the country where you are located. This means that the personal information we collect may be transferred to, and stored in, a country outside of New Zealand and the country where you are located.

8. Protecting your personal information 

As required by applicable law, we will take steps to keep your personal information safe from loss, unauthorised activity, or other misuse. We implement appropriate technical and organisational measures to ensure a level of security appropriate to the risks inherent in processing personal information.
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You play an important role in keeping your personal information secure by maintaining the confidentiality of any password and accounts used in relation to our products and services. You should not disclose your password to third parties. Please notify us immediately if there is any unauthorised use of your account or any other breach of security. 

9. Accessing and correcting your personal information‍ 

Subject to certain grounds for refusal under applicable law, you have the right to request access to your personal information that we hold and to request a correction to your personal information. Before you exercise this right, we will need evidence to confirm that you are the individual to whom the personal information relates.
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Where you request a correction, if we think the correction is reasonable and we are reasonably able to change your personal information, we will make the correction. In all other cases, we will take reasonable steps to make a note of the personal information that was the subject of your correction request. 

If you want to exercise either of the above rights, email us at privacy.officer@omnimax.co.nz. Your email should provide evidence of who you are and set out the details of your request (e.g. the personal information to be corrected and the correction that you are requesting).
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Subject to applicable law, we may charge you our reasonable costs of providing to you copies of your personal information or correcting that information.‍ 

If a request for access to personal information relates to User Data, we may transfer this access request to our relevant customer, as in most circumstances they would be the more appropriate agency to decide whether to provide access to User Data.  

10. Internet use‍ 

While we take reasonable steps to maintain secure internet connections, if you provide us with personal information over the internet, the provision of that information is at your own risk. 

If you post your personal information on our website’s message board or chat room, you acknowledge and agree that the information you post is publicly available. 

If you follow a link on our website to another website, the owner of that website will have its own privacy policy relating to your personal information. We suggest you review that website’s privacy policy before you provide personal information to that owner or website.‍ 

11. Data Retention policy‍ 

The personal information that we collect and use will not be kept longer than necessary for the purposes for which it is collected, or for the duration required for compliance with applicable law, whichever is longer. 

12. Contacting us 

If you have any question about this privacy policy, or our privacy practices, or if you would like to request access to, or correction of, your personal information, you can contact us at  privacy.officer@omnimax.co.nz.

The name and contact details of our Privacy Officer is:
Jonathan Taylor
privacy.officer@omnimax.co.nz
Ph:  +64 3 377 5906