Privacy Policy

Last Updated: 1 May 2026

INTRODUCTION

OptimaTech Ltd(“OptimaTech”, “we”, “us”, or “our”) is committed to protecting your privacy and personal data. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our websites, solutions, and services (collectively, the “Services”), regardless of your location or the capacity in which you interact with us.

If you have any questions or concerns, please contact us at: [email protected]

1. Who Does This Policy Apply To?

This Privacy Policy applies to:

• Visitors to our websites
• Clients and their representatives (including businesses and organizations)
• Staff of client companies using our Services
• Individual end users of our Services
• Suppliers, contractors, and integration partners
• Any other individuals whose personal data we process in connection with our business

2. What Personal Data Do We Collect?

Depending on your interaction with us, we may collect the following types of personal data:

• Identity Data: Name, company, job title, username, user ID, and similar identifiers.
• Contact Data: Email address, phone number, address, and other contact details.
• Technical Data: Device information, IP address, browser type, operating system, device identifiers, and connection data.
• Usage Data: Information about how you use our websites and Services, including session logs, support interactions, and navigation data.
• Service Data: Information and content you provide to us or generate when using our solutions or services (such as files, images, recordings, or other digital content).
• Communications Data: Records of communications with us, including support requests and feedback.
• Marketing Data: Preferences for receiving marketing communications.
• Other Data: Any other information you provide to us directly.

3. How Do We Collect Your Data?

We collect personal data:

• Directly from you (e.g., when you register, use our Services, or contact us)
• From your employer or organisation (if you use our Services as part of a business account)
• Automatically through your use of our websites or Services (e.g., device data)
• From third parties (e.g., business partners, resellers, referral sources, analytics providers, publicly available sources, or as required by law)

If we collect your personal data indirectly (that is, from someone other than you), we will take reasonable steps to make you aware, as soon as reasonably practicable, of the matters required by applicable privacy law, unless an exception applies.

This may include informing you of:

• the fact that your information has been collected;
• the purpose of the collection;
• the intended recipients of the information;
• the name and contact details of the agency collecting and holding the information;
• if the collection is authorized or required by law, the particular law that applies; and
• your right to request access to, and correction of, your personal information.

Where appropriate, we may provide this notice directly, through our privacy policy or other collection statements, through onboarding or contractual documentation, or by requiring a third party collecting information on our behalf to provide the notice.

Where we reasonably believe, based on evidence, that you have already been made aware of these matters, we may not need to provide a further notice.

Note: We do not use cookies or similar tracking technologies on our websites or Services.

4. How Do We Use Your Data?

We use your personal data for the following purposes and legal bases:

• To provide and operate our Services (performance of contract)
• To verify your identity and manage your account (performance of contract, legitimate interests)
• To communicate with you and provide customer support (performance of contract, legitimate interests)
• To improve and develop our Services (legitimate interests)
• To conduct analytics and research (legitimate interests, consent where required)
• To send you marketing communications (consent or legitimate interests, as required by law)
• To comply with legal obligations (legal obligation)
• To protect our rights, users, and property (legitimate interests, legal obligation)
• For any other purpose with your consent

5. How Do We Disclose or Share Your Data?

We may share your personal data with:

• Our group companies, affiliates, and subsidiaries
• Service providers and vendors who process data on our behalf (e.g., hosting, IT, analytics, support)
• Business partners and resellers (where relevant)
• Your employer or organization (if you use our Services as part of a business account)
• Regulatory authorities, law enforcement, or other parties as required by law
• Other parties with your consent or at your direction
• We do not sell your personal data.

6. International Data Transfers

Your personal data may be transferred to and processed in countries outside your country of residence, including countries that may not have the same level of data protection as your home jurisdiction.

• Your personal data may be transferred to and processed in countries outside your country of residence, including countries that may not have the same level of data protection as your home jurisdiction.
• Where required by law, we implement appropriate safeguards or other lawful measures to protect your data during international transfers.

7. How Long Do We Keep Your Data?

• We retain your personal data only as long as necessary to fulfill the purposes for which it was collected, to comply with legal obligations, resolve disputes, and enforce agreements. Retention periods vary by data type and purpose. When data is no longer needed, it will be securely deleted or anonymized.

8. Data Security

• We implement reasonable technical and organizational measures to protect your personal data from loss, misuse, unauthorized access, disclosure, alteration, or destruction.

9. Your Rights

Depending on your location and applicable law, you may have the following rights:

• Access your personal data
• Correct or update your data
• Request deletion (“right to be forgotten”)
• Restrict or object to processing
• Data portability (receive your data in a portable format)
• Withdraw consent at any time (where processing is based on consent)
• Lodge a complaint with a data protection authority

Under New Zealand privacy law, you also have the right to request access to, and correction of, personal information we hold about you.

To exercise your rights, please contact us at [email protected].

10. Children’s Privacy

• Our Services are not intended for children under the age of 18 (or the minimum age required by local law). We do not knowingly collect personal data from children. If you believe we have collected such data, please contact us and we will take appropriate action.

11. Changes to This Policy

• We may update this Privacy Policy from time to time. Material changes will be notified to you via our website or other appropriate means. Your continued use of our Services after changes have been posted means you accept the updated policy.

12. Contact Us

If you have any questions, concerns, or requests regarding this Privacy Policy or your personal data, please contact:

Email: [email protected]

Contact Form: https://www.optimatech.co.nz/contact/

We will do our best to respond to your inquiry promptly and in accordance with applicable data protection laws.

By using our Services, you acknowledge that you have read, understood, and agree to this Privacy Policy.