1. Information we collect
Depending on how you interact with Virtualtopia, we may collect personal information such as:
- your name and contact details;
- information you provide through an enquiry or contact form;
- details about your website, business or project that you provide to us;
- communications relating to services, support or enquiries;
- technical information generated when you use the website.
We aim to collect personal information only where it is reasonably necessary for a legitimate business purpose.
2. How we use personal information
Personal information may be used to:
- respond to enquiries and requests;
- provide website development, hosting, support or related services;
- communicate about work being carried out for you;
- maintain, secure and improve our website and services;
- meet legal, accounting or regulatory obligations;
- prevent misuse, fraud, spam or security threats.
3. Forms and enquiries
If you submit a form through this website, the information you enter is used to respond to your enquiry and, where relevant, to provide or discuss services.
Our website may use WordPress and Formidable Forms behind the scenes to process form submissions. Information submitted through a form may therefore be stored within our website systems as well as being delivered to us by email or another configured notification method.
4. Technical information and server logs
Web servers and hosting systems commonly record technical information when a website is accessed. This may include an IP address, browser type, device information, requested pages, timestamps and diagnostic or security information.
This information may be used to operate the website, investigate technical problems, maintain security and understand website performance.
5. Cookies and analytics
The website may use cookies or similar technologies where they are required for functionality, security, preferences or analytics.
If analytics or other third-party measurement tools are used, they may collect information about how visitors use the website. The exact information collected depends on the services enabled on the website.
Before launch, this section should be checked against the analytics, advertising, embedded content and other third-party tools actually enabled on the live website.
6. When information may be shared
We do not sell personal information.
Personal information may be disclosed where reasonably necessary to providers that help us operate the website or deliver services, such as hosting, email, backup, security, analytics, payment or other technology providers.
Information may also be disclosed where required or permitted by law, or where necessary to protect our systems, rights or users.
7. Overseas service providers
Some technology providers may process or store information outside New Zealand. Where personal information is disclosed to an overseas organisation, we will take reasonable steps to handle that disclosure consistently with applicable New Zealand privacy requirements.
Where a service operates under its own terms and privacy policy, its handling of information may also be governed by those terms.
8. Storage and security
We take reasonable steps to protect personal information from loss, unauthorised access, misuse, disclosure or alteration.
No website, email service or internet transmission can be guaranteed to be completely secure, but we use appropriate technical and organisational measures for the systems we operate.
9. How long information is kept
Personal information is retained only for as long as it is reasonably required for the purpose for which it was collected, for legitimate business requirements, or to meet legal and record-keeping obligations.
Information that is no longer required may be deleted, anonymised or securely disposed of where appropriate.
10. Accessing or correcting your information
Under the New Zealand Privacy Act 2020, you may ask whether we hold personal information about you and request access to that information. You may also ask us to correct personal information that you believe is inaccurate, incomplete, out of date or misleading.
We may need to verify your identity before responding to a request.
11. Privacy breaches
If a privacy breach occurs, we will assess the circumstances and take appropriate steps to contain and respond to it.
Where a breach is notifiable under the Privacy Act 2020 because it has caused, or is likely to cause, serious harm, we will notify the Office of the Privacy Commissioner and affected individuals as required by law.
12. Changes to this policy
We may update this privacy policy when our website, services, technology or legal obligations change. The current version will be published on this page with its effective date.
13. Privacy questions and requests
If you have a question about this policy, want to request access to or correction of your personal information, or have a privacy concern, please contact Virtualtopia through our contact page.