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RapidSite Pro — Privacy Policy (New Zealand)

Effective date: 19/11/2025
Last updated: 19/11/2025

Introduction

RapidSite Pro (“we”, “us”, “our”) is a web development agency based in New Zealand. This policy explains how we collect, use, disclose and protect personal information, and how you can exercise your rights under the Privacy Act 2020.

Scope

This policy applies to information collected through our website, the Lead Qualification Wizard, the AI Content Refiner tool, discovery calls, client onboarding, payment processing, support, and maintenance services.

Privacy Officer

Questions, requests or complaints about privacy should be directed to our Privacy Officer.

Information we collect

We collect:

  • Identity and contact details: name, email, phone, company name, job title, billing address.
  • Project details and content: website requirements, uploaded files, text pasted into the AI Content Refiner, design preferences.
  • Payments and billing: invoicing, payment method details (we use third‑party processors).
  • Communications: discovery call notes/recordings (if made with consent), support tickets, chat transcripts.
  • Technical and usage: IP address, device/browser data, analytics, cookies, form submissions.

We do not deliberately collect special category (sensitive) personal data. If such data is provided, we will treat it with extra care and you should contact us if you need it removed.

How we use personal information

We use personal information to:

  • Provide, deliver and support our services (site builds, maintenance, hosting-related support).
  • Manage projects, communicate with clients and process payments, refunds (including money-back guarantee).
  • Operate and improve the Site, AI Content Refiner and our offerings, including analytics and troubleshooting.
  • Send administrative and marketing communications (where you have consented or where permitted by law).

Our legal basis under the Privacy Act is to fulfil our contract with you, for our legitimate business interests, and with consent where required.

AI Content Refiner — special note

Text you paste or upload is processed to produce suggestions. We:

  • Temporarily store and process inputs to generate results.
  • May retain anonymised, aggregated usage data to improve the tool.

We will not use inputs to train external large language models without explicit consent. Do not submit highly sensitive personal information into the tool.

Cookies and tracking

We use cookies and similar technologies for session management, analytics and functional features. You can control cookies through your browser; disabling some cookies may affect functionality.

Disclosure and overseas transfers

We may disclose personal information to:

  • Service providers (hosting/CDN, payment processors, analytics, CRM, scheduling, email).
  • Contractors (designers, developers, copywriters) engaged on a project; access is limited to what’s necessary.
  • Legal or regulatory authorities where required.

Some service providers may be located overseas. Where we transfer personal information offshore we will take reasonable steps to ensure comparable protection (contracts, privacy clauses, standard contractual terms) and comply with the cross-border rules under the Privacy Act.

Security

We implement reasonable administrative, technical and physical safeguards (access controls, encryption in transit, backups). No system is completely secure; if a privacy breach occurs that causes serious harm we will notify affected individuals and the Privacy Commissioner as required by the Privacy Act 2020.

Retention

We retain personal information only as long as necessary for business operations, legal obligations, dispute resolution and tax/accounting requirements. Typical retention:

  • Project/billing records: up to 7 years (or as required by law).
  • Marketing lists: until unsubscribe.
  • Support records: typically 2–7 years depending on relevance.

Data is securely deleted or anonymised when no longer needed.

Your rights and choices

Under the Privacy Act you have rights to:

  • Access personal information we hold about you and request copies.
  • Request correction of inaccurate personal information.
  • Request deletion where retention is not required by law.
  • Object to or request restriction of certain processing (e.g., direct marketing).

To exercise any right contact our Privacy Officer. We may ask for proof of identity. If you are not satisfied with our response you may complain to the Office of the Privacy Commissioner (privacy.org.nz).

Children

Our services are not targeted to children under 16. We do not knowingly collect personal information from children. If we become aware we have collected such information we will delete it unless required to retain it by law.

Marketing communications

We will only send marketing communications where you have consented or where otherwise permitted. Every marketing email includes an unsubscribe link. You may also contact our Privacy Officer to opt out.

Changes to this policy

We may update this policy to reflect changes in law or our practices. Material changes will be posted on the Site with an updated Effective date and, where required, notified to affected individuals.

Complaints and enforcement

If you have a privacy complaint, contact our Privacy Officer first. If unresolved you have the right to complain to the Office of the Privacy Commissioner in New Zealand.

Other legal terms

This policy is governed by the laws of New Zealand. If any provision is unenforceable it will be read down or severed to the extent necessary.