Privacy policy

1. Who we are and how to contact us

Receivables.nz is the business responsible for the personal information covered by this policy. For privacy questions, requests or complaints, contact our privacy contact at hello@receivables.nz.

2. Information we collect

Depending on how you interact with us, we may collect:

• Enquiry information: your name, work email, company, accounting platform, approximate outstanding receivables and any optional client name you provide.
• Tools information: the email address you enter to receive a contract check report, the terms document you upload, the report produced for you and the date and wording of your marketing consent.
• Communications: information you include when you contact us by email, phone or another channel.
• Service information: information reasonably needed to provide an agreed service, which may include business contacts, invoice and account information, payment arrangements, disputes and contact history.
• Technical information: hosting and security services may process information such as IP address, browser or device details, request date and time, referring website and pages requested.

Please do not put debtor information or other sensitive information into a website enquiry form. If you become a client, we will agree the appropriate method for securely sharing information needed for the service.

3. Why we collect and use it

We collect and use personal information to:

• respond to enquiries and arrange a receivables review;
• review terms documents and deliver the report you request;
• send marketing updates where you have expressly agreed to receive them;
• assess, deliver and administer agreed services;
• communicate about an enquiry, service or account;
• maintain website security, prevent misuse and troubleshoot;
• meet legal, regulatory, accounting and insurance obligations; and
• protect our rights and resolve complaints or disputes.

Providing information in an enquiry form is voluntary, but we may be unable to respond or provide a service without the information needed for that purpose. We do not sell personal information or use enquiry details for unrelated marketing without a lawful basis.

4. Who receives it

We may share personal information, only as reasonably necessary, with our staff and contractors, professional advisers, hosting and security providers, and email or communications providers. Website enquiries are sent through Cloudflare Email Service to the Receivables.nz inbox configured for receiving them.

If you use the supplier terms checker, the document is sent to OpenAI for analysis. Your email, report and consent record are sent to Resend so we can deliver the report and manage marketing subscriptions.

We use PostHog, hosted in the European Union, to understand website visits, successful enquiry submissions and use of our tools. Tool events record which tool action occurred, such as generating a report, calculating an estimate, or downloading a letter. They do not include information entered into a tool, uploaded documents, enquiry form contents or browsing sessions. PostHog uses a browser identifier stored in cookies and local storage to recognise repeat visits. Query strings and fragments are removed from the page and referring URLs sent with analytics events.

If you engage us, we may share relevant information with people or service providers involved in delivering the agreed service, or with authorities where required or permitted by law. We do not disclose customer or debtor information for unrelated purposes.

5. Overseas processing and security

Some technology and service providers may store or process information outside New Zealand. Where we disclose personal information overseas, we take steps required by the Privacy Act 2020, including using appropriate contractual, technical or other safeguards where applicable.

We use reasonable technical and organisational safeguards designed to protect personal information from loss, misuse, unauthorised access, modification or disclosure. No online transmission or storage system can be guaranteed completely secure.

6. Retention

We keep personal information only for as long as it is reasonably needed for the purposes described in this policy, to provide an agreed service, or to meet legal and record-keeping requirements. When it is no longer needed, we take reasonable steps to securely delete or de-identify it.

We do not keep copies of supplier terms documents or generated reports in Receivables.nz site storage. The document is processed for the requested check and the report is held in the page only long enough to display it. OpenAI and Resend process information under their own service terms and privacy practices. We keep your email subscription and consent record until you unsubscribe or the record is no longer needed.

7. Access, correction and complaints

You may ask for access to personal information we hold about you, or ask us to correct it, by emailing hello@receivables.nz. We may need to confirm your identity and may be unable to provide information where an exception in the Privacy Act applies.

If you are not satisfied with how we handle your information, please contact us first so we can try to resolve it. You can also complain to the Office of the Privacy Commissioner at privacy.org.nz.

8. Privacy breaches and changes

If a privacy breach is likely to cause serious harm, we will assess it and notify the Privacy Commissioner and affected people where required by the Privacy Act 2020.

We may update this policy when our practices or the law changes. The updated date above shows when the policy was last reviewed.