1. Introduction

INcounting (referred to as “we”, “us”, or “the Website”) provides online services related to business data processing, accounting, and tax consultancy[cite: 4]. We are committed to protecting your privacy and handling your personal and commercial information in accordance with the New Zealand Privacy Act 2020 (the Act) and other applicable laws[cite: 4].

This Privacy Policy outlines how we collect, use, disclose, store, and protect your personal and business information[cite: 4]. By using our Website and services, you agree to the terms of this Policy[cite: 4].

2. What We Collect

We may collect personal and business information, including (but not limited to):

• Your name, email address, phone number, and mailing address[cite: 4]
• Business name, IRD number, and contact person details[cite: 4]
• Invoices, accounting records, payroll and tax-related documents[cite: 4]
• Payment information (e.g. credit/debit card data, bank details)[cite: 4]
• IP address, browser type, device type, and usage data[cite: 4]
• Any communications you send to us[cite: 4]
• Other information required to provide our services[cite: 4]

We collect such information when you:

• Register for an account[cite: 4]
• Contact us or request support[cite: 4]
• Upload financial data for processing[cite: 4]
• Subscribe to newsletters or services[cite: 4]
• Interact with our platform or website[cite: 4]

3. How We Collect Information

We collect your information through:

1. Direct interactions – when you provide information by registering, filling out forms, sending documents, or communicating with us[cite: 4]
2. Automated technologies – when you interact with our websites (e.g., IP address, pages viewed, links clicked)[cite: 4]
3. Third parties – when you or your agents authorise integration with external services (e.g., payment gateways, accounting software)[cite: 4]

4. How We Use Your Information

We may use your information for the following purposes:

1. To provide and manage our business data, accounting, and tax consultancy services[cite: 4]
2. To verify your identity and establish user accounts[cite: 4]
3. To process and respond to inquiries, requests, and support cases[cite: 4]
4. To carry out billing, payments, and credit card processing (via secure gateways)[cite: 4]
5. To communicate with you about service updates or offers[cite: 4]
6. To meet legal, regulatory, or tax obligations (e.g., IRD filing)[cite: 4]
7. To improve and personalise our services[cite: 4]
8. To analyse website usage for product development (anonymously)[cite: 4]
9. To protect our legal rights or enforce service terms[cite: 4]
10. To process third-party data on your behalf (e.g., employee payroll) where you are the data controller[cite: 4]
11. Any other purpose authorised by you or permitted by law[cite: 4]

5. Processing Data on Your Behalf

In some cases, we may act as a data processor on your behalf (e.g., when you upload client or employee data for payroll or accounting purposes)[cite: 4]. In such cases, you are responsible for ensuring you have obtained all necessary consents from data subjects and complying with the law[cite: 4]. We will only process such data as instructed by you and solely for the purpose of providing the contracted services[cite: 4].

6. How We Share Your Information

We may share your information with:

• Other companies within our group[cite: 4]
• Third-party service providers supporting our operations (e.g., payment processors, hosting providers, IT support)[cite: 4]
• Professional advisors (e.g., accountants, legal advisors)[cite: 4]
• Government authorities (e.g., IRD, when required for tax compliance)[cite: 4]
• Law enforcement or regulatory agencies where legally required[cite: 4]
• Any person authorised by you[cite: 4]

We do not sell your personal information to third parties[cite: 4].

7. International Data Transfers

Your information may be transferred to and stored in countries outside New Zealand, including Australia, where some of our infrastructure and service providers are located[cite: 4]. We take all reasonable steps to ensure that such international transfers are secure and compliant with privacy regulations[cite: 4].

8. Data Security

We implement appropriate technical and organisational measures to safeguard your information, including:

• Data encryption during transmission[cite: 4]
• Secure servers and storage[cite: 4]
• Role-based access control[cite: 4]
• Regular vulnerability scanning[cite: 4]
• PCI-DSS compliant payment gateways[cite: 4]

We do not store full credit card numbers or CVV codes on our servers[cite: 4].

9. Data Retention

We retain your personal and business information:

• As long as you have an active relationship with us[cite: 4]
• As needed to comply with legal, tax, and accounting obligations[cite: 4]
• For internal analysis, legal defence, or fraud prevention[cite: 4]

After such periods, your data will be anonymised or securely deleted[cite: 4].

10. Accessing and Correcting Your Information

You have the right to access and correct the personal information we hold about you[cite: 4]. To do so, please contact us using the details below[cite: 4]. We may request identification to confirm your identity before fulfilling your request[cite: 4].

11. Cookies and Website Tracking

Our websites use cookies and analytics tools to:

• Improve your user experience[cite: 4]
• Monitor website performance[cite: 4]
• Track engagement for internal development[cite: 4]

You can opt out by changing your browser settings, though some features may not work as intended[cite: 4].

12. Changes to This Policy

We may update this Privacy Policy periodically[cite: 4]. Material changes will be notified via email or clearly posted on our website[cite: 4]. Your continued use of our services after such changes constitutes your agreement to the updated Policy[cite: 4].

13. Contact Us

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

INcounting Ltd
Website: https://www.incounting.co.nz
Email: support@incounting.co.nz
Phone: [insert your phone number]
Address: [insert company registered address, New Zealand]