We ask for very little, we keep it only as long as we need it, and we never pass client information to technology vendors. This page sets out the detail.
Who we are
Negotiate IT Limited (New Zealand Business Number 9429053683052) is a New Zealand company providing technology procurement, vendor negotiation and advisory services to buyers of enterprise technology.
This policy explains how we collect, use, store and disclose personal information. It applies to this website, our advertising and enquiry forms on LinkedIn and other platforms, and our dealings with clients and prospective clients.
We handle personal information in accordance with the Privacy Act 2020 and the thirteen information privacy principles it sets out.
Our Privacy Officer is Lachlan Downing. You can reach him at lachlan@negotiateit.co.nz.
What information we collect
We collect only what we need to respond to you and to do the work.
Contact and business information
Your name, job title, employer, work email address, phone number and LinkedIn profile.
Enquiry information
What you tell us about your situation when you contact us or book a call — the renewal, project or problem you want to discuss.
Engagement information
When we work with you, we receive commercial material such as contracts, pricing, proposals and correspondence. This can contain the names and contact details of your staff and of vendor representatives.
Technical information
When you visit this website we may receive your IP address, browser type, the pages you viewed and the site you arrived from.
We do not ask for, and do not want, government identifiers such as IRD numbers, driver licence numbers or passport numbers. We do not seek information about your health, race, religion, political opinions or any other sensitive personal matter.
How we collect it
Directly from you
By email, phone, LinkedIn message, the enquiry form on this site, or in conversation.
Through LinkedIn lead forms
If you submit one of our enquiry forms on LinkedIn, LinkedIn passes us the details you confirmed before submitting — usually your name, work email, job title and company. LinkedIn's own handling of your information is governed by LinkedIn's privacy policy, not this one.
Through this website
Cookies and similar technologies, described below.
From other sources
Publicly available business information, such as a company website or a LinkedIn profile, and referrals from people who suggest we speak with you. Where we collect your information from someone other than you, we will tell you we hold it the first time we contact you.
You do not have to give us your information. If you choose not to, we may not be able to respond usefully to your enquiry or carry out an engagement.
Why we collect it and how we use it
We use personal information to:
- respond to your enquiry and arrange any call you have booked
- provide the services you have engaged us for, and correspond with you during an engagement
- prepare proposals, invoices and the ordinary administration of our business
- meet our legal, tax and company record-keeping obligations
- send you occasional information about our services, where you have given us your details or we have an existing business relationship
- understand how this website and our advertising are performing
Every marketing message we send carries a way to unsubscribe. You can also ask us to stop at any time by emailing lachlan@negotiateit.co.nz, and we will act on that request promptly.
We do not use your personal information to make automated decisions about you, and we do not profile you beyond the ordinary advertising measurement described below.
Client confidentiality
Our work gives us access to commercially sensitive material: contracts, pricing, discount structures, renewal terms and internal correspondence. We treat all of it as confidential.
We use that material only for the engagement it was provided for. We do not disclose it to technology vendors, their resellers or their representatives, in any form.
We hold no vendor affiliations and receive no commissions or referral fees from any vendor. We therefore have no commercial incentive to share what we learn about you, and no vendor relationship that could compete with yours.
We will not use your organisation's name, or any identifying detail of an engagement, in marketing or public material without your written agreement. Where we describe past work publicly, we do so in terms that do not identify the client or the vendor.
These obligations survive the end of an engagement.
Who we share information with
We share personal information only in these situations.
Service providers
We use third-party services to run the business. These providers hold information on our behalf and are not permitted to use it for their own purposes.
- Netlify — hosting for this website, and handling of submissions from the enquiry form
- Cloudflare — domain name services for this website
- Google Fonts — web fonts used on this site, which involves a request to Google's servers when a page loads
- LinkedIn — advertising and enquiry forms, where we run them
- Cloud email, document storage and accounting providers — for correspondence, working files and invoicing
With your agreement
Where you have asked us to deal with someone on your behalf.
Where the law requires it
If we are required to disclose information by law, a court order or a regulatory authority.
We do not sell, rent or trade personal information, and we never pass client information to technology vendors.
Storage, security and overseas hosting
We store information in reputable cloud services. Some of these hold data on servers outside New Zealand, commonly in Australia, the United States or the European Union.
Where we disclose personal information to an overseas provider, we take reasonable steps to satisfy ourselves that it is subject to comparable privacy safeguards, as required by information privacy principle 12 of the Privacy Act 2020.
We protect information by limiting access to those who need it, using multi-factor authentication on our accounts, encrypting information in transit, and keeping our devices secured and up to date.
No method of storage or transmission is completely secure. We cannot guarantee absolute security, but we will tell you promptly if a privacy breach occurs that is likely to cause you serious harm, and we will notify the Office of the Privacy Commissioner as the Privacy Act requires.
How long we keep it
We keep personal information only as long as we need it.
| Information | How long we keep it |
|---|---|
| Enquiries that do not become engagements | 24 months from last contact |
| Marketing contact details | Until you unsubscribe or ask us to remove them |
| Client engagement records and correspondence | 7 years after the engagement ends |
| Invoices and financial records | 7 years, as required by New Zealand tax law |
When information is no longer needed, we delete it or destroy it securely.
Your rights
Under the Privacy Act 2020 you have the right to ask us for the personal information we hold about you, and to ask us to correct it if it is wrong.
To make a request, email lachlan@negotiateit.co.nz. We may ask you to confirm your identity before we release anything. We will respond as soon as we reasonably can, and no later than 20 working days after we receive your request.
There is no charge for a request in the ordinary course. If a request is unusually large or repeated, we may charge a reasonable fee and will tell you before we do.
If we decline a request, we will tell you why, and you can take the matter to the Office of the Privacy Commissioner.
You can also ask us at any time to stop sending you marketing, or to delete your contact details entirely, and we will do so unless we are required to keep them for legal or tax reasons.
Cookies, analytics and advertising
This website does not currently use analytics or advertising cookies. The site loads web fonts from Google Fonts, which means Google receives a request from your browser when a page loads.
If you submit the enquiry form, Netlify processes and stores that submission so we can read it.
You can block or delete cookies through your browser settings. Doing so may affect how parts of this site work.
Complaints
If you think we have mishandled your personal information, please tell us first. Email lachlan@negotiateit.co.nz with the details and we will look into it and respond.
If you are not satisfied with our response, you can complain to the Office of the Privacy Commissioner. Complaining is free.
- Website: privacy.org.nz
- Email: enquiries@privacy.org.nz
- Phone: 0800 803 909, or +64 4 474 7590 from overseas
The Privacy Commissioner may decide not to take up a complaint until you have tried to resolve it with us directly, so it is worth contacting us first.
Changes to this policy
We may update this policy from time to time. The current version is always available at negotiateit.co.nz/privacy, and the date it was last updated appears at the top of this page.
If we make a change that materially affects how we handle information we already hold about you, we will tell you directly.
Contact
Negotiate IT Limited
Privacy Officer: Lachlan Downing
Email: lachlan@negotiateit.co.nz
Phone: +64 21 772 992
Auckland, New Zealand · New Zealand Business Number 9429053683052