Privacy Policy

1. Who we are

Aveinia Solutions, referred to as “we”, “us”, or “our” in this policy, provides AI, automation, website, digital workflow, lead capture, booking, CRM, and business process support services. This policy applies to personal information we collect through our website, forms, emails, calls, demo bookings, project work, and any related digital systems we operate.

2. Personal information we may collect

We only aim to collect personal information that is reasonably necessary for our business activities and services. Depending on how you interact with us, we may collect:

• Name, business name, role, and contact details.
• Email address, phone number, website URL, and business profile links.
• Information submitted through contact forms, booking forms, questionnaires, chat widgets, or enquiry tools.
• Information about your business, industry, workflows, systems, software, and service needs.
• Technical information such as IP address, browser type, device type, pages visited, referral source, and website usage data.
• Communications between you and us, including emails, messages, call notes, demo notes, and support requests.
• Project-related information you provide so we can design, build, improve, or support digital systems.

3. Information handled through AI or automation systems

Some of our services may involve AI tools, chatbots, automated forms, workflow automations, CRM systems, call capture tools, email automations, or integrations with third-party platforms. These tools may collect or process information you or your customers provide, such as enquiries, booking details, contact details, messages, workflow notes, summaries, or uploaded business information.

We do not intentionally collect sensitive personal information unless it is necessary for a clearly agreed service purpose. You should not send us highly sensitive information unless we have specifically requested it and there is a legitimate reason for us to process it.

4. How we collect information

We may collect personal information when you:

• Visit our website.
• Submit a contact, enquiry, or booking form.
• Book a demo or consultation.
• Communicate with us by email, phone, SMS, social media, or other messaging platforms.
• Interact with an AI assistant, chatbot, or automated workflow connected to our services.
• Become a client, supplier, contractor, or project contact.
• Provide access to systems, documents, tools, or business information for project delivery.

5. Why we use personal information

We may use personal information to:

• Respond to enquiries and provide information about our services.
• Book demos, consultations, calls, and meetings.
• Understand your business needs and recommend suitable AI, website, automation, or workflow solutions.
• Provide, build, manage, improve, and support our services.
• Set up and operate automations, AI assistants, CRM workflows, forms, websites, and integrations.
• Communicate about projects, updates, support, invoices, and service changes.
• Improve website performance, user experience, and service quality.
• Protect our website, systems, clients, and business from misuse, spam, fraud, or security risks.
• Meet legal, tax, accounting, security, and regulatory obligations.

6. Cookies, analytics, and website tracking

Our website may use cookies, analytics tools, tracking pixels, or similar technologies to understand website traffic, measure performance, improve content, and support marketing or remarketing activity. You can control or disable cookies through your browser settings, although some website features may not work properly without them.

7. Third-party services we may use

We may use trusted third-party providers to operate our website, manage bookings, process forms, send emails, host data, run analytics, manage CRM records, provide AI tools, or deliver automation services. These may include providers for:

• Website hosting and security.
• Email delivery and communication.
• CRM, spreadsheets, databases, and workflow tools.
• AI, chatbot, or automation platforms.
• Analytics and website performance monitoring.
• Payment, accounting, or invoicing services where relevant.

Where we use third-party providers, we take reasonable steps to ensure personal information is handled securely and only for appropriate service-related purposes.

8. Disclosure of personal information

We do not sell personal information. We may disclose personal information where reasonably necessary to:

• Provide services you have requested.
• Work with contractors, suppliers, or technology providers who help us operate our business.
• Connect or support third-party systems approved by you or your business.
• Comply with law, court orders, regulators, or lawful requests from authorities.
• Protect our rights, property, clients, users, systems, or business operations.
• Investigate security, fraud, spam, misuse, or technical issues.

9. Overseas storage and processing

Some service providers we use may store or process information outside New Zealand. Where this happens, we take reasonable steps to use reputable providers and appropriate contractual, technical, and organisational safeguards.

10. Security of personal information

We take reasonable steps to protect personal information from loss, misuse, unauthorised access, disclosure, alteration, or destruction. Security measures may include access controls, authentication, encryption where appropriate, secure hosting, limited access permissions, monitoring, and internal procedures.

No website, software platform, AI tool, or internet transmission is completely secure. You acknowledge that any information shared online carries some risk.

11. Data retention

We keep personal information only for as long as reasonably necessary for the purpose it was collected, including providing services, maintaining business records, resolving disputes, meeting legal obligations, and improving our systems. When information is no longer needed, we will take reasonable steps to delete, de-identify, or securely archive it.

12. Your access and correction rights

You may request access to personal information we hold about you and ask us to correct it if you believe it is inaccurate, incomplete, or out of date. We may need to verify your identity before responding to a request.

13. Privacy breaches

If we become aware of a privacy breach, we will assess the situation and take reasonable steps to contain, investigate, and respond to it. Where required by law, we will notify affected individuals and the Office of the Privacy Commissioner.

14. AI outputs and limitations

AI and automation tools may generate drafts, summaries, classifications, responses, or recommendations based on information provided to them. These outputs may contain errors, omissions, or incomplete context. Important business, legal, medical, financial, or operational decisions should be reviewed by a qualified human before being relied on.

15. Links to other websites

Our website or systems may link to third-party websites, software tools, or platforms. We are not responsible for the privacy practices, security, or content of those third-party services. You should review their privacy policies before providing personal information.

16. Changes to this policy

We may update this Privacy Policy from time to time to reflect changes in our services, technology, legal obligations, or business operations. The updated version will be posted on this page with a revised “Last updated” date.