1. Introduction

INcounting (referred to as “we”, “us”, or “the Website”) provides online services related to business data processing, accounting, and tax consultancy. 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.

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

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

We collect such information when you:

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

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.
2. Automated technologies – when you interact with our websites (e.g., IP address, pages viewed, links clicked).
3. Third parties – when you or your agents authorise integration with external services (e.g., payment gateways, accounting software).

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

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). In such cases, you are responsible for ensuring you have obtained all necessary consents from data subjects and complying with the law. We will only process such data as instructed by you and solely for the purpose of providing the contracted services.

6. How We Share Your Information

We may share your information with:

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

We do not sell your personal information to third parties.

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. We take all reasonable steps to ensure that offshore service providers are subject to privacy safeguards comparable to those required under the New Zealand Privacy Act 2020.

8. Data Security

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

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

We do not store full credit card numbers or CVV codes on our servers.

9. Data Retention

We retain your personal and business information:

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

After such periods, your data will be anonymised or securely deleted.

10. Accessing and Correcting Your Information

You have the right to access and request correction of the personal information we hold about you under the Privacy Act 2020. To do so, please contact our Privacy Officer using the details below. We may request identification to confirm your identity before fulfilling your request.

11. Cookies and Website Tracking

Our websites use cookies and analytics tools to:

• Improve your user experience
• Monitor website performance
• Track engagement for internal development

You can opt out by changing your browser settings, though some features may not work as intended.

12. Changes to This Policy

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

13. Contact Us

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

Privacy Officer

Shun Cheong Limited

Website: https://www.incounting.co.nz

Email: [email protected]