1.About this policy
Parts Genius provides software for automotive parts businesses. This policy explains how we collect, use, share and protect personal information when you visit our website, contact us or use our services. Personal information means information about an identifiable individual.
For website enquiries, customer relationships and service administration, we are the agency (controller) responsible for the personal information we use for those purposes. Contact our privacy team at info@partsgenius.app.
For personal information a business customer provides for processing on its behalf, we are the processor (agent). That business determines why the information is used, and its own privacy notice also applies. If your request concerns a purchase or transaction with that business, contact it first. We assist our customers with privacy requests.
2.Information we collect
- Contact and enquiry information: your name, business, email, phone number, information you choose to provide in a form or message, and communication preferences.
- Account information: your name, work contact details, sign-in information, account permissions and preferences.
- Business records: information our customers submit, including customer and supplier contacts, vehicle identifiers, photographs, correspondence, orders, invoices and delivery details that may identify a person.
- Usage and technical information: IP address, approximate location, browser and device information, visits, sign-ins, activity in the service and diagnostic information.
- Service and billing correspondence: support requests, subscription details and records needed to administer our relationship with your business.
Please provide only information relevant to your use of the service. The service is not intended for sensitive personal information such as health information or biometric records. Images and documents may contain personal information, so consider their contents before uploading them.
3.How we collect information
We collect information directly when you complete a form, create or use an account, upload content or contact us. We also collect usage and technical information as you interact with our website and services.
We may receive information from your employer or account administrator, a business you deal with, or a third-party service that business has authorised. Where we collect personal information indirectly for our own purposes, we take reasonable steps to provide any notice required by applicable privacy law, unless an exception applies.
Providing information is generally voluntary. If you do not provide information needed to answer an enquiry, set up access or supply a requested service, we may be unable to do so. Business customers are responsible for giving appropriate notices and having authority to provide information about other people.
4.How we use information
- Respond to enquiries, arrange demonstrations and provide requested information.
- Deliver and administer the service, manage accounts, provide support and communicate service updates.
- Process information on a business customer's instructions, including through connections it authorises.
- Maintain security, investigate faults or misuse and protect the rights of customers and other people.
- Understand use of the service and improve its quality and accuracy, including using aggregated or de-identified information that does not identify an individual or disclose a customer's confidential records.
- Manage billing, meet legal obligations and establish, exercise or defend legal claims.
We do not sell personal information or disclose it for another organisation's advertising. Website enquiries are used to respond to you; submitting one does not add you to a marketing mailing list.
Where the EU or UK GDPR applies to our processing, our lawful basis depends on the purpose. We rely on consent where requested; performance of our contract with you, or steps you request before entering one; legal obligations; and legitimate interests in operating, supporting, securing and improving our business, balanced against your rights. For staff of a business customer, service administration generally relies on legitimate interests rather than treating the employer's contract as a contract with the individual. For information processed on a customer's behalf, that customer determines the lawful basis.
6.International processing
Personal information may be stored or processed outside New Zealand, including in Australia, the United States and other countries where relevant service providers operate. The locations depend on the services used and the connections your business authorises.
We use contractual protections for service providers handling information on our behalf. Where a transfer is a disclosure to an overseas recipient for its own purposes, we must have a basis permitted by applicable privacy law, such as comparable safeguards. Where the EU or UK GDPR applies, any required international-transfer safeguards also apply. Contact us for information relevant to your use of the service.
7.Retention and deletion
Retention depends on the type of information, the purpose for holding it, our customer's instructions and legal requirements. The following periods describe ordinary retention; information needed for an ongoing account, dispute or legal obligation may need to be kept longer.
| Information | Ordinary retention |
|---|---|
| Closed sign-in records | 180 days after sign-out; current session records remain while the session is open. |
| Workspace activity records | 2 years. |
| Diagnostic and service-operation records | 90 days to 1 year, depending on their purpose. |
| Financial records | Generally 7 years to meet applicable tax and record-keeping obligations. |
| Website enquiries | While needed to handle your enquiry and related correspondence. You can ask us to remove your details. |
| Other customer-provided information | According to the customer relationship, instructions and applicable record-keeping requirements. |
Deletion requests are subject to legal and contractual requirements. Financial records may need to remain even when identifying information is removed. Information in existing backup copies may remain until those copies expire, and a connected provider may retain its own records under its policy.
8.Your privacy rights
Under the New Zealand Privacy Act 2020, you can request access to personal information we hold about you and ask for corrections. If a correction is not made, you can ask for a statement of the correction sought to be attached to the information.
Write to info@partsgenius.app with enough information to identify your request. We may need to verify your identity or authority. We respond to access and correction requests as soon as reasonably practicable and within 20 working days, unless a lawful extension applies. We will explain any extension or refusal and the options available to you.
Where applicable law provides them, you may also have rights to erasure, restriction, portability and objection. You may withdraw consent at any time where we rely on it; withdrawal does not affect the lawfulness of earlier processing. These rights are subject to applicable conditions and exceptions.
For information controlled by a business customer, contact that business first. If you contact us, we will help identify the appropriate contact and assist the business as appropriate.
9.Business accounts and automated features
If your employer gave you your account, it administers your access and can review account and work-related activity. Its own workplace and privacy policies apply. For questions about how your employer uses this information, ask your employer first. We do not use it to assess anyone's employment performance.
Some services use automated or AI-assisted processing to provide suggestions and other requested results. Relevant information may be processed by service providers for those features. Outputs require human review and may be inaccurate. We do not use these features to make solely automated decisions about individuals that produce legal or similarly significant effects. Automated security checks may restrict access; contact your administrator or us if you need an access decision reviewed.
10.Protecting your information
We use reasonable technical and organisational safeguards to protect personal information against unauthorised access, loss, misuse or disclosure. Access is limited according to the needs of delivering, supporting and securing the service.
No system is perfectly secure. Keep your sign-in details confidential and contact us promptly if you suspect unauthorised access. If a privacy breach requires notification, we will notify affected customers, individuals or regulators as required by applicable law.
12.Children
Our service is intended for business use and is not directed at children under 16. We do not knowingly collect their personal information. Contact us if you believe a child has provided information so we can take appropriate action.
13.Updates and complaints
We may update this policy as our services or legal obligations change. The version and effective date appear on this page. We will notify subscribing businesses before a material change to our handling of personal information takes effect, and provide any further notice or obtain consent where required.
For privacy questions, requests or complaints, contact our privacy team at info@partsgenius.app. If you are not satisfied with our response, you may complain to the New Zealand Office of the Privacy Commissioner at privacy.org.nz or, where applicable, your local privacy authority.