Privacy Policy
Last updated: 9 October 2025
1. Introduction
Welcome to OfficeTidy ("the App"), provided by OfficeTidy Ltd ("we," "us," or "our"). We are committed to protecting your privacy and handling your personal information responsibly. This Privacy Policy explains how we collect, use, disclose, and safeguard your data when you use the App. It complies with the New Zealand Privacy Act 2020 and the 13 Information Privacy Principles (IPP).
2. Information We Collect
The data we collect depends on the features you use and may include:
- Account information (name, email, phone number, and user role).
- Customer data (client names, addresses, contact details, job information).
- Financial data (invoices, expenses, earnings, and receipts).
- Health & Safety data (Job Hazard Analyses, incident and near-miss reports).
- Device and usage information (device ID, OS, IP address, crash logs).
Third-party integrations used to provide the Service include:
- Google Firebase — authentication, database, file storage, and App Check. This includes Firebase Crashlytics, which collects crash and performance diagnostics (device model, OS version, and the state of the app at the time of a crash) so we can find and fix bugs — this data does not include your customer or financial records.
- Akahu Open Banking (New Zealand) — optional bank-transaction import and reconciliation, under one-off or ongoing consent.
- Xero — optional accounting sync. If you connect Xero, contact, invoice, bill, and fixed-asset data is exchanged between OfficeTidy and your own Xero organisation under an authorisation you grant and can revoke at any time.
- Inland Revenue (Te Tari Taake) — filing of GST and Income Tax returns (only when explicitly initiated by you).
- Google Play Billing / Apple In-App Purchase — if you subscribe through the Google Play Store or Apple App Store, your payment details are collected and processed entirely by Google or Apple under their own privacy policies. OfficeTidy Ltd never receives or stores your card details, only confirmation of your subscription status from the relevant store.
3. How We Use Your Information
- Create and manage accounts and authentication.
- Provide job-management, financial-tracking, and team-coordination features.
- Generate invoices, quotes, and financial reports.
- Prepare and file tax returns directly with Inland Revenue.
- Respond to support requests and improve service performance.
- Comply with New Zealand legal obligations.
Business Transfers: If OfficeTidy Ltd is involved in a merger, acquisition, or asset sale, your Personal Information may be transferred as part of that transaction. We will provide notice before your Personal Information becomes subject to a different Privacy Policy.
We do not sell personal data and share it only where necessary for service delivery.
4. Data Security and Storage
- Encryption in Transit: All data transmitted between your device, our servers (Google Firebase), and third-party integrations (such as Akahu, Xero, and Inland Revenue) is encrypted using TLS/SSL.
- Encryption at Rest (Device): Sensitive credentials on your device (such as banking and accounting access tokens) are protected using hardware-backed encryption, making them unreadable to other apps or unauthorized users.
- Encryption at Rest (Cloud): General app data is stored in Google Firebase servers located in Singapore (Google Cloud's asia-southeast1 region) and is encrypted at rest. Because this means your data is held outside New Zealand, IPP 12 of the Privacy Act 2020 requires us to take reasonable steps to ensure it receives comparable protection there — we do this by relying on Google Cloud's standard data processing terms, which contractually bind Google to security and confidentiality obligations equivalent to those required under NZ law, and by encrypting sensitive fields ourselves before they ever leave your device (see below).
- Access Control: Your data is accessible only by you and authorized users within your organization.
- Exceptions: Certain file uploads (e.g., photos) are not end-to-end encrypted before upload so they can be moderated or removed if unlawful.
5. Your Rights
You have the right to access and correct your personal information. Most data can be edited directly within the App. For other requests, contact info@officetidy.co.nz. If unsatisfied with our response, you may contact the Office of the Privacy Commissioner (New Zealand).
6. Data Retention and Deletion
We retain your information while your account is active or as required by law. You can delete your own data within the App and request full account deletion via our website. Encrypted database backups are kept for 30 days only before permanent removal.
Business account deletion. If you are the sole Owner of a business account, deleting that account permanently removes all of that business's data — including customer records, job and financial history, and the accounts of any staff you added — not just your own personal information. This cannot be undone once processed. If your business has more than one Owner, ownership must be transferred to another Owner before your own account can be deleted, so the business's data is never deleted without an Owner's knowledge.
7. Data Breach Notification
If a privacy breach likely to cause serious harm occurs, we will notify affected users and the NZ Privacy Commissioner as soon as practicable (typically within 72 hours).
8. Marketing Communications
We currently send service-related emails only. If marketing emails are introduced later, we will first obtain consent and include a clear unsubscribe option valid for 30 days (as required by the Unsolicited Electronic Messages Act 2007).
9. Policy for Adults
OfficeTidy is intended for adults operating or managing a business and is not designed for anyone under 18 years old.
10. Changes to This Policy
We may update this Privacy Policy from time to time. The latest version will always be available on this page, and material changes will be communicated via email or in-app notice.
11. Contact Us
OfficeTidy Ltd
Email: info@officetidy.co.nz
Country: New Zealand