Privacy Policy

1. Introduction

ez-ai.nz ("we," "our," or "us") is committed to protecting your privacy. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you visit our website www.ez-ai.nz, use our services, or interact with us.

We comply with the Privacy Act 2020 (New Zealand) and are committed to responsible data handling practices.

2. Information We Collect

2.1 Personal Information

We may collect the following personal information:

• Name and contact details (email address, phone number)
• Company/organisation name and role
• Business information relevant to our services
• Communication preferences
• Meeting recordings, transcripts and notes when we meet on a video call (see section 10)
• Payment and billing information (when applicable)

2.2 Technical Information

We automatically collect certain technical information:

• IP address and browser type
• Device information and operating system
• Pages visited and time spent on our website
• Referring website addresses
• Location data (country/region level)

2.3 Cookies and Tracking

We use cookies and similar tracking technologies to enhance your experience. These include:

• Essential cookies for website functionality
• Analytics cookies (Google Analytics) to understand usage patterns
• Our own website analytics, which store a random identifier in your browser to record the pages you view, how far you scroll and what you click, so we can see which pages are useful. This data stays with us and is not sold or shared. You can switch it off at any time by emailing skene@ez-ai.nz, and you can ask us to delete it.
• Preference cookies to remember your settings

3. How We Use Your Information

We use your information for:

• Providing and improving our AI automation services
• Responding to enquiries and providing customer support
• Sending newsletters and updates (with your consent)
• Processing payments and maintaining records
• Analysing website usage to improve user experience
• Complying with legal obligations
• Protecting against fraud and security threats
• Marketing our services (with your consent)

4. Legal Basis for Processing

We process your personal information based on:

• Consent: When you provide explicit consent for specific purposes
• Contract: To fulfil our contractual obligations to you
• Legitimate interests: To operate our business effectively
• Legal obligations: To comply with applicable laws

5. Information Sharing and Disclosure

We may share your information with:

• Service providers: Third parties who help us operate our business (e.g., hosting, email services)
• Professional advisers: Lawyers, accountants, and other professional advisers
• Legal authorities: When required by law or to protect our rights
• Business transfers: In connection with a merger or sale of our business

We do not sell, rent, or trade your personal information to third parties for marketing purposes.

6. Data Security

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

• Encryption of data in transit and at rest
• Regular security assessments and updates
• Access controls and authentication measures
• Employee training on data protection
• Incident response procedures

7. Data Retention

We retain your personal information only for as long as necessary to:

• Provide our services to you
• Comply with legal obligations
• Resolve disputes and enforce agreements
• Maintain business records for tax and accounting purposes

When information is no longer needed, we securely delete or anonymise it.

8. Your Rights

Under the Privacy Act 2020, you have the right to:

• Access: Request a copy of your personal information
• Correction: Request corrections to inaccurate information
• Deletion: Request deletion of your information (subject to legal requirements)
• Portability: Receive your data in a structured format
• Objection: Object to certain processing activities
• Withdraw consent: Withdraw previously given consent

To exercise these rights, please contact us using the details below.

9. International Data Transfers

Some of our service providers may be located outside New Zealand. When we transfer your information internationally, we ensure appropriate safeguards are in place, including:

• Contractual clauses requiring equivalent data protection
• Transfers only to countries with adequate data protection laws
• Your explicit consent where required

10. Meeting Recordings and Notes

When Skene meets with you on a Microsoft Teams, Zoom, Google Meet or Webex call, an EZ-AI notetaker may join the call so everyone gets the same written record of what was discussed and agreed. It appears in the participant list as "Ez-ai.nz Notetaker", shows an EZ-AI card as its video, and posts a message in the meeting chat when it joins.

10.1 What we collect

• An audio recording of the call
• A transcript, with speaker names as shown by the meeting platform
• Details from the calendar invitation: title, time, and attendee names and email addresses
• Notes written from the transcript: a summary, key points, decisions, actions and next steps

10.2 Why we use it

To give everyone who attended an accurate shared record, to file the notes against the right client or project so we follow through on what was agreed, and to correct the record if anything was missed. We do not use recordings for marketing, and they are not used to train AI models.

10.3 Who sees it

The written notes are emailed to the people on the calendar invitation and to Skene. The audio recording and full transcript are kept by EZ-AI and are not sent to attendees or anyone else. Notes may be held for Skene to check before they are sent.

10.4 Service providers and overseas processing

• Recall.ai (United States) joins the call and makes the recording and transcript. It deletes its copy within 7 days.
• Amazon Web Services (United States) stores the recording, transcript and notes, and its Bedrock service runs the AI model that writes the notes. AWS does not use this data to train its models.

Both providers process the information only on our behalf, under their data protection terms, and are protected by encryption in transit and at rest.

10.5 Keeping things out of the record

• You can ask Skene to remove the notetaker at any time, before or during a call.
• Say "off the record" during the call, and "back on the record" when you are done. That part is left out of the notes.
• If you would rather a call was not recorded at all, just say so and Skene will turn the notetaker off for it.

10.6 How long we keep it

Audio recordings are deleted after 90 days. Transcripts and notes are kept as part of our business records while we work together, and for as long as we need them afterwards for business and legal purposes, then deleted.

10.7 Your choices

You can ask for a copy of a recording, transcript or notes that include you, ask for the notes to be corrected (just reply to the notes email), or ask for a recording or transcript to be deleted. Email skene@ez-ai.nz.

11. Children's Privacy

Our services are not directed to individuals under 16 years of age. We do not knowingly collect personal information from children. If we become aware that we have collected information from a child under 16, we will delete it promptly.

12. Third-Party Links

Our website may contain links to third-party websites. We are not responsible for the privacy practices of these sites. We encourage you to review their privacy policies before providing any personal information.

13. Changes to This Policy

We may update this Privacy Policy from time to time. We will notify you of any material changes by:

• Posting the updated policy on our website
• Updating the "Last Updated" date
• Sending an email notification (for significant changes)

14. Contact Us

If you have questions about this Privacy Policy or our data practices, please contact us:

15. Privacy Commissioner

If you have concerns about our handling of your personal information, you may contact the Office of the Privacy Commissioner: