Privacy Policy

Effective Date: 1st February 2025

1. INTRODUCTION

Welcome to WorkshopLogic (“Workshop Logic,” “we,” “us,” or “our”). We respect your privacy and are committed to protecting the personal information you share with us. This Privacy Policy describes how we collect, use, disclose, and protect your personal information when you use our services (the “Service”), including any mobile or web applications, websites, or related products.

By using our Service, you consent to the collection and use of your personal information in accordance with this Privacy Policy and our Terms and Conditions (the “Terms”). If you do not agree with any provision in this Privacy Policy, please discontinue use of our Service immediately.

2. SCOPE

  • Geographic Focus: We primarily serve business customers in New Zealand, although our Service may be accessible globally. We may, in the future, expand to other countries (e.g., Australia, the EU)
  • Business Use: Our Service is intended for business-to-business (B2B) use, including sole traders treated as business users.
  • Relation to Terms: This Privacy Policy is incorporated into our Terms. In the event of any conflict between the Terms and this Privacy Policy regarding data protection or privacy obligations, this Privacy Policy will govern only where required to comply with the NZ Privacy Act or other applicable privacy laws.

3. INFORMATION WE COLLECT

We collect various types of information to provide and improve our Service, to communicate with you, and to comply with legal obligations.

3.1 Personal Information

  • Contact Details: Such as your name, business name, email address, mailing address, and phone number.
  • Account Credentials: Username, password, and any security questions/answers.
  • Payment Details: Bank details, Capricorn account information, or other billing details necessary for subscription fees.
  • User Communications: Any information you provide when contacting us via email, support tickets, or other channels.

3.2 Usage Data

  • Log Data: IP address, browser type, device type, operating system, date/time stamps, and pages visited.
  • App Analytics: We may collect anonymized metrics on feature usage, session lengths, or error logs to help us improve performance and user experience.
  • Potential Future Analytics: While we do not currently use external analytics platforms (e.g., Google Analytics), we reserve the right to do so in the future. If we adopt such tools, we will update this Privacy Policy accordingly.

3.3 User-Submitted Content (“User Data”)

  • Business Data: Information, files, or other data you upload into our Service (including any personal data contained therein).
  • Notes: Per our Terms, you (or your organization) maintain ownership of your business data, while granting us a license to process it solely to operate, maintain, and enhance the Service.

3.4 Cookies and Similar Technologies

We use cookies, web beacons, and similar tracking technologies to analyze trends, administer our website, track navigation through the Service, and gather demographic information about our user base. Below is a summary of how we use cookies:

  1. Session Cookies: To maintain your login status and session data.
  2. Preference Cookies: To remember your settings and preferences.
  3. Potential Future Analytics Cookies: If we incorporate third-party analytics tools (e.g., Google Analytics), cookies may be used to track usage patterns and performance metrics.
  4. Opt-Out: You can control cookie preferences in your browser settings, but certain features of our Service may not function properly if cookies are disabled.

4. HOW WE USE YOUR INFORMATION

We use the information we collect for:

  1. Service Provision: Creating and managing user accounts, processing payments, and providing core features.
  2. Improvements and Analytics: Diagnosing technical issues, enhancing performance, and developing new functionalities (including Beta Features).
  3. Communications: Sending account updates, responding to inquiries, and providing support or important security notices.
  4. Legal Compliance: Meeting regulatory requirements, complying with law enforcement requests, and enforcing our Terms.
  5. Business Operations: Aggregating or anonymizing data for analytics, market insights, and research (see Section 6.4 for more details).

5. LEGAL BASES FOR PROCESSING

If required by applicable laws (e.g., the NZ Privacy Act), we process personal information on one or more of the following legal bases:

  • Contractual Necessity: Data processing is necessary to perform our contract with you or your organization.
  • Legitimate Interests: We have a legitimate interest in analyzing and improving our Service, preventing fraud or security breaches, and providing a stable user experience.
  • Consent: We may request your consent for certain optional data uses. You have the right to withdraw your consent at any time by contacting us at support@workshoplogic.com.

6. SHARING AND DISCLOSURE OF INFORMATION

We do not sell or rent personal information to third parties. We only share information as follows:

6.1 Service Providers

We may engage trusted third-party vendors or cloud infrastructure providers such as AWS and Google Cloud to help us operate and maintain our Service. We may also use Google Places API and CarJam integrations for data lookups or functionality within our platform. These parties are bound by confidentiality and only process your information in accordance with our instructions.

6.2 Legal Requirements

We may disclose personal information when we believe it is necessary to:

  • Comply with a legal obligation or valid legal process;
  • Protect and defend our rights or property;
  • Prevent or investigate wrongdoing in connection with the Service;
  • Ensure personal safety of users or the public.

We will verify the validity of any law enforcement or regulatory requests before disclosing information.

6.3 Corporate Transactions

If Workshop Logic is involved in a merger, acquisition, or asset sale, your personal information may be transferred as part of that transaction. We will inform you via a prominent notice on our website if a transfer materially affects your privacy rights.

6.4 Aggregated or Anonymized Data

We may aggregate or anonymize User Data (so it no longer identifies you or any individual) and use, license, or sell this data for research, analytics, benchmarking, or industry analysis. Once anonymized, such data is not considered personal information under this Privacy Policy.

7. DATA RETENTION

We retain personal information as long as necessary to:

  • Fulfill contractual obligations;
  • Comply with legal requirements (e.g., NZ tax laws);
  • Resolve disputes; and
  • Enforce our agreements.

Where applicable, we may retain your data for up to seven (7) years following the termination or expiration of your subscription, consistent with our Terms and Conditions. After that, we will delete or anonymize the data unless we are legally required to keep it longer.

7.1 User-Driven Deletion Requests

You may request deletion of data at any time by emailing support@workshoplogic.com. However, Workshop Logic reserves the sole discretion to approve or deny such requests if retention is necessary to comply with legal obligations, resolve disputes, or enforce our agreements.

8. INTERNATIONAL DATA TRANSFERS

While we primarily store and process data in New Zealand, we may expand our operations to other countries in the future. If we transfer your personal information to a third party or server located outside of New Zealand, we will:

  1. Adhere to the New Zealand Privacy Act or equivalent local regulations;
  2. Implement legally recognized safeguards (e.g., Standard Contractual Clauses for GDPR if we serve EU users) to ensure your data remains protected in accordance with applicable privacy laws.
  3. Notify you if a major change in data processing location occurs that could materially affect your privacy rights.

9. LAW ENFORCEMENT AND REGULATORY REQUESTS

We disclose personal information to law enforcement or regulatory bodies only when required by law or if we have a good-faith belief that such disclosure is necessary to comply with legal obligations. We carefully review any request to ensure it is valid and lawful before sharing information.

10. CHILDREN’S PRIVACY

Our Service is not intended for use by individuals under the age of 13 (or an equivalent minimum age, as defined by local law). We do not knowingly collect personal data from children. If you become aware that a child has provided us with personal information without parental consent, please contact us at support@workshoplogic.com. We will take steps to remove such information and terminate the child’s account.

11. SECURITY MEASURES

We employ administrative, technical, and organizational safeguards to protect your personal information. This includes encryption in transit using SSL/TLS, and encryption at rest (e.g., AES-256). However, no method of data transmission or storage is 100% secure. You acknowledge and accept the inherent risks of providing data online.

11.1 Data Breach Notification

Under New Zealand law, we are required to notify the Office of the Privacy Commissioner and any affected individuals if a breach involving personal information poses a risk of harm. In such an event, we will comply with all applicable notification requirements, including timeframes and scope of disclosure.

12. BETA FEATURES

Invitation Only: We may offer beta or experimental features (“Beta Features”) to certain invited users. These features may collect additional usage data or be subject to different stability and retention protocols than the main Service.

  1. Disclaimer: Beta Features may cause errors, instability, or data loss. Use at your own risk.
  2. Data Handling: Data collected or processed via Beta Features may be stored in separate, less mature systems and could be subject to additional disclaimers or retention rules.
  3. Feedback: We may solicit feedback regarding Beta Features without any obligation to continue, maintain, or incorporate that feedback into the general Service.

13. USER RIGHTS & COMPLAINTS

Depending on your location and applicable law, you may have rights regarding your personal information, such as:

  1. Access: The right to request a copy of the personal data we hold about you.
  2. Correction: The right to ask for corrections if data is inaccurate or incomplete.
  3. Deletion: The right to request deletion of personal data under certain circumstances.
  4. Objection or Restriction: The right to object to or restrict certain types of data processing, subject to legal or contractual limits.
  5. Withdrawal of Consent: If processing is based on consent, you may withdraw it at any time by contacting us at support@workshoplogic.com

13.1 Complaints Handling

If you have any concerns or complaints about our data practices, you may email us at support@workshoplogic.com We endeavor to respond to such requests within 90 days. If you are not satisfied with our response, you may contact the NZ Office of the Privacy Commissioner at https://www.privacy.org.nz for further assistance.

14. THIRD-PARTY LINKS AND APPS

Our website or apps may contain links to external sites or integrate with third-party applications. This Privacy Policy does not apply to third-party websites or services. We encourage you to review the privacy practices of any third party before providing personal information.

15. CHANGES TO THIS PRIVACY POLICY

We may update this Privacy Policy from time to time to reflect changes in our practices or applicable laws. The “Effective Date” at the top of this document indicates when revisions were last made. If we make significant changes, we will notify you via email or a prominent notice on our Service. Your continued use of the Service after such modifications are posted constitutes your acceptance of the revised Privacy Policy.

16. CONTACT US

If you have questions, concerns, or requests regarding this Privacy Policy or our data practices, please contact us at:

WorkshopLogic Support
PO Box 299
Paraparaumu, Paraparaumu
Email: support@workshoplogic.com

We will make every effort to address your inquiries promptly and courteously.