Privacy Policy

The short version

• We only collect what we need to reply to you, run our calls, and deliver our services.
• We never sell your information.
• We use trusted tools to run our business, and some of them store information overseas.
• You can ask to see, correct, or delete your information at any time.

What we collect

Information you give us

• Your name, email address, phone number, business name, and website, when you fill in a form, book a call, download a resource, or contact us
• Answers you give in our surveys and booking forms, such as details about your business, goals, and marketing
• What you tell us on calls and in meetings
• Billing details, when you become a client. Card payments are handled by our payment provider. We never see or store your full card number.
• Access to accounts you choose to share with us when you're a client, such as Google Analytics, Search Console, Google Ads, or Meta

Information we collect automatically

• How you use our website: pages visited, time on site, the device and browser you use, and roughly where you are (city or country level)
• Where you came from, such as a search engine, an ad, or a social media post
• Whether you open our emails or click their links

Calls and recordings

We record our calls and meetings, including the X-Ray™ call, so we can take accurate notes and so you never have to repeat yourself. We'll always tell you before a call is recorded.

We use AI note-taking tools to transcribe and summarise recordings. Recordings and notes are for our own use. We don't share them with anyone outside our business, unless you ask us to or the law requires it.

How we use your information

• To reply to your enquiry and send you what you asked for, such as a guide, training, or audit
• To prepare for and run calls, and to write proposals
• To deliver our services and report on the work
• To send invoices and manage payments
• To send you marketing emails, if you've agreed to receive them
• To understand how people use our website, so we can improve it
• To show our ads to people who have visited our website (remarketing)
• To meet our legal and tax obligations

Marketing emails

We only send marketing emails if you've agreed to receive them, or if you're a client and they relate to our services. Every marketing email has an unsubscribe link. You can also email us to stop them at any time.

Cookies and tracking

Our website uses cookies and similar tools. They help the site work, show us how people use it, and let us measure and show our ads. These include:

• Google Analytics to understand website visits
• Google Ads and Meta (Facebook and Instagram) to measure our ads and show them to people who have visited our site
• Our website and CRM platform to run forms, booking calendars, chat, and emails

You can block or delete cookies in your browser settings. Some parts of the site may not work properly if you do. You can also manage ad settings in your Google and Meta accounts.

Who we share your information with

We never sell your information. We only share it with:

• Service providers who help us run our business: our website, CRM, and email platform, our booking and video call tools, our payment provider, our accounting software, analytics and advertising platforms, and AI tools we use to take notes and prepare work
• Our professional advisers, such as our accountant or lawyer, where needed
• Anyone the law requires us to share it with

We choose providers with good security, and we only give them what they need to do their job.

Information stored overseas

Some of our providers store information outside New Zealand, mainly in the United States and Australia. When we use them, we take reasonable steps to make sure your information is protected to a standard comparable to New Zealand's privacy laws.

How we keep it safe

We use secure, password-protected systems with two-step login where available. Only people who need your information to do their job can access it. No system is completely secure, but we take reasonable steps to protect your information from loss, misuse, and unauthorised access.

If a privacy breach is likely to cause you serious harm, we'll tell you and the Privacy Commissioner as soon as we can.

How long we keep it

We keep your information only as long as we need it:

• Enquiries and call notes: for up to 3 years after we last spoke, so we have the history if you come back to us
• Client records: for 7 years after our work ends, to meet New Zealand tax and accounting rules
• Marketing lists: until you unsubscribe

After that, we delete it or make it anonymous.

Your rights

You can ask us to:

• Show you the personal information we hold about you
• Correct anything that's wrong
• Delete your information, where we don't need to keep it by law
• Stop sending you marketing

Email lucy@theivylead.com. We'll reply within 20 working days. There's no charge.

Children

Our services are for businesses. We don't knowingly collect information from anyone under 16.

Complaints

If you're unhappy with how we've handled your information, please email us first so we can put it right.

If we can't sort it out:

• In New Zealand, you can complain to the Office of the Privacy Commissioner at privacy.org.nz
• In Australia, you can complain to the Office of the Australian Information Commissioner at oaic.gov.au

Changes to this policy

We may update this policy from time to time. The latest version will always be on this page, with the date it was last updated.

Contact us