Privacy Policy

Effective Date: 01.01.2026
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DataMetrics Applications/Smartfile (“Smartfile”, “we”, “us”, or “our”) operates the Smartfile website and web application (collective, the “platform” which enable users to upload and analyse property-related files. Smartfile is committed to protecting personal information in accordance with the New Zealand Privacy Act 2020 (the “Act”). This Privacy Policy outlines how personal information is collected, used, disclosed, stored, and the rights of individuals when they interact with the Smartfile website or use the Smartfile web application.

1. Personal Information Collected
   Smartfile collects personal information depending on how individuals interact with the Platform.
   
   1. Website visitors
      When you visit the Smartfile website, we do not collect personal information unless you choose to provide it. Personal information may be collected if you submit a web form (for example, a contact or enquiry form), which may include: name; email address; phone number; any information you choose to include in your message.
   2. Web application users (account holders)
      When you create an account and use the Smartfile web application, we collect the following personal information: name; email address; phone number. And Account and platform information including; unique account ID (system-generated), Log-in credentials including email and password which is stored in an encrypted and hashed form and is not stored in plain text; files uploaded and analyses executed; engagement data, including feedback provided; browsing and interaction data (e.g. device type, IP address, session duration, clicks)
2. Methods of Collection
   
   1. Direct Collection
      Personal information is collected directly from users when registering accounts, uploading files, performing analyses, or communicating with Smartfile.
   2. Automated Collection
      Smartfile collects information automatically through the use of cookies, analytics tools, and other tracking technologies when users access the public website or use the web application.‍
3. Purpose of Collection and Use
   
   1. Smartfile collects and uses personal information for the following purposes: to enable users to upload and analyse property-related files via the platform; to provide and maintain user accounts, profiles, and platform access; to communicate regarding account activity, file processing status, or platform updates; to monitor, maintain, and improve platform functionality and performance; to send marketing communications where users have provided explicit consent; to comply with legal and regulatory obligations.
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4. Disclosure of Personal Information
   Smartfile may disclose personal information only in the following circumstances:
   1. Service Providers
      Trusted third-party providers engaged to perform services on Smartfile’s behalf (including cloud hosting, analytics, AI processing, and payment processing) may receive personal information strictly to perform those services. Such providers are contractually obligated to maintain confidentiality and implement appropriate security measures.
   2. Survey Data
      Participation in surveys is voluntary. Any published survey results will be aggregated and anonymised.
   3. Prohibited Disclosures
      Smartfile does not sell, trade, or rent personal information to third parties.‍
5. Payment Processing‍
   
   1. Payments made through the platform are processed exclusively by Stripe, a third-party payment processor. Stripe collects and processes payment information directly, subject to their Privacy Policy.
   2. Smartfile does not store full payment card details. Limited transactional information (such as amount, date, and partial card number) may be retained solely for order history, billing inquiries, and fraud prevention.
6. Cookies and Tracking Technologies
   
   1. Website Cookies
      Essential Cookies: Required for basic website operation and navigation.
      Analytics and Performance Cookies: Collect aggregated and anonymised information regarding website usage to improve site functionality and monitor performance.
   2. Web Application Analytics
      Within the web application, user-level data may be collected to monitor platform usage, optimise features, and perform aggregated analyses.
   3. Third-Party Services
      Third-party service providers engaged for cloud hosting or analytics are contractually required to maintain confidentiality and secure processing in accordance with applicable privacy laws.
   4. Consent and Control
      Users consent to the use of cookies and analytics by accessing the website or web application. Users may manage or disable cookies via browser settings or device controls.
7. Marketing Communications
   
   1. Marketing communications will be sent only to users who have provided explicit consent.
   2. Users may withdraw consent and unsubscribe at any time by following the instructions in communications or by contacting Smartfile directly.
8. Testimonials and Reviews
   
   1. Smartfile may use customer feedback, comments, or reviews as testimonials in marketing and promotional materials, including on our website, product materials, and social media channels.
   2. Where a testimonial includes personal information that could reasonably identify an individual (such as a name, role, or organisation), Smartfile will obtain the individual’s consent prior to publication.
   3. Consent to use a testimonial may be withdrawn at any time by contacting Smartfile. Upon withdrawal of consent, Smartfile will cease using the testimonial in future marketing materials, subject to any reasonable practical limitations (including materials already published or distributed).
9. Overseas Storage and Processing
   
   1. Personal information may be stored or processed outside New Zealand using secure cloud infrastructure.
   2. Where this occurs, Smartfile relies on reputable service providers and takes reasonable steps to satisfy itself that personal information is protected in a manner substantially comparable to the requirements of the New Zealand Privacy Act 2020.
10. Security of Personal Information
    
    1. Smartfile implements reasonable administrative, technical, and physical safeguards to protect personal information against unauthorised access, use, modification, disclosure, or loss, including: encryption of data in transit and at rest; access restrictions and authentication controls; regular monitoring, audits, and security assessments
11. Retention of Personal Information
    
    1. Personal information is retained only for as long as necessary to fulfil the purposes set out in this Policy or as required by law. Examples include: active user accounts retained until closure of the account; one-time or trial users retained for up to two (2) years; behavioural and analytics data may be anonymised and retained indefinitely for aggregated analysis
12. Rights of Individuals
    
    1. Under the New Zealand Privacy Act 2020, individuals have the right to: access personal information held about them; request correction of personal information; withdraw consent for optional uses of personal information (e.g., marketing communications); lodge a complaint with the Office of the Privacy Commissioner regarding any alleged breach of privacy rights
13. Amendments
    
    1. Smartfile may update this Privacy Policy from time to time. Updates will be posted on the Smartfile website with a revised effective date. Continued use of the platform constitutes acceptance of the updated Policy.
14. Contact
    For any inquiries or concerns regarding personal information, please contact
    Email: hello@smartfile.co.nz
    Address: Level 1, 822 Colombo Street, Christchurch 8013
    Attention to: The Privacy Officer