Privacy Policy

Who this policy covers

Be Digital Limited ("Be Digital", "we", "us") is the agency responsible for the personal information described in this policy. It applies to this website and to the services we deliver under our brands — Be Online, Be Cloud, Be Secure, Be Connect, Be AI, Be Watch, Be Screen and Be Market — and to DigitalShield, our managed technology service.

Some of those brands operate their own websites with their own privacy statements covering the specifics of that service. Where a brand statement is more specific, it applies to that service in addition to this policy.

The information we collect

We collect only what we need to provide, support and bill for our services. In practice that falls into five groups.

• Contact and account information — your name, business name, role, email address, phone number, postal or site address, and the contact details of people you authorise to deal with us.
• Service information — the domains, mailboxes, devices, licences, connections, cameras, screens and hardware we supply or manage for you, and the configuration records that go with them.
• Support information — the tickets, emails, calls and remote-session records created when you ask us for help, including notes our engineers make about a fault and its resolution.
• Billing information — invoices, payment records and, where you set one up, direct debit or card authority details held by our payment provider rather than by us.
• Technical information — website analytics, system and security logs, alerts and monitoring data generated by the systems we manage for you.

How we collect it

Most personal information comes directly from you: when you enquire, complete a form, sign an agreement, raise a support request, or tell us about a change to your team.

Some is generated automatically by the systems we run for you — monitoring alerts, backup reports, security events and service logs. Some comes from third parties where you have asked us to act for you, such as a domain registry, a carrier, or a vendor whose product we licence on your behalf.

If you provide us with personal information about another person — for example a staff member who needs an account — you confirm you are entitled to do so and that they have been told how it will be used.

Why we use it

We use personal information to do the things you engage us for and to run our business lawfully.

• To provide, configure, monitor, secure and support the services you have asked for.
• To respond to enquiries, quote work and manage our relationship with you.
• To invoice you and collect payment.
• To detect, investigate and respond to security incidents, faults and misuse.
• To meet our legal obligations and to enforce our agreements.
• To send you service notices. We send marketing only where you have asked for it or where the law allows it, and every marketing message includes an unsubscribe.

Who we share it with

We do not sell personal information. We share it only where it is necessary to deliver a service or where the law requires it.

• Vendors and suppliers whose products form part of your service — for example Microsoft for Microsoft 365 and Azure, domain registries and registrars, carriers and network operators, security and backup vendors, and hardware distributors.
• Service partners who perform part of the work, such as accredited installers in Australia, under agreements that hold them to obligations no lower than ours.
• Professional advisers — our accountants, auditors, insurers and lawyers — where they need it to advise us.
• Authorities where we are required to disclose by law, or where disclosure is necessary to prevent or lessen a serious threat to health or safety.
• A purchaser if we sell or restructure our business, subject to the purchaser agreeing to protect the information on the same terms.

Information stored overseas

Some services we provide run on platforms hosted outside New Zealand. Microsoft 365 and Azure data is generally stored in Microsoft data centres in Australia or New Zealand; some vendor support and telemetry is processed in other countries.

Where personal information is sent overseas we take reasonable steps to satisfy ourselves that it will be protected by comparable safeguards, as required by information privacy principle 12 of the Privacy Act 2020. Where you need your data held in a particular country, tell us before we design the service and we will tell you honestly whether we can meet that requirement.

Keeping it secure

We apply the same controls to our own systems that we recommend to customers: multi-factor authentication, managed and patched devices, least-privilege access, encryption in transit and at rest where the platform supports it, logging, and tested backups.

No system is perfect. If we suffer a privacy breach that has caused or is likely to cause serious harm, we will notify the Office of the Privacy Commissioner and the people affected as required by the Privacy Act 2020, and we will tell you what happened and what we are doing about it.

How long we keep it

We keep personal information only as long as we need it for the purpose it was collected, or as long as the law requires — whichever is longer. Financial records are kept for seven years under the Tax Administration Act 1994. Support records and system logs are generally kept for the life of the service and a reasonable period afterwards. When information is no longer needed, we delete it or de-identify it.

Monitoring, cameras and workplace data

Where we supply camera, access control or workforce systems through Be Watch, your business is the agency responsible for the personal information those systems collect about your staff, visitors and customers. We act on your instructions as your service provider.

We will help you meet your own obligations — signage, transparency with staff, retention settings and access requests — but the duty to collect that information lawfully and fairly is yours. We will not configure a system whose purpose is covert surveillance of employees.

Cookies and website analytics

This website uses cookies that are necessary for it to work, and, where enabled, Google Analytics to understand which pages are read and how people arrive. Analytics data is aggregated and IP addresses are anonymised.

You can block or delete cookies in your browser. The site will still work, though some preferences will not be remembered.

Your rights

Under the Privacy Act 2020 you have the right to ask what personal information we hold about you, to get a copy of it, and to ask us to correct it if it is wrong. There is no charge for a reasonable request, and we will respond within 20 working days.

To make a request, email privacy@bedigital.co.nz or call 0800 233 444. We may need to verify your identity before we release information.

Complaints

If you think we have mishandled your personal information, tell us first — email privacy@bedigital.co.nz and we will investigate and respond.

If you are not satisfied with our response, you can complain to the Office of the Privacy Commissioner at privacy.org.nz, or call 0800 803 909.

Changes to this policy

We update this policy when our services or the law change. The current version is always on this page with the date it was last updated. Material changes affecting existing customers will be notified directly.