Privacy Policy

This document outlines how Archify, a brand of BCI New Zealand Pty Ltd, (Archify) handles your personal information, from how we collect and use, disclose and protect that information. Archify reserves the right to modify the content of this document at any time by uploading an amended document to www.archify.com. By using and accessing this website/platform, you agree to everything described in this policy.

1) Information we collect

What kind of information do we collect?

Archify may collect personal information about its customers, employees and other individuals connected to us, including the name and contact details of individuals employed by organisations which are included on our platforms.

The kinds of information we collect may vary depending on our interaction with you whether directly or indirectly and may include:

• if you are a customer of Archify, we may collect your name, address, telephone number, email address, billing details, and information you voluntarily provide to us through your feedback and enquiries;

• if you apply for a position with Archify, we may collect your CV and pre-employment history, contact and emergency details, and other details pertaining to your application; and

• if you register as a user of the Archify platforms, we may collect your name, address, telephone number, email address, social media details and other information you voluntarily provide as part of your registration or interaction on the platforms. You may voluntarily sync the application with data on your device including your contact list and other information.

How do we collect your information?

We collect information in a number of ways:

• if you are a customer of Archify, we will collect personal information through your communications and interactions with us, including where you contact us in person, by email, telephone, or participate in any of our industry events, training, or promotional campaigns;

• if you are applying for a position with Archify, we will collect personal information through your communications with us and in some circumstances from third parties, such as nominated referees; and

• if you are a registered user, we collect your information through your input of information during the registration process and if you subsequently supply information through usage of the platform.

We utilise 'cookies' which enable us to monitor traffic patterns on the Archify website and to serve you more efficiently if you revisit it. A cookie does not identify you personally but it does identify your computer. You can set your browser to notify you when you receive a cookie and this will provide you with an opportunity to either accept or reject it in each instance.

2) What do we use your information for?

The main purpose for collecting your personal information is to enable Archify to conduct its business and provide its products and services. We may use and disclose your personal information for this purpose, including:

• if you are a customer of Archify, in order to communicate with you, inform you about products, services and events which we think you may be interested in, and deal with enquiries, complaints and requests about our products or services;

• if you are applying for a position with Archify, in order to communicate with you, process your application, and undertake recruitment and staffing functions;

• if you are a registered user, to communicate with you and inform you about related information we think you may be interested in; and

• If it is required to disclose your personal information in response to a request from courts, authorities or other relevant government bodies/agencies as required by the law.

If you no longer wish for your details to be retained by us or do not wish to receive information about products, services and events we think you may be interested in, you can opt-out by contacting us on the details as provided below in point (7) of this Privacy Policy.

3) Who do we disclose your information to?

Archify may disclose your personal information for the purposes listed above to third parties which include the following:

• if you are a customer of Archify, our related entities and other BCI group companies located in New Zealand, Thailand, Malaysia, Australia, Vietnam, Hong Kong, Singapore and Australia, and to other companies or individuals who assist us in supplying our products and services or who perform functions on our behalf, such as credit card processors, external IT support and technology hosting providers;

• if you are applying for a position with Archify, other persons that we need to deal with in connection with employment and engagement of staff (such as insurers, next-of-kin, referees), to our related entities and other BCI group companies located in the countries noted above, and to other companies or individuals who assist us in supplying our products and services or who perform functions on our behalf, such as payroll operators and technology hosting providers;

• if you are a registered user, our related entities and other BCI group companies located in the countries noted above, and to other companies or individuals who assist us in supplying our products and services or who perform functions on our behalf, such as technology hosting providers;

• to anyone else whom you authorise us to disclose it, including platform visitors; and

• where required or authorised by law to do so.

4) Keeping your information secure

Archify may securely store your personal information in different ways, including in hard copy and electronic form. Generally, personal information is maintained on a secure database.

Archify takes such steps as are reasonable in the circumstances to protect your information from risks such as misuse, interference and loss, and from unauthorised access, modification or disclosure. These steps include:

• training and reminding our staff of their obligations with regard to your personal information;

• using software which encrypts information (where a lock symbol appears on the browser window);

• utilising passwords, firewalls and virus scanning tools, and protection in buildings where personal information is stored, to prevent against unauthorised access to our systems; and

• restricting staff and volunteers that have access to the databases that store user information and to personal files.

While we use industry standards to protect your personal information, we cannot guarantee complete security of your personal information.

Where we no longer require your personal information, Archify will take reasonable steps to destroy or de-identify it.

5) Accessing and correcting your information

Archify seeks to ensure that all personal information collected and stored in its files and database systems is correct and accurate.

Individuals may at any time request access to, or correction of, the personal information Archify holds by contacting us on the details set out below. Archify will endeavour to meet or advise of the outcome of such a request within 30 days of receipt of that request.

6) Retention and deletion of information

• The length of time we keep your personal data depends on what it is and whether we have an ongoing business need to retain it (for example, to provide you or other users of our Website and/or Services with a Service or to comply with applicable legal, tax or accounting requirements). We will keep your information for as long as we have a relationship with you and for a period of time afterwards where we have an ongoing business need to retain it, unless we are required by law to hold it longer.

• Please note that copies of information that you have updated, modified, or deleted may remain in our systems for a period of time, and we may maintain copies of this information as part of our business records.

• You have the right to ask for a copy of any personal information we hold about you, and to ask for it to be corrected or deleted. If you would like a copy of your information, or to have it corrected, changed, or deleted, contact us on the details as provided below in point (7) of this Privacy Policy.

7) Enquiries and complaints

For any privacy enquiries, issues or concerns, please contact us via the details set out below:

Mail	:	Level 2, 409 New North Road. Kingsland 1021, Auckland
Phone	:	0800 942 876
Fax	:	+64 9 622 0568
Email	:	[email protected]

We may request that you make any complaint in writing. Archify will investigate any complaint and will notify you of the making of a decision in relation to your complaint as soon as is practicable after it has been made.

Dated: February 2019