Privacy Policy: How Flexiblelivingau Protects Your Information

1. Introduction and Scope

This Privacy Policy governs the data practices of Flexiblelivingau, based at Porirua City Centre, Porirua 5022, New Zealand. We act as the data controller for personal information collected via flexiblelivingau.world and through our direct engagements. This policy applies to all website visitors, individuals submitting inquiries, prospective and current clients, and participants in our active break programs where data processing is involved.

Our commitment extends to ensuring transparency and maintaining the confidentiality of your information. This policy does not cover external sites linked from our platform, and we encourage you to review their respective privacy statements.

2. Information We Collect and Its Purpose

We collect various types of information to provide and improve our services:

• Directly Provided Information: When you use our contact form, request a consultation, or engage in program discussions, we may collect your name, organization name, email address, phone number, and details regarding your inquiry or program needs. This is used solely for communication, service delivery, and business development.
• Automatically Collected Information: Through essential website cookies (as detailed in our Cookies Policy), we gather technical data such as IP addresses, browser types, device information, and navigation patterns. This helps us ensure website functionality, security, and to analyze traffic for service improvement.
• Program-Related Data: For active break programs, with employer consent, we may process aggregated attendance and participation data for reporting purposes. Individual performance data is never collected or shared.

We do not collect sensitive personal information (e.g., health details beyond general fitness level for program suitability, racial or ethnic origin, religious beliefs) unless explicitly and voluntarily provided by you with clear consent for a specific purpose.

3. Legal Bases for Processing Your Data

Our processing of personal data is founded on specific legal bases:

• Consent: For activities like sending marketing communications or certain types of non-essential data processing, we rely on your explicit consent, which you can withdraw at any time.
• Contractual Necessity: To fulfill our obligations arising from contracts with you or your organization, such as delivering active break programs or responding to service requests.
• Legitimate Interests: For purposes such as improving our website and services, ensuring network security, and conducting internal business analysis, provided these interests do not override your fundamental rights and freedoms.
• Legal Obligations: To comply with applicable laws, regulations, and legal processes in New Zealand, including tax and accounting requirements.

4. How We Utilize Your Personal Data

Your data is used strictly for the purposes for which it was collected:

• To respond to your inquiries and provide requested information about our programs.
• To prepare and deliver tailored proposals and facilitate active break programs.
• To manage client accounts, process payments, and fulfill contractual agreements.
• To enhance and optimize our website functionality and user experience.
• To maintain internal records and comply with regulatory requirements.

Flexiblelivingau categorically states that we do not sell, rent, or trade your personal information to third parties for their marketing purposes. We do not engage in automated decision-making processes that produce legal effects or similarly significant impacts on individuals.

5. Data Sharing and Third-Party Processors

We may share your information with trusted third-party service providers who assist us in operating our business and delivering services (e.g., website hosting, email communication platforms, payment processors). These providers are contractually bound to process data only according to our instructions and maintain appropriate security measures.

In cases of international data transfers, we ensure that adequate safeguards are in place, such as standard contractual clauses or reliance on recipient certifications, to protect your data as required by New Zealand law. We will disclose personal data to governmental or regulatory authorities only when legally compelled to do so.

6. Data Retention Periods

We retain personal data only for as long as necessary to fulfill the purposes for which it was collected, including satisfying any legal, accounting, or reporting requirements. Generally:

• Contact form submissions are kept for up to 24 months for follow-up and service improvement, unless a client relationship is established.
• Client contractual data is retained for the duration of the contract plus a period required by New Zealand tax and business laws (typically seven years).
• Website analytics data is anonymized or aggregated and retained as per our Cookies Policy.

You have the right to request deletion of your data, subject to legal and legitimate business retention requirements.

7. Data Security Measures

We implement robust technical and organizational security measures to protect your personal data from unauthorized access, alteration, disclosure, or destruction. These measures include data encryption (SSL/TLS), access controls, regular security audits, and comprehensive staff training on data protection protocols.

While we strive to protect your data, no internet transmission is entirely secure. We encourage clients to use secure, agreed-upon channels for sharing highly sensitive information. In the event of a data breach, we will follow all mandatory notification procedures as required by New Zealand law.

8. Your Rights as a Data Subject

Under New Zealand privacy law, you have several rights concerning your personal data:

• Right to Access: Request a copy of the personal data we hold about you.
• Right to Correction: Request correction of inaccurate or incomplete data.
• Right to Deletion: Request erasure of your personal data where there is no legitimate reason for its continued processing.
• Right to Restriction: Request that we restrict the processing of your personal data in certain circumstances.
• Right to Object: Object to the processing of your personal data based on legitimate interests.
• Right to Portability: Request the transfer of your data to another organization.

To exercise any of these rights, please contact us using the details provided below. We will respond to all legitimate requests within the timeframes required by law. If you have concerns about our data handling, you may lodge a complaint with the Office of the Privacy Commissioner in New Zealand.

9. Children's Privacy

Our website and services are intended for businesses and adult professionals. We do not knowingly collect personal information from individuals under the age of 16 without parental consent. If we become aware that we have collected data from a child without appropriate consent, we will take steps to delete that information promptly.

10. Changes to This Privacy Policy

Flexiblelivingau reserves the right to update or modify this Privacy Policy at any time to reflect changes in our practices, legal requirements, or technological advancements. We will notify you of any significant changes by posting the revised policy on this page with an updated "Effective Date." We encourage you to review this policy periodically.

For any questions or concerns regarding this Privacy Policy or your data rights, please contact us at welcome@flexiblelivingau.world or call +64 22 437 7025.