Privacy Policy

1. Information we collect

We may collect your name, business name, email address, phone number, website address, domain details, provider notices, invoices, approximate annual bill, DNS records, advertising or analytics account information, marketing goals and support messages. We collect information directly from you, from public website and domain records, or from accounts you ask us to inspect or manage.

2. Why we collect it

We use this information to answer enquiries, prepare quotes, migrate websites, configure hosting, manage DNS, set up email, maintain websites, support advertising or search work, keep backups, provide support, invoice customers and keep service records.

3. Service providers

We may use trusted providers such as hosting providers, Cloudflare, domain registrars, email providers, Google advertising and analytics services, search tools, payment processors and support tools. These providers may process information in New Zealand or overseas. Form notifications sent to our support inbox are also processed by our email provider.

4. International customers

If you contact us from outside New Zealand, your information may be handled in New Zealand and by providers in other countries so we can deliver the requested website, DNS, email or support service.

5. Contact form, cookies and logs

The public pages are delivered as static files, but the review form uses a separate backend service. It sends the details over HTTPS to PhotonMark, records each valid request in a private enquiry database, backs up that database and attempts to send a notification to our support inbox. The private database remains the delivery record if an email notification fails. We do not provide a public form-data dashboard; a customer can request a reasonable export by email.

If analytics is configured for a website, the relevant provider may process visit, device, referral and page-activity information. Website and hosting systems may record basic technical logs such as IP address, browser, time, requested URL and error information for security, debugging and reliability.

6. Sharing

We do not sell personal information. We share information only when needed to deliver the service, when you ask us to, when required by law, or when needed to protect our systems, customers or legal rights.

7. Security, backups and retention

We use reasonable technical and organisational measures to protect information. The standard managed review-form database is private and normally backed up weekly with the latest 10 backup copies retained. Website-file backups and form-database backups are separate; a website-file backup does not by itself contain form submissions.

The review-form database copy of an enquiry is normally kept for no more than 24 months after the last contact. If the person becomes a customer, information needed for an active service, billing, tax, legal, fraud-prevention or dispute record may be retained in the relevant customer systems for longer. Support inbox notifications and provider logs follow their applicable business, security and legal retention needs.

When a managed form service ends, the customer should request an available export within 30 days. Live form data is then scheduled for deletion, and backup copies expire through the normal rotation, ordinarily within 90 days. We may delete information sooner when it is no longer needed or when a valid deletion request can be actioned.

8. Access, correction, export and deletion

You can ask to access or correct personal information we hold about you, request a reasonable export of managed form submissions, or ask us to delete information that is no longer required. We will respond in line with the New Zealand Privacy Act 2020 and may retain records where a legal or legitimate service obligation requires it.

9. Privacy contact

Privacy questions, access or correction requests, and concerns can be sent to support@photonmark.com.