Privacy Policy

This policy applies to three groups of people, and we've tried to be clear about which section applies to you:

• Website visitors: anyone browsing entrica.co.nz, requesting a call, or chatting with our assistant.
• Customers: the businesses (and their staff) that register for an Entrica account to run their reception.
• End visitors: the guests who sign in using a customer's QR code or kiosk. For this group, the business that hosts them (our customer) is the data controller, and Entrica acts as their service provider / data processor. If you're an end visitor and want to exercise a privacy right, please contact the business you visited first; we'll assist them in fulfilling your request.

From website visitors: name, email, phone number, and company, when you submit the "Request a call" form or chat with us; basic usage data (pages viewed, referrer, device/browser type) via standard web analytics.

From customers: account and billing details (business name, contact name, email, phone, address), branding assets you upload (logo, sign-in form fields), and host/staff directory information used to route visitor notifications.

From end visitors, on behalf of our customers: name, company/organisation, email or phone number (where the host requires it), visit purpose and host, sign-in and sign-out timestamps, and, only if the host has enabled it, a photo captured at kiosk check-in for identity verification.

• To provide, maintain, and improve the Entrica platform, including real-time host notifications and the visitor dashboard.
• To respond to enquiries, demo requests, and support questions.
• To send service updates, security notices, and (only with consent, where required) product news.
• To detect, investigate, and prevent fraud, abuse, and security incidents.
• To meet legal, tax, health-and-safety, and record-keeping obligations, such as maintaining an accurate visitor log for a customer's compliance needs.

We do not sell personal information, and we do not use visitor sign-in data collected on behalf of our customers for our own marketing purposes.

Entrica is built and operated with the New Zealand Privacy Act 2020 and the Australian Privacy Principles (Privacy Act 1988 (Cth)) as our baseline, since most of our customers operate in New Zealand and Australia. Where a customer or end visitor is located in the European Economic Area or United Kingdom, we handle personal information consistently with the GDPR/UK GDPR, including honouring data subject access, correction, and erasure requests routed to us by the relevant customer.

We share personal information only where necessary to run the service:

• Sub-processors that host or process data on our behalf, such as our cloud database and file storage provider and our workflow/notification automation provider, under contracts that require them to protect the data and use it only as we instruct.
• The relevant host business, when you sign in as a visitor. This is the whole point of the service.
• Professional advisers and authorities, where required to comply with the law, enforce our terms, or protect the rights, property, or safety of Entrica, our customers, or the public.
• A successor entity, if Entrica is involved in a merger, acquisition, or asset sale. We'll notify affected customers before personal information becomes subject to a different privacy policy.

Visitor sign-in records are retained for as long as the host customer's account is active, or for the retention period the customer configures to meet their own compliance obligations, after which they are deleted or anonymised. Account and billing records are kept for as long as required by New Zealand and Australian tax and company-law record-keeping rules. Website enquiry data is retained for as long as reasonably necessary to respond to you and for up to 24 months afterwards for support continuity, unless you ask us to delete it sooner.

We use industry-standard safeguards (encryption in transit, access controls, and least-privilege permissions on our systems) to protect personal information against unauthorised access, alteration, disclosure, or destruction. No method of transmission or storage is perfectly secure, and we encourage customers to use strong, unique passwords and to restrict dashboard access to authorised staff.

Depending on where you're located, you may have the right to access, correct, or request deletion of your personal information, to object to or restrict certain processing, and to lodge a complaint with a privacy regulator: in New Zealand, the Office of the Privacy Commissioner, or in Australia, the Office of the Australian Information Commissioner. If your information was collected as an end visitor signing in at one of our customers' locations, please raise your request with that business directly so it can be actioned against the correct account; we're always happy to help them do so.

Our website uses a small number of cookies and local storage entries to remember your preferences, keep the "Request a call" and chat features working, and understand overall site usage. You can control cookies through your browser settings; disabling them may affect parts of the Site's functionality.

Some of our customers are schools using Entrica to sign in visitors, contractors, and parents/caregivers at their front office. Entrica is not designed to collect information directly from children, and we rely on the school to configure sign-in forms appropriately and to obtain any consents required under applicable education and privacy law.

Our infrastructure providers may store or process data outside the country where you or our customer are located. Where this happens, we require our providers to maintain protections consistent with this policy and applicable law.

We may update this Privacy Policy from time to time to reflect changes to our practices or for legal, operational, or regulatory reasons. We'll update the "Last updated" date above and, for material changes, notify active customers by email.

If you have questions about this policy or want to exercise a privacy right, contact us at [email protected].