Privacy Policy

1. Introduction

Guided Intelligence Limited ("Guided Intelligence", "we", "us", or "our") is committed to protecting your privacy and handling your personal information in an open and transparent manner. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you visit our website https://guided-intelligence.com or use our services.

This policy applies to all users of our website, including prospective customers, pilot programme participants, and anyone who contacts us or engages with our platform.

We are subject to the New Zealand Privacy Act 2020 and are committed to complying with the information privacy principles contained in that legislation.

2. Information We Collect

2.1 Information You Provide to Us

We collect personal information that you voluntarily provide to us when you:

• Fill out our contact form or pilot programme registration form
• Request a product demonstration or walkthrough
• Subscribe to our communications or updates
• Participate in our pilot programme
• Contact us via email or phone
• Use our audit platform services (for pilot participants and customers)

This information may include:

• Full name
• Email address
• Phone number
• Organisation name
• Job title and professional background
• City, region, and country
• Professional experience and qualifications
• Audit workflow information and current challenges
• Any other information you choose to provide in messages or forms

2.2 Information Automatically Collected

When you visit our website, we automatically collect certain information about your device and browsing activity through Plausible Analytics, a privacy-friendly analytics service. This includes:

• Page views and navigation patterns
• Referral sources (where you came from)
• Browser type and version
• Device type (desktop, mobile, tablet)
• Operating system
• Country and region (based on IP address, without storing the IP address)

Important: We use Plausible Analytics specifically because it does not use cookies, does not collect personal data, and is fully compliant with GDPR, CCPA, and PECR. Plausible does not track you across websites or store personally identifiable information.

2.3 Cookies and Tracking Technologies

Our website does not use cookies for tracking or advertising purposes. We do not use Google Analytics, Facebook Pixel, or any similar tracking technologies that collect personal data.

The only cookies that may be set are essential functional cookies required for form submission through Formspree (our contact and pilot registration form service). These are necessary for the website to function properly and cannot be disabled.

3. How We Use Your Information

We use the personal information we collect for the following purposes:

3.1 To Provide and Improve Our Services

• To respond to your inquiries and provide information about our platform
• To schedule and conduct product demonstrations
• To administer our pilot programme and communicate with participants
• To deliver our audit platform services to customers
• To provide customer support and technical assistance
• To improve our website, platform, and user experience

3.2 To Communicate With You

• To send you transactional emails related to your inquiries or pilot participation
• To provide updates about our platform, pilot programme, or relevant product developments
• To respond to your questions, comments, or feedback
• To send you administrative information about service changes or updates

3.3 For Business Operations and Compliance

• To understand how visitors use our website and improve our content
• To comply with legal obligations and protect our legal rights
• To prevent fraud, security breaches, or other harmful activities
• To maintain records for business continuity and regulatory compliance

4. How We Share Your Information

We do not sell, rent, or trade your personal information to third parties for marketing purposes. We may share your information only in the following circumstances:

4.1 Service Providers

We may share your information with trusted third-party service providers who assist us in operating our website and delivering our services, including:

• Formspree – for processing contact and pilot registration form submissions
• Plausible Analytics – for privacy-friendly website analytics (no personal data shared)
• Vercel – for website hosting and content delivery
• Email service providers – for sending communications (future implementation)

These service providers are contractually obligated to protect your information and use it only for the purposes we specify.

4.2 Legal Requirements

We may disclose your information if required to do so by law or in response to valid requests by public authorities (e.g., a court, government agency, or law enforcement).

4.3 Business Transfers

If Guided Intelligence is involved in a merger, acquisition, or sale of assets, your personal information may be transferred as part of that transaction. We will provide notice before your information is transferred and becomes subject to a different privacy policy.

4.4 With Your Consent

We may share your information for any other purpose with your explicit consent.

5. Data Storage and Security

5.1 Where We Store Your Data

Your personal information may be stored and processed in New Zealand, Australia, or other countries where our service providers operate. We take steps to ensure that your information is treated securely and in accordance with this Privacy Policy and applicable data protection laws.

5.2 How We Protect Your Information

We implement appropriate technical and organisational security measures to protect your personal information against unauthorised access, alteration, disclosure, or destruction. These measures include:

• Secure HTTPS encryption for all website communications
• Access controls and authentication for platform users
• Regular security assessments and updates
• Secure data transmission and storage protocols
• Limited access to personal information on a need-to-know basis

However, no method of transmission over the internet or electronic storage is 100% secure. While we strive to use commercially acceptable means to protect your personal information, we cannot guarantee its absolute security.

5.3 Data Retention

We retain your personal information only for as long as necessary to fulfil the purposes for which it was collected, including:

• Contact form inquiries: 2 years from last contact
• Pilot programme participant data: Duration of pilot plus 1 year
• Customer account data: Duration of service agreement plus 7 years (for compliance with New Zealand business records requirements)
• Analytics data: 24 months (Plausible Analytics)

After the retention period expires, we will securely delete or anonymise your personal information.

6. Your Rights and Choices

Under the New Zealand Privacy Act 2020, you have the following rights regarding your personal information:

6.1 Right to Access

You have the right to request access to the personal information we hold about you. You can request a copy of your personal information by contacting us at the details provided below.

6.2 Right to Correction

You have the right to request that we correct any inaccurate or incomplete personal information we hold about you.

6.3 Right to Deletion

You can request that we delete your personal information in certain circumstances, such as when it is no longer necessary for the purposes for which it was collected.

6.4 Right to Object

You have the right to object to the processing of your personal information in certain circumstances, such as for direct marketing purposes.

6.5 Right to Withdraw Consent

Where we rely on your consent to process your personal information, you have the right to withdraw that consent at any time.

6.6 How to Exercise Your Rights

To exercise any of these rights, please contact us at:

Email: info@guided-intelligence.com
Subject line: Privacy Request

We will respond to your request within 20 working days, as required by the Privacy Act 2020.

7. Third-Party Links

Our website may contain links to third-party websites, including LinkedIn profiles of our co-founders. We are not responsible for the privacy practices or content of these external sites. We encourage you to review the privacy policies of any third-party sites you visit.

8. Children's Privacy

Our services are not directed to individuals under the age of 18. We do not knowingly collect personal information from children. If you believe we have collected information from a child under 18, please contact us immediately so we can delete that information.

9. International Data Transfers

If you are accessing our website from outside New Zealand, please be aware that your information may be transferred to, stored, and processed in New Zealand or other countries where our service providers operate. By using our website or services, you consent to the transfer of your information to countries outside your country of residence, which may have different data protection laws.

10. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our practices, technology, legal requirements, or other factors. We will notify you of any material changes by:

• Posting the updated policy on this page with a new "Last updated" date
• Sending you an email notification (if you have provided your email address)

We encourage you to review this Privacy Policy periodically to stay informed about how we protect your information.

11. Contact Us

If you have any questions, concerns, or requests regarding this Privacy Policy or our privacy practices, please contact us:

12. Complaints

If you are not satisfied with our response to your privacy concern or complaint, you have the right to contact the New Zealand Privacy Commissioner: