Privacy Policy

Overview

Phoxtail IT is a sole-trader IT consultancy operated by Caleb Boyd, based in Kaiapoi, New Zealand. This privacy policy explains how Phoxtail IT collects, uses, stores, and protects personal information — both through this website and in the course of providing IT consultancy services to clients.

Phoxtail IT is committed to handling personal information in accordance with the New Zealand Privacy Act 2020 and, where applicable to individuals in the European Economic Area or United Kingdom, the principles of the General Data Protection Regulation (GDPR).

Information we collect

Via the website contact form

When you submit an enquiry through phoxtail-it.nz, we collect:

• Your name
• Your email address
• Your phone number (optional)
• Your business name (optional)
• The content of your message

This information is submitted through Formspree (a third-party form processing service) and delivered to Phoxtail IT by email. We do not operate our own form submission server.

During client engagements

In the course of providing IT consultancy services, Phoxtail IT may collect and process:

• Contact details for key personnel (name, email, phone, role)
• Business information relevant to the engagement scope
• Technical environment details (systems, software, network configuration)
• Access credentials provided for the purpose of delivering work (handled with strict confidentiality — see Security section)
• Communications related to the engagement (email, meeting notes)
• Invoicing and payment information

Automatically collected information

This website does not use analytics tracking, advertising pixels, or any third-party tracking scripts. No cookies are set by phoxtail-it.nz. Cloudflare (our hosting provider) may process your IP address as part of normal web traffic handling — see Cloudflare's privacy policy for details.

How we use your information

Phoxtail IT uses personal information only for the purposes for which it was collected:

• Website enquiries: to respond to your message and assess whether Phoxtail IT can assist you
• Client engagements: to deliver the agreed IT consultancy services, communicate about the project, and meet contractual obligations
• Invoicing and records: to issue invoices, maintain financial records, and comply with legal obligations
• Service improvement: to improve how Phoxtail IT operates — we do not use your information for marketing to third parties

Phoxtail IT will not sell, rent, or trade your personal information to any third party. We will not use your information for unsolicited marketing without your consent.

Legal basis for processing

Under the NZ Privacy Act 2020, Phoxtail IT collects personal information only where it is necessary for a lawful purpose connected to our functions and activities, and where collection is reasonably necessary for that purpose.

For individuals in the EEA or UK, the GDPR legal bases we rely on are:

• Legitimate interests — responding to enquiries, operating the business, and communicating with clients (Article 6(1)(f))
• Contract performance — processing necessary to deliver agreed services (Article 6(1)(b))
• Legal obligation — retaining financial records as required by law (Article 6(1)(c))

Third parties and data processors

Formspree

Website enquiries submitted via the contact form are processed by Formspree, Inc. (United States). Formspree acts as a data processor on behalf of Phoxtail IT. Formspree is compliant with the EU-US Data Privacy Framework and maintains appropriate safeguards for international data transfers. Your submission data is forwarded to Phoxtail IT by email and is not used by Formspree for any other purpose. See Formspree's Privacy Policy for details.

Cloudflare

This website is hosted on Cloudflare Pages. Cloudflare processes network-level information (including IP addresses) as part of delivering website traffic. Cloudflare does not receive your form submissions or personal enquiry data. See Cloudflare's Privacy Policy for details.

Trusted delivery partners

For certain client engagements, Phoxtail IT works with trusted partners to assist with onsite delivery. Where this involves your personal information or access to your systems, this will be agreed with you in advance. Partners are bound by confidentiality obligations consistent with this policy.

No other third-party sharing

Phoxtail IT does not share personal information with any other third parties except where required by law (for example, in response to a valid legal request from a NZ authority).

How long we keep your information

• Website enquiries: retained for up to 12 months, or until the enquiry is resolved and no ongoing engagement results
• Client records (active engagements): retained for the duration of the engagement plus 7 years, in line with NZ business record-keeping requirements
• Financial and invoicing records: retained for 7 years as required by the NZ Inland Revenue Department
• Credentials and access information: deleted or returned to the client upon completion of the engagement unless retention is specifically agreed

When personal information is no longer needed, it is securely deleted or anonymised.

International data transfers

Website enquiry data is transferred to the United States via Formspree. Formspree participates in the EU-US Data Privacy Framework and maintains Standard Contractual Clauses for transfers from the EEA. For NZ Privacy Act purposes, Phoxtail IT has taken reasonable steps to ensure Formspree provides comparable privacy protections to those required under New Zealand law.

Aside from Formspree, Phoxtail IT processes and stores client information within New Zealand or in services that meet equivalent privacy standards.

Your rights

Under the NZ Privacy Act 2020, you have the right to:

• Access the personal information Phoxtail IT holds about you
• Correct any personal information that is inaccurate or outdated
• Request deletion of personal information we no longer have a lawful reason to hold
• Complain to the Office of the Privacy Commissioner (OPC) if you believe your privacy rights have been breached — privacy.org.nz

If you are in the EEA or UK, you additionally have rights to data portability, restriction of processing, and to object to processing based on legitimate interests. You may also lodge a complaint with your local data protection authority.

To exercise any of these rights, contact Caleb Boyd at Caleb@phoxtail-it.nz. Requests will be responded to within 20 working days in accordance with the NZ Privacy Act 2020.

Security

Phoxtail IT takes the security of personal information seriously. Measures in place include:

• All data in transit is encrypted via HTTPS/TLS
• Client credentials and sensitive access information are stored in encrypted password management systems and never in plain text
• Access to personal information is limited to Caleb Boyd and, where necessary for delivery, authorised partners under confidentiality obligations
• Credentials are deleted promptly upon completion of any engagement unless otherwise agreed

In the event of a privacy breach that is likely to cause serious harm, Phoxtail IT will notify affected individuals and the Office of the Privacy Commissioner as required by the NZ Privacy Act 2020.

Cookies and tracking

This website does not use cookies, analytics, advertising trackers, or any third-party tracking technology. No personal information is collected passively from visitors to phoxtail-it.nz beyond what is submitted voluntarily via the contact form.

Cloudflare may set technical cookies necessary for network security and performance — these are infrastructure-level and do not track individuals for advertising purposes.

Children's privacy

Phoxtail IT services are directed at businesses and professionals. We do not knowingly collect personal information from individuals under the age of 16. If you believe a child has submitted information through this website, please contact us and we will delete it promptly.

Changes to this policy

This privacy policy may be updated from time to time to reflect changes in our practices or legal requirements. The "Last updated" date at the top of this page will be revised accordingly. We encourage you to review this policy periodically. Continued use of Phoxtail IT services following any update constitutes acceptance of the revised policy.

Contact and complaints

For any privacy-related questions, requests, or complaints, please contact:

If you are not satisfied with our response, you may contact the Office of the Privacy Commissioner:

• Website: privacy.org.nz
• Phone: 0800 803 909
• Post: PO Box 10094, The Terrace, Wellington 6143