Skip to content Skip to footer

Powering Aotearoa’s AI Journey. The AI Collective NZ 🚀 Proudly brought to you by Webbased AI

Talk to us
Close

The AI Collective NZ: Privacy Policy

Last Updated: May 5, 2025

1. Our Commitment to Privacy

The AI Collective NZ (“we,” “us,” “our”) is committed to protecting the privacy of your personal information. This Privacy Policy outlines how we collect, use, store, and disclose personal information in accordance with the New Zealand Privacy Act 2020. We aim to be transparent about our practices and empower you to understand your privacy rights.

2. What Information We Collect

We may collect various types of personal information depending on your interaction with us, including:

  • Contact Information: Name, email address, phone number, organisation/affiliation.

  • Event Registration Information: Dietary requirements, accessibility needs, payment information (processed via a secure third-party provider – specify if applicable), attendance records.

  • Communication Information: Records of emails, contact form submissions, or other communications with us.

  • Website Usage Information: IP address, browser type, operating system, pages visited, time spent on site (collected via cookies and analytics tools – see Section 7).

  • Speaker/Contributor Information: Biographical details, photos, presentation materials (with consent).

  • Sponsor/Partner Information: Contact details of individuals within partner organisations.

  • Other Information: Any other personal information you voluntarily provide to us.

3. How We Collect Information

We collect personal information directly from you when you:

  • Visit our website (www.theaicollectivenz.org).

  • Register for our events or workshops.

  • Subscribe to newsletters or mailing lists.

  • Contact us via email or contact forms.

  • Apply to speak, volunteer, or contribute content.

  • Interact with us on social media platforms.

We may also collect information automatically through cookies and website analytics tools when you visit our website.

4. Why We Collect and How We Use Information

We collect and use your personal information for the following purposes:

  • To Operate The AI Collective: Manage events, workshops, and community activities.

  • To Communicate: Respond to enquiries, send event updates, newsletters (with consent), and other relevant communications.

  • To Improve Our Services: Analyse website usage and event feedback to enhance our offerings and user experience.

  • To Facilitate Connections: Enable networking and collaboration within the AI Collective community (e.g., sharing attendee lists with consent where appropriate for specific networking events).

  • To Process Registrations and Payments: Manage event bookings and financial transactions securely.

  • To Manage Relationships: Maintain records of speakers, sponsors, partners, and contributors.

  • To Meet Legal Obligations: Comply with applicable laws and regulations.

  • For Marketing and Promotion: Promote future events and initiatives (with appropriate consent where required).

5. Sharing Your Information

We respect your privacy and will generally not share your personal information with third parties, except in the following circumstances:

  • Service Providers: We may share information with trusted third-party service providers who assist us in operating The AI Collective (e.g., email marketing services, payment processors, website hosting). For example, we use event ticketing features within our WordPress website to manage event registrations. These providers are obligated to protect your information and use it only for the services they provide to us.

  • Event Sponsors/Partners: For specific events, we may share attendee lists (e.g., name, organisation) with sponsors/partners only with your explicit consent obtained during registration.

  • Legal Requirements: If required by law, court order, or government request.

  • With Your Consent: In other circumstances where we have obtained your explicit consent.

We do not sell your personal information.

6. Storage and Security

We take reasonable steps to protect the personal information we hold from misuse, loss, unauthorised access, modification, or disclosure. This includes:

  • Using secure servers and data storage solutions.

  • Implementing access controls for our systems.

  • Using secure third-party providers for sensitive tasks like payment processing.

However, no internet transmission or electronic storage is 100% secure. While we strive to protect your information, we cannot guarantee its absolute security.

7. Cookies and Website Analytics

Our website uses cookies (small text files stored on your device) and analytics tools (e.g., Google Analytics) to improve user experience and understand website traffic. Cookies may collect information like your IP address, browser type, and browsing behaviour. You can usually modify your browser settings to decline cookies if you prefer. Analytics tools help us analyse aggregated, non-identifiable data about website usage.

8. Your Rights: Access and Correction

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

  • Request access to the personal information we hold about you.

  • Request correction of your personal information if you believe it is inaccurate, incomplete, or out of date.

To make an access or correction request, please contact us using the details below. We will respond to your request in accordance with the Privacy Act.

9. Data Retention

We will retain your personal information only for as long as necessary to fulfil the purposes outlined in this policy, or as required by law.

10. Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in our practices or legal requirements. The updated policy will be posted on our website with the “Last Updated” date revised. We encourage you to review this policy periodically.

11. Contact Us

If you have any questions about this Privacy Policy or our privacy practices, or if you wish to exercise your privacy rights, please contact:

Karrina Mountfort

The AI Collective NZ

karrina@webbased.ai

c/o Webbased AI, 4/125 St Georges Bay Road, Parnell, Auckland

3. Embedded Content

Our website may include embedded content from third-party platforms such as Facebook, Instagram, X (formerly Twitter), and LinkedIn. Embedded content from these platforms behaves the same as if you visited the platform directly. These platforms may collect data about you, use cookies, embed additional third-party tracking, and monitor your interaction with the embedded content. We encourage you to review the privacy policies of these platforms to understand how they manage your data:

4. Cookies

WordPress and Cookies

Our website is powered by WordPress, which uses cookies to enhance user experience and functionality. The cookies set by WordPress include:

  • User Authentication Cookies: Used to log in and maintain sessions.
  • Comment Cookies: If you leave a comment, cookies may be set to remember your details for future comments.
  • Plugin and Theme Cookies: Additional cookies may be set by plugins or themes for functionality and analytics.

These cookies help ensure smooth operation and personalization of the website.

5. Who Has Access To Your Data

If you are not a registered client for our site, there is no personal information we can retain or view regarding yourself.

If you are a client with a registered account, your personal information can be accessed by:

  • Our system administrators.
  • Our supporters when they (in order to provide support) need to get the information about the client accounts and access.
6. Third Party Access to Your Data

At Webbased AI, we prioritize the privacy and security of your data. We do not share your personal data with any third parties. Access to your data is strictly limited to our internal team, and no external parties have access to the data collected through our website. We are committed to maintaining your trust by ensuring that your information remains confidential and protected.

7. How Long We Retain Your Data For

When you submit a support ticket or a comment, its metadata is retained until (if) you tell us to remove it. We use this data so that we can recognize you and approve your comments automatically instead of holding them for moderation.

If you register on our website, we also store the personal information you provide in your user profile. You can see, edit, or delete your personal information at any time (except changing your username). Website administrators can also see and edit that information.

8. Security Measures

We use the SSL/HTTPS protocol throughout our site. This encrypts our user communications with the servers so that personally identifiable information is not captured/hijacked by third parties without authorization.

In case of a data breach, system administrators will immediately take all needed steps to ensure system integrity, will contact affected users and will attempt to reset passwords if needed.

9. Your Data Rights

Your Data Rights

We respect your rights regarding your personal data. Under both general data protection regulations and GDPR, you have the following rights:

  • Access: You can request access to the personal data we hold about you.
  • Correction: You can request the correction of any inaccurate or incomplete data.
  • Deletion: You can request the deletion of your personal data, subject to legal obligations.
  • Restriction: You can request the restriction of processing your data in certain circumstances.
  • Objection: You can object to the processing of your personal data for specific purposes.
  • Portability: You can request to receive your data in a structured, commonly used, and machine-readable format, and to have it transferred to another data controller.

To exercise any of these rights, please contact us at [Insert Contact Information]. We will respond to your request within the timeframe required by law, typically within one month.

If you believe that your data protection rights have been violated, you have the right to lodge a complaint with the relevant supervisory authority.

10. Third Party Websites

Our website may contain links to third-party websites. Please note that once you leave our site and access these third-party sites, we have no control over their privacy practices or content. We encourage you to review the privacy policies of any third-party websites you visit, as we are not responsible for the protection and privacy of any information you provide while visiting such sites.

11. Release of Your Data for Legal Purposes

We may disclose your personal data if required by law, or if we believe such action is necessary to comply with legal obligations, protect our rights, or ensure the safety of our users and the public. This may include responding to lawful requests by public authorities, such as a court order, subpoena, or other legal processes.