Privacy Statement
Effective 16 October 2026
Who this statement covers
Clipboard Ltd provides disability support and business/technology services in Aotearoa New Zealand. This statement explains how we handle information about people who contact us, receive support, buy services or use our website. Contact our privacy contact at [email protected] or 0800 257 273.
The Privacy Act 2020 applies. When we handle health or disability-support information as a health agency, the Health Information Privacy Code 2020 also applies. Your individual service agreement may provide more specific collection information; it does not remove your privacy rights.
Postal address: 32 Kourataki Road, Baverstock, Hamilton, New Zealand.
Support hours: Monday–Friday, 9am–5pm (New Zealand time), excluding public holidays.
What we collect and why
- Enquiries and accounts: your name, contact details, service address, communications, orders, invoices and payment status, to respond, arrange services and administer your account.
- Disability support: information needed for agreed support, such as preferences, goals, communication and accessibility needs, relevant health or safety information, support plans, consent and authority records, funding information, service notes and incidents. We collect only what is necessary for a lawful support purpose.
- Technology services: information needed to activate, manage and troubleshoot services, including connection identifiers, IP addresses, device/configuration details, domain details, service logs and phone/SMS usage or billing records.
- Website operation: technical information such as IP address, browser/device information, requested pages and security logs, to deliver and protect the website. Analytics and cookie details are explained below.
We explain whether particular information is required and what may happen if you choose not to provide it. You can ask what is necessary; withholding essential information may limit the service we can safely or practically provide.
111 Contact Code applications: required identity, account, contact, circumstance category, declarations and evidence or authorised verifier details are used to assess eligibility and arrange and maintain appropriate means of contacting 111 during a power cut. Necessary details may be shared with a verifier or equipment/service supplier and used for required records, reporting and complaints. We do not need your full medical history.
Where information comes from
We usually collect information from you. With an appropriate basis, we may receive information from an authorised representative, referrer, funder, service partner or supplier where needed for the service. We check the authority to share and do not assume that whānau, an employer or a funder can authorise every collection or disclosure.
When information is collected indirectly, we provide the notification required by information privacy principle 3A or the corresponding health-code rule, unless a lawful exception applies. A general privacy page does not replace a specific notice where one is required.
How we use and share information
We use information for the purposes explained when collecting it, directly related purposes where permitted, purposes you authorise, or another lawful basis. Depending on your service, recipients may include staff or contractors who need it, authorised support people, funders, relevant professionals and suppliers needed to deliver the service.
We use Webcare for disability-support records, Microsoft 365 for email and files, Xero for accounts and Voyager for internet, phone and SMS services. Information is shared with a provider only as needed for its role. Service partners may process data through their own infrastructure and subprocessors. The relevant service or collection notice identifies additional recipients when needed.
We may disclose information when lawfully required or permitted, including to address a serious threat, report an incident or comply with legal duties. We do not treat the Clipboard Collective as one unrestricted customer database: a separate company does not receive your information merely because it is associated with Clipboard.
Calls, recordings and customer-hosted data
Clipboard does not routinely record calls. If a particular service or conversation will be recorded, we explain that in advance, including the purpose and how the recording will be handled. Telephone usage and billing records are different from recordings.
When we host a customer’s website or work in their systems, that customer may determine the purposes for collecting their users’ information. We handle that data within our authorised service role and agreed instructions, subject to our legal obligations. Ask the organisation running the website for its own privacy notice.
Cookies, analytics and outside links
Our website uses cookies or browser storage for functions such as security, preferences, cookie choices and remembering whether animation is paused. Cloudflare helps deliver and protect the website and may process technical request information.
We use Google Analytics to understand website use. Analytics settings, consent choices and browser controls affect what is collected. The cookie controls on this website and your browser settings let you manage available choices; blocking some technologies can affect functionality. Some essential security or service requests may still occur when optional cookies are declined. Browser settings can provide additional controls.
Links to social media, suppliers and other websites take you to services with their own privacy practices. We do not control information you provide directly to them. We explain the applicable purpose and available choices before introducing materially different tracking or marketing use.
Marketing choices
If we send commercial email or SMS, we need a lawful basis for doing so and provide sender identification and a functioning unsubscribe method. We action unsubscribe requests within five working days as required by the Unsolicited Electronic Messages Act 2007. Opting out of marketing does not stop necessary service, billing or safety communications.
We seek appropriate permission before using identifiable support stories, photographs or client projects for promotion. Choosing not to take part in publicity does not reduce your support rights.
Security, overseas processing and retention
We use reasonable safeguards appropriate to the information, including access controls and secure service configurations. Staff and authorised contractors should access only what their role requires. No online system is risk-free; contact us promptly if you suspect a privacy or security issue.
Some providers or their support teams may process or access information outside New Zealand. We assess the applicable protections, contracts and responsibilities. Where overseas disclosure is subject to principle 12, we must meet its requirements; using an overseas processor does not automatically remove Clipboard’s responsibilities. We do not promise that all data remains in New Zealand.
We keep personal information only as long as required for the service or another lawful purpose, including applicable health-record, tax, contractual, complaint and legal obligations. Retention depends on the type of record. We securely delete or de-identify information when it is no longer required, subject to backup expiry and lawful holds. You can ask about the period for a particular record.
If a privacy breach has caused or is likely to cause serious harm, we notify the Privacy Commissioner and affected people as required by law, subject to lawful exceptions. We also take steps to contain and address the breach.
Your access, correction and complaints rights
You can ask for access to personal information we hold about you and request a correction. We may need to verify your identity and any representative’s authority. We respond as soon as reasonably practicable and normally decide an access or correction request within 20 working days, subject to lawful extensions. We explain any refusal and your available complaint rights.
If we do not make a correction you request, you can ask us to attach a statement of correction where required by law. You can also ask us to review information that is inaccurate or no longer necessary. New Zealand law does not provide an unconditional right to erase records that must lawfully be retained.
Contact [email protected] and say it is a privacy request or concern. We can help you use an accessible way to contact us. If you are not satisfied, you can complain to the Office of the Privacy Commissioner. Disability-support rights and complaints information is also available from the Health and Disability Commissioner.
Changes to this statement
We review this statement when services or practices change and show the effective date of the published version. Where a new collection or use requires additional notice or consent, we provide it; changing this webpage alone does not authorise a new use of your information.
Need help understanding this page? Contact Clipboard and ask for an accessible explanation.
