Privacy Policy

1. Who we are

Proactive HR is an independent HR consultancy based in New Zealand. We provide HR systems, processes, and HRIS advisory services to businesses.

If you have any questions about this policy or your personal information, please contact us:
Email: contact@proactivehr.co.nz

We comply with our obligations under the Privacy Act 2020 (New Zealand).

2. What information we collect

We may collect the following types of personal information:

Contact details (name, email address, phone number)
Business information (role, organisation, enquiry details)
Information provided through forms, questionnaires, or diagnostic sessions
Communications between you and Proactive HR
Website usage data (such as pages visited, and website analytics data)

We only collect information relevant to providing our services or responding to enquiries.

3. How we collect information

We collect information in a number of ways, including:

Direct contact (email, phone, messages)
Website forms
Pre-session or diagnostic questionnaires
Meetings, workshops, or consulting engagements

We may collect information through third-party business systems that support the delivery of our services and the operation of our business.

We may also collect limited information automatically through website analytics tools.

Where appropriate, meetings may be recorded or transcribed to assist with note-taking, project delivery, or preparation of recommendations. We will advise participants beforehand and obtain consent before recording or transcription takes place.

4. Why we collect your information

We collect and use your information to:

Respond to enquiries and communicate
Deliver services
Prepare proposals or scope work
Manage client relationships and projects
Improve services and website experience

Providing personal information is generally voluntary. If you choose not to provide certain information, this may limit our ability to respond to your enquiry or provide the services you have requested.

5. How we store and protect your information

Your information is stored using secure systems and service providers.

We take reasonable steps to protect your information, including:

Using reputable cloud-based systems
Limiting access to authorised users
Maintaining appropriate security practices

6. How long we keep information

We retain personal information only for as long as it is required for the purposes for which it was collected, including meeting legal, accounting, tax, or professional obligations.

When information is no longer required, we take reasonable steps to securely delete or de-identify it.

7. Information we process on behalf of clients

In some engagements, Proactive HR may access or process personal information on behalf of a client organisation.

In these situations, the client organization remains responsible for determining the purpose and use of that information, and Proactive HR acts only for the purpose of providing agreed services.

We will handle any such information in accordance with our contractual obligations, applicable privacy laws, and the instructions of the client organisation.

8. Who we share your information with

We do not sell or distribute your personal information.

We may share information with:

Our trusted service providers (customer relationship management, scheduling, finance, document management, website hosting, communication, and other business support systems)
IT support providers

Some of our service providers may store or process information outside New Zealand. Where this occurs, we take reasonable steps to ensure that your information remains appropriately protected.

9. Access and correction

You have the right to request access to your personal information and request corrections if needed. Contact us using the details above.

If you have concerns about how we have handled your personal information, please contact us first so we can try to resolve the issue.

If you are not satisfied with our response, you may make a complaint to the Office of the Privacy Commissioner.

Website: www.privacy.org.nz Phone: 0800 803 909

10. Cookies and website analytics

Our website uses cookies and similar technologies to support website functionality, understand website usage and improve user experience.

We may use analytics and website performance tools provided by our website platform and other third-party service providers. These tools may collect information such as pages viewed, session activity, approximate location, device and browser information, and how visitors interact with our website.

We currently use Wix analytics tools and Google Analytics to help us understand website traffic and usage. These tools may use cookies and similar technologies to collect and process information about website activity.

Non-essential analytics and other optional cookies are only used after you have provided consent through our cookie consent banner. You can manage or withdraw your cookie preferences through the consent controls available on our website.

Information collected through third-party analytics or website tools may be processed by those providers in accordance with their own privacy terms and policies. We do not use website analytics tools to collect information that directly identifies individual visitors.

11. Updates to this policy

We may update this privacy policy from time to time. The latest version will always be available on our website.

Last updated: September 2026