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:
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Contact details (name, email address, phone number)
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Business information (role, organisation, enquiry details)
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Information provided through forms, questionnaires, or diagnostic sessions
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Communications between you and Proactive HR
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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:
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Direct contact (email, phone, messages)
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Website forms
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Pre-session or diagnostic questionnaires
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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:
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Respond to enquiries and communicate
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Deliver services
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Prepare proposals or scope work
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Manage client relationships and projects
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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:
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Using reputable cloud-based systems
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Limiting access to authorised users
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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:
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Our trusted service providers (customer relationship management, scheduling, finance, document management, website hosting, communication, and other business support systems)
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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 may use cookies or similar technologies to support website functionality, understand website usage and improve user experience.
We may also use website analytics tools provided by our website platform or third-party providers to understand how visitors use our website.
You can disable cookies through your browser settings, although some website functionality may be affected.
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: June 2026