Privacy Policy

Last updated: January 2026

Facilitease ("we", "us", or "our") is committed to protecting your privacy and complying with the New Zealand Privacy Act 2020. This Privacy Policy explains how we collect, use, disclose, and safeguard your personal information when you use our facilities management software and services.

1. Information We Collect

Personal Information

We may collect the following types of personal information:

• Contact Information: Name, email address, phone number, business address
• Account Information: Username, password, company name, job title
• Facility Data: Site addresses, maintenance records, job requests, asset information
• Personnel Data: Staff details, contractor information, training records
• Payment Information: Billing address, payment method details (processed securely by third-party providers)

Usage Information

We automatically collect certain information when you use our services:

• Device information (browser type, operating system)
• IP address and location data
• Usage patterns and feature interactions
• Log data and error reports

Cookies and Tracking

We use cookies and similar technologies to enhance your experience, analyse usage, and improve our services. You can manage cookie preferences through your browser settings.

2. How We Use Your Information

We use your personal information for the following purposes:

• Providing and maintaining our facilities management software
• Processing job requests, work orders, and maintenance schedules
• Sending notifications about jobs, assets, and system updates
• Customer support and responding to enquiries
• Billing and account management
• Improving our services and developing new features
• Compliance with legal obligations
• Security monitoring and fraud prevention

3. Legal Basis for Processing

Under the New Zealand Privacy Act 2020, we process your personal information based on:

• Contractual necessity: To provide our services under our agreement with you
• Legitimate interests: To improve our services and ensure security
• Consent: Where you have given explicit consent for specific purposes
• Legal obligations: To comply with applicable laws and regulations

4. Information Sharing

We may share your personal information with:

• Service Providers: Third parties who assist in delivering our services (hosting, email, analytics)
• Business Partners: With your consent, for integrated services
• Legal Requirements: When required by law, court order, or government request
• Business Transfers: In connection with a merger, acquisition, or sale of assets

We do not sell your personal information to third parties.

5. Data Retention

We retain your personal information for as long as necessary to:

• Provide our services to you
• Comply with legal obligations
• Resolve disputes and enforce agreements

Upon account termination, we will delete or anonymise your data within a reasonable timeframe, unless retention is required by law.

6. Your Rights

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

• Access: Request a copy of your personal information
• Correction: Request correction of inaccurate or incomplete information
• Deletion: Request deletion of your personal information (subject to legal requirements)
• Restriction: Request restriction of processing in certain circumstances
• Complaint: Lodge a complaint with the Office of the Privacy Commissioner

To exercise these rights, contact us at admin@unicloud.co.nz.

7. International Data Transfers

Facilitease operates offices in New Zealand and the United Kingdom. Your data may be transferred to and processed in either location. We ensure appropriate safeguards are in place for any international transfers in compliance with applicable privacy laws.

8. Data Security

We implement appropriate technical and organisational measures to protect your personal information, including:

• Encryption of data in transit and at rest
• Secure access controls and authentication
• Regular security assessments and updates
• Staff training on data protection

9. Data Breach Notification

In the event of a data breach that may cause serious harm, we will notify affected individuals and the Office of the Privacy Commissioner as required under the Privacy Act 2020.

10. Children's Privacy

Our services are not intended for individuals under 18 years of age. We do not knowingly collect personal information from children.

11. Changes to This Policy

We may update this Privacy Policy from time to time. We will notify you of significant changes by posting the new policy on our website and updating the "Last updated" date.

12. Contact Us

If you have questions about this Privacy Policy or wish to exercise your privacy rights, please contact us:

Facilitease
Email: admin@unicloud.co.nz

New Zealand Office:
500 Harvard Lane, Ardmore
Auckland, New Zealand
Phone: 0277426915

UK Office:
8 Hillside Crescent, Weldon
Corby NN17 3HG, United Kingdom
Phone: 07799 683988

13. Privacy Commissioner

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

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