Privacy Policy

We are Keetrax Limited, a digital marketing agency headquartered in Māpua, Nelson, New Zealand. This Privacy Policy outlines how Keetrax (“we,” “us,” or “our”) collects, uses, stores, and protects your personal information when you visit keetrax.com, engage with our services, or subscribe to one of our software products.

We are committed to protecting your privacy and ensuring our data practices comply with the New Zealand Privacy Act 2020, including all 13 Information Privacy Principles (IPPs). We also respect international standards including the GDPR and the Australian Privacy Act 1988 for our clients and visitors in Australia and globally.

What Information We Collect

We believe in data minimisation (IPP 1) and only collect personal information that is reasonably necessary for our lawful business functions. The information we collect falls into the following categories:

Information you provide to us: Includes your name, email address, phone number, company name, and project requirements when you fill out contact forms, subscribe to our newsletter, enquire about our services, or apply for a job with us.

Information collected automatically: Includes your IP address, browser type, operating system, and browsing behaviour on our website, collected via analytics tools including Google Analytics 4.

Meeting and communication data: When you participate in video or phone calls with our team, those meetings may be recorded and transcribed using Fireflies.ai, an AI-powered meeting transcription service. You will be notified at the start of any recorded session. Transcripts are used internally for service delivery and account management purposes only.

Client data: When we manage campaigns, websites, or customer databases on behalf of our clients, we act as a data processor or agent. This data is governed by our clients’ respective privacy policies, not this one.

Software product subscribers: If you subscribe to one of our software products (such as Klaviyo for Neto, Mailchimp For Neto or KeeSubscription), we collect your name, business name, email address, and payment details via Stripe for subscription management and billing purposes.

How We Collect Information (Direct & Indirect Collection)

We collect information in a manner that is lawful, fair, and not unreasonably intrusive (IPP 4).

Direct Collection (IPPs 2 & 3): Wherever possible, we collect personal information directly from you when you interact with our website, communicate with us via email or phone, or engage our agency services.

Indirect Collection & Third Parties (IPP 3A): In some instances, we may collect personal information about you indirectly from third parties, such as advertising platforms (including Meta and Google), analytics providers, or lead generation partners. In accordance with the Privacy Act amendment effective 1 May 2026, when we collect your personal information indirectly, we will take reasonable steps to ensure you are made aware that we have collected this data, our purpose for doing so, and your rights to access it. We are not required to notify you if an exception applies under the Act (for example, if notifying you would prejudice the purpose of collection, or if you were already made aware by the third party).

How We Use Your Information

We will only use your personal information for the purposes for which it was originally collected, or for directly related purposes (IPP 10). We use your data to:

  • Provide our digital agency services, including paid advertising (Google Ads, Meta Ads, TikTok Ads), social media management, email marketing, website development, conversion rate optimisation, AI SEO, and brand design.
  • Respond to your enquiries and manage client relationships and billing.
  • Manage software product subscriptions and associated billing.
  • Improve our website functionality and user experience.
  • Send marketing communications and newsletters (you can opt out at any time).
  • Run and measure the performance of our own marketing campaigns.

We take reasonable steps to ensure the personal information we hold is accurate, up to date, and complete before we use it (IPP 8). We will not keep your personal information for longer than is necessary to fulfil these purposes (IPP 9).

Use of Artificial Intelligence Tools

Keetrax uses artificial intelligence tools as part of our internal operations, including for meeting transcription (Fireflies.ai), scheduling and project management, and strategic assistance. Personal information processed through these tools is used solely to improve the quality of our service delivery and internal operations. We do not use AI tools to make automated decisions about individuals that have significant legal or similar effects without human oversight.

We only use enterprise-grade AI platforms with strict data governance policies, and we avoid inputting confidential client or personal information into consumer AI tools. We are mindful of Māori Data Sovereignty principles in our selection of AI tools and platforms, giving consideration to indigenous data protections when evaluating third-party services.

For a full explanation of how we integrate AI into our work and the commitments we hold ourselves to, see our AI Manifesto.

Who We Share Information With

We do not sell your personal information. We only share your data with third parties when necessary to run our business or provide our services (IPP 11), including:

Service Providers: Trusted third-party tools we use for daily operations, including:

  • Google Workspace (email, documents, and calendar)
  • Asana (project management and client account management)
  • Xero (accounting and invoicing)
  • Stripe (payment processing for software subscriptions)
  • Klaviyo and Mailchimp (email marketing platforms)
  • Sprout Social (social media scheduling and management)
  • Toggl (time tracking)
  • Slack (internal team communication)
  • Fireflies.ai (meeting transcription)

Advertising & Analytics Partners: Platforms including Google (Google Ads and Google Analytics 4) and Meta (Facebook and Instagram Ads), used for our own agency marketing, client campaign management, and analytics.

Legal Compliance: We will disclose your information if authorised by you, if required by law, or to protect our legal rights.

International Data Transfers

Because Keetrax uses global cloud infrastructure and software providers (such as Google Workspace, Meta, and Stripe), your personal information may be transferred to and stored in countries outside of New Zealand. We also serve clients across Australia and internationally.

In compliance with IPP 12 regarding cross-border disclosures, we will only transfer your personal information to overseas entities if we believe, on reasonable grounds, that they are subject to privacy laws that provide comparable safeguards to the New Zealand Privacy Act 2020 (such as the GDPR or the Australian Privacy Act 1988), or if they are bound by a contract requiring them to protect your information to New Zealand standards.

Storage, Security, and Data Breaches

We implement reasonable technical and organisational security safeguards (IPP 5) to protect your personal information against loss, unauthorised access, modification, or disclosure.

Mandatory Breach Reporting: In the event of a privacy breach that we believe has caused, or is likely to cause, serious harm, we are legally required to notify the New Zealand Office of the Privacy Commissioner and the affected individuals without undue delay.

Cookies and Tracking Technologies

Our website uses cookies and similar tracking technologies to analyse site traffic, optimise performance, and personalise content. These include strictly necessary cookies, performance cookies (via Google Analytics 4), and advertising pixels (via Google and Meta). You can manage or disable your cookie preferences at any time through your browser settings.

Your Rights: Access and Correction

You have the right to control your personal information, regardless of whether we collected it directly from you or indirectly from a third party. Under IPPs 6 and 7, 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. If we decline to make the correction, you have the right to request that a “statement of correction” be attached to your data.

To exercise these rights, or to opt out of our marketing communications, please contact our Privacy Officer.

Contact Us & Complaints

Keetrax has a designated Privacy Officer responsible for overseeing our privacy practices. If you have any questions, requests to access or correct your data, or concerns about how we handle your personal information, please contact:

The Privacy Officer
Keetrax Limited
Unit 11, 66 Aranui Road
Māpua 7005
Nelson, New Zealand
Email: [email protected]

Right to Complain: If you are not satisfied with our response to a privacy concern, you have the right to make a formal complaint to the New Zealand Office of the Privacy Commissioner at privacy.org.nz.