Privacy Policy

This policy explains our approach in plain language. It is written to align with the New Zealand Privacy Act 2020. If anything here is unclear, email [email protected] and we will explain it properly.

1. Who we are

Aidvisor Limited (“Aidvisor”, “we”, “us”) provides AI-assisted business advisory software to farm businesses and rural professionals. We are the agency responsible for the personal information described in this policy.

2. What we collect

Information you give us

• Account details — name, email address, phone number, organisation and role
• Billing information — billing contact and payment details processed by our payment provider
• Content you upload — documents, financial records, operational data and the questions you ask
• Correspondence — enquiries, support requests and demo bookings

Information we collect automatically

• Authentication and access events, including sign-in times and IP address
• Usage information about how the platform is used, for reliability and product improvement
• Device and browser information necessary to deliver the service securely

3. How we use it

• To provide the platform — indexing your documents and generating answers to your questions
• To authenticate you and enforce access controls across organisations and projects
• To provide support, respond to enquiries and communicate about the service
• To bill you and maintain financial records
• To improve reliability, performance and product features in aggregate
• To meet legal and regulatory obligations

We do not use your business data to train public or third-party foundation models, and we do not pool your data with other customers to build shared models.

4. AI processing

When you ask a question, passages relevant to that question are retrieved from your own content and sent, with your question, to a large language model provider to generate a response. Only the relevant context is sent — not your entire document set. Our model providers are contractually restricted from training on data sent through our platform. Answers are returned with citations to the source material used.

5. Disclosure

We do not sell personal information. We disclose it only:

• To people you invite into your organisation or projects, according to the access you grant
• To service providers who help us operate the platform, under obligations of confidentiality
• Where required by law, or to protect the rights and safety of people or property
• In connection with a business transfer, subject to equivalent privacy protections

Our service providers include cloud infrastructure, database and storage providers, large language model providers, payment processing and customer communication tools. A current list is available on request.

6. Storage and location

Your data is hosted in Singapore. Because this is outside New Zealand, we take reasonable steps to ensure comparable safeguards apply before your information is transferred, consistent with Information Privacy Principle 12 of the Privacy Act 2020. Some service providers may process limited information in other jurisdictions on the same basis.

7. Security

We encrypt data in transit and at rest, enforce role-based access on a least-privilege basis, require multi-factor authentication for platform administrators, and log access to administrative functions. Our full security posture is described on our security page. No system is perfectly secure, and we will notify you promptly if a privacy breach affects you, as required by the Privacy Act 2020.

8. Retention

We keep your information for as long as your account is active and for as long afterwards as we need it to meet legal, accounting or reporting obligations. You may request deletion at any time and we will action it, subject to those obligations.

9. Your rights

Under the Privacy Act 2020 you have the right to:

• Request access to the personal information we hold about you
• Request correction of information that is inaccurate or incomplete
• Ask us to delete information we no longer need to hold
• Export your data from the platform
• Complain to us, and to the Office of the Privacy Commissioner

To exercise any of these rights, email [email protected]. We will respond within 20 working days.

10. Cookies

This website uses only the cookies and local storage necessary to operate the site and keep you signed in. We do not use third-party advertising cookies or cross-site tracking.

11. Changes

We may update this policy as the platform develops. Material changes will be notified to account holders by email, and the “last updated” date above will change.

12. Contact

Questions, requests or complaints about privacy can be sent to [email protected]. If you are not satisfied with our response, you may contact the Office of the Privacy Commissioner at privacy.org.nz.