Unified Systems Ltd (NZBN 9429032437591) – effective 2 November 2026
This policy explains how Unified Systems Ltd ("we", "us") collects, uses, stores and shares personal information, and your rights under the Privacy Act 2020. It applies to our website, our Unicart software, and our hosting, domain, support and consulting services.
1. Information we collect
- Contact and account details: names, business names, email addresses, phone numbers, and postal and billing addresses.
- Billing information: invoices, payment records and account balances. Card payments are processed by our payment provider (e.g. PayPal). We do not store full card numbers.
- Service information: domain registration details (which registries require), hosting and email account details, and records of support requests.
- Unicart licence and technical information: licence details, installation identifiers, software version and basic system information, sent when Unicart checks its licence, checks for updates or displays product notices.
- Diagnostic reports: if you choose to send one, a copy of your Unicart settings, with passwords and keys masked.
- Website information: information collected through cookies and server logs when you visit our website, such as your IP address, browser type and pages viewed. We use Google Analytics to understand how our website is used.
2. How we use it
We use personal information to: provide, support and bill for our products and services; manage software licences and deliver updates; register and renew domains; diagnose and fix problems; respond to enquiries; tell you about changes, outages or important updates affecting our services; and meet our legal obligations, including tax and accounting record-keeping. We will only send you marketing if you have agreed to it, and you can opt out at any time.
3. Client data we handle on your behalf
To provide our services we may host, access or process data that belongs to you or your customers, for example data in your website, email, hosting accounts or accounting file (including during remote support sessions you authorise). We handle this data only to provide the services you have asked for, keep it confidential, and do not use it for our own purposes or disclose it except as required by law. Data that Unicart transfers between your accounting system and your website goes directly between those systems, and we do not keep a copy. Email services we supply are provided as a Microsoft reseller: your mailboxes are held by Microsoft under Microsoft's own terms and privacy statement, not on our systems. If you ask us to set up a cloud service for you (for example Microsoft 365, Google Workspace or online storage), your data is held in your own account with that provider, under the provider's terms. As a general rule, we avoid keeping customer data that we do not need to provide our services.
4. Who we share it with
We do not sell personal information. We share it only with:
(a) service providers that help us run our business, such as Microsoft (email and document storage), payment processors, domain registries and registrars, data centre and infrastructure providers, and remote support tools (e.g. TeamViewer), and website analytics (Google Analytics);
(b) our professional advisers, such as accountants and lawyers;
(c) debt collection agencies, if an account remains unpaid as set out in our Terms and Conditions; and
(d) government agencies or others where the law requires or permits it.
5. Storage, security and overseas transfer
We take reasonable steps to protect personal information from loss, misuse and unauthorised access, including access controls and secure transmission. Websites we host, and their backups, are stored on our own servers in New Zealand. We may also keep encrypted copies of backups with a cloud storage provider (such as Amazon Web Services) for extra resilience, and these may be stored outside New Zealand. Our business email and documents are held in Microsoft 365 (Exchange Online and SharePoint), and Microsoft may store them in data centres outside New Zealand. Other service providers, such as payment processors, remote support tools and Google Analytics, may also store information outside New Zealand. Where we send information overseas, we do so in line with Information Privacy Principle 12.
6. How long we keep it
We keep personal information only as long as we need it for the purposes above or to meet legal requirements. For example, we keep financial records for at least seven years under New Zealand tax law. We keep support emails and diagnostic reports as a support history, so that we can help you faster if a problem comes back. We delete them once they are 12 months old, unless they relate to an issue that is still open.
7. Cookies
Our website uses cookies to make the site work (for example, to keep you logged in). We also use Google Analytics cookies to measure how visitors use the site. Google processes this information on our behalf and may store it outside New Zealand. You can block or delete cookies in your browser settings, but some parts of the site may not work properly. You can also opt out of Google Analytics with Google's browser add-on (tools.google.com/dlpage/gaoptout).
8. Your rights
You may ask to access the personal information we hold about you and ask us to correct it. We will respond within 20 working days. If we decline to correct it, you can ask us to attach a statement of the correction you requested.
9. Privacy breaches
If a privacy breach has caused, or is likely to cause, serious harm, we will notify the affected people and the Office of the Privacy Commissioner as required by the Privacy Act 2020.
10. Questions and complaints
Contact our Privacy Officer at
11. Changes to this policy
We may update this policy from time to time. The current version, with its effective date, is always available on our website.
