Privacy Policy

Last updated: 4 October 2026

1. Who we are

This policy explains how ActiveDocs Limited, a company registered in New Zealand (company number 579712, NZBN 9429038875298) with its registered office at 41 Clarence Street, Devonport, Auckland 0624 (“ActiveDocs”, “we”, “us”), collects, uses and protects personal information. It covers activedocs.com, our forms and newsletter, our advertising (including on LinkedIn), and our sales and marketing contact with you. It does not cover the ActiveDocs software itself. Customers who run ActiveDocs in their own environment control the data in it, under their own agreements with us.

We operate in New Zealand, Australia, the United States and the United Kingdom. ActiveDocs Limited is responsible for your personal information. If you have a question or request, contact our Privacy Officer, Catherine Larsen:

• Email: info@activedocs.com
• Phone: +64 9 520 5650 (NZ) · +1 888 336 2155 (US) · +61 7 3555 5543 (AU) · +44 20 3980 7722 (UK)
• Post: Privacy Officer, ActiveDocs Limited, 41 Clarence Street, Devonport, Auckland 0624, New Zealand

2. Information we collect

Information you give us

• Contact, demo and download requests: your name, work email, phone number, company, job title and country, plus anything you write in your message. This comes from our website forms or from LinkedIn Lead Gen Forms.
• Newsletter: your email address, and your choice to subscribe or unsubscribe.
• Conversations with us: emails, calls and meeting notes with our sales, support or training teams.
• Events and webinars: your registration details and whether you attended.

Information from LinkedIn and other platforms

When you submit a LinkedIn Lead Gen Form, LinkedIn pre-fills it from your profile, and we receive only the fields you choose to send. When you engage with our ads on LinkedIn or Google, those platforms give us aggregated reports, such as how many people from a job function or industry saw or clicked an ad. These reports don’t identify you personally.

Information collected automatically

When you visit activedocs.com, cookies and similar technologies collect technical and usage information. This includes your IP address, approximate location (city or region), device and browser type, the pages you view, how long you stay and what you click, the site or ad that referred you, and campaign codes in the link (UTM parameters). Section 4 lists the tools involved.

We don’t knowingly collect sensitive information (such as health, ethnicity or religion), and our website and marketing aren’t directed at anyone under 16.

3. How we use your information

We use personal information to:

• respond to your enquiry, send you the case study or resource you asked for, and arrange and run demos
• follow up with you about ActiveDocs products and services that relate to your request
• send our newsletter and marketing emails, if you subscribed or if the law otherwise allows it. You can unsubscribe at any time using the link in every email.
• measure and improve our website, content and advertising, including which campaigns bring visitors and enquiries
• show relevant ads to people who have visited our website (retargeting) and measure how our ads perform
• provide support, training and customer service to our customers
• keep our website and systems secure, prevent misuse, and meet our legal obligations

Legal basis (for people in the UK and European Economic Area). Where data protection law requires a legal basis, we rely on:

• your consent, for non-essential cookies and marketing emails where consent is required
• our legitimate interests in responding to business enquiries, promoting our software to organisations, and understanding how our website is used
• contract, where we’re providing services to you or your organisation
• legal obligation, where the law requires us to keep or disclose information

We don’t sell personal information, and we don’t use it to make decisions about you that have legal or similarly significant effects.

4. Cookies, analytics and advertising tools

Cookies are small files that a website stores in your browser. We use these tools on activedocs.com:

Your choices. You can opt out of analytics and advertising cookies at any time using the options below, or by blocking or deleting cookies in your browser settings; the essential parts of the site will still work. These tools offer their own opt-outs:

• Google: adssettings.google.com and the Google Analytics opt-out add-on
• LinkedIn: your LinkedIn advertising settings
• Microsoft: Microsoft privacy dashboard

5. Who we share it with

We share personal information only as needed for the purposes above:

• Within ActiveDocs, including our teams and related companies in New Zealand, Australia, the United States and the United Kingdom, so the right person can respond to you.
• Service providers that work for us under contract: the hosting provider for our WordPress website, email (Microsoft 365, with website email sent via Post SMTP), our Microsoft customer relationship management (CRM) system, and the analytics and advertising tools listed in section 4. They may use the information only to provide services to us.
• Authorised resellers or partners in your region, if you ask to be put in touch with one or your enquiry relates to their territory.
• Professional advisers, such as lawyers and auditors, under a duty of confidentiality.
• Authorities, where the law requires it, or to protect our rights, our users or the public.
• A buyer or successor, if all or part of our business is sold or reorganised. The information would stay protected by terms at least as strong as these.

Overseas transfers. Our team and several providers (including Google, LinkedIn and Microsoft) are outside New Zealand, mainly in the United States. When we send personal information overseas, we take reasonable steps to make sure it’s protected to a standard comparable to the New Zealand Privacy Act 2020. For information from the UK or European Economic Area, we rely on recognised safeguards such as the EU Standard Contractual Clauses, the UK Addendum, or the provider’s certification under the EU–US Data Privacy Framework.

6. How long we keep it

We keep enquiry and marketing records for as long as we have an active business relationship or reason to contact you, and then for up to 3 years after our last contact, unless you ask us to delete them sooner. Customer and financial records are kept for as long as the law requires (in New Zealand, generally 7 years). Analytics data is kept according to each tool’s retention settings (14 months in Google Analytics).

7. How we protect it

We use reasonable security safeguards, including encrypted (HTTPS) connections, access controls, and keeping our systems and plugins up to date. Only staff and providers who need personal information can access it. No system is perfectly secure, so if a privacy breach is likely to cause serious harm, we’ll notify you and the relevant regulator as the law requires.

8. Your rights and choices

You can ask to access the personal information we hold about you, and to have it corrected. You can also unsubscribe from marketing at any time. Depending on where you live, you may have further rights:

• New Zealand: to access and correct your information under the Privacy Act 2020, and to complain to the Office of the Privacy Commissioner (privacy.org.nz).
• Australia: to access and correct your information under the Privacy Act 1988, and to complain to the OAIC (oaic.gov.au).
• UK and European Economic Area: to access, correct, delete, restrict or object to processing, to data portability, to withdraw consent at any time, and to complain to your local data protection authority (in the UK, the ICO at ico.org.uk).
• United States: residents of some states (for example California, Colorado, Connecticut, Virginia and Texas) may have rights to know, access, correct and delete personal information and to opt out of targeted advertising. We don’t sell personal information. You can opt out of advertising cookies using the choices in section 4 or by contacting us.

To make a request, contact us using the details in section 1. We may need to verify your identity first. We’ll respond within 20 working days, or sooner where the law requires, and we won’t treat you differently for exercising your rights.

9. Changes to this policy

We may update this policy from time to time. We’ll publish the new version on this page and change the “Last updated” date. If a change is significant, we’ll take reasonable steps to let you know.