Last updated:12.06.25
Back9 Creative is committed to protecting your privacy in accordance with the New Zealand Privacy Act
Reviewed: Annually or as required
Applies To: All staff, contractors, and representatives of Back9 Creative Studio
1. Purpose
At Back9 Creative, protecting personal and sensitive data is a key part of how we do business. This policy outlines how we collect, handle, store, and share data securely, ethically, and in line with the New Zealand Privacy Act 2020 and other relevant laws.
2. Scope
This policy applies to all personal data handled during the delivery of our services, including web development, hosting, digital marketing, and ongoing support.
3. Key Definitions
- Personal Data: Information about an identifiable individual (e.g. name, email, phone, IP address).
- Sensitive Data: Information that is more private (e.g. health, financial data — rarely applicable to our work but protected if collected).
- Processing: Any activity involving data—collecting, storing, analysing, transferring, or deleting.
4. Data We Collect
We only collect data necessary to deliver our services effectively. This may include:
- Contact details (name, email, phone)
- Business and website information
- Usage data from websites or campaigns (e.g. via analytics tools)
We do not knowingly collect data from children.
5. How We Store Data
- Data is stored using secure, access-controlled platforms such as Google Workspace, Teamwork, Hubspot and SharpSpring CRM.
- Passwords are managed using secure practices and two-factor authentication where available.
- Backups are encrypted and stored securely.
6. Access & Authorisation
- Only authorised team members and subcontractors (as needed) have access to project data.
- Access is limited by role, and revoked when no longer required.
- Subcontractors and partners are bound by confidentiality and data protection clauses.
7. Sharing of Data
We only share data:
- With trusted third-party platforms (e.g. hosting providers, CRMs, analytics tools) essential for delivering services
- With your explicit consent, where required
- Under legal obligation, if applicable
We do not sell or rent your data.
8. Data Retention
We retain client data:
- For the duration of the project and any ongoing service agreement
- For up to 7 years for compliance and auditing purposes (where required)
- Unless you request secure deletion earlier, in writing
9. Secure Disposal
When no longer needed, data is securely deleted from our systems and any cloud-based tools.
We use permanent deletion methods and clear historical records as part of this process.
10. Data Breaches
In the unlikely event of a data breach:
- We will notify affected parties as soon as possible
- We will report it to the Office of the Privacy Commissioner (NZ) where required
- We will investigate the cause and take action to prevent recurrence
11. Staff Training & Awareness
All team members receive onboarding and regular refreshers on data privacy, secure handling, and best practices for platforms we use.
12. Questions or Concerns
If you have any concerns or requests relating to your data, please contact:
Phil Robinson
Director – Back9 Creative
📧 hello@back9.co.nz
📞 0800 4 222 59
13. Policy Review
This policy is reviewed at least annually and updated as required to reflect best practice and legal changes.
Read our privacy policy or full terms and conditions here