Privacy Policy

Effective Date: 9 July 2026

This Privacy Policy explains how Ivor Software Ltd t/a Ivor Software (“Ivor Software”, “we”, “us”, or “our”) collects, uses, stores, discloses, and protects personal information when you use our websites, software, mobile applications, cloud services, hosting services, Ivor ERP System, integrations, support services, and related online services.

By using our services, you agree to the collection and use of information in accordance with this Privacy Policy.

1. Who We Are

Ivor Software Ltd is a New Zealand software, ERP, website, hosting, and online service provider.

Ivor Software Ltd
300 Richmond Rd, Grey Lynn, Auckland 1021
New Zealand
Website: https://www.ivorsoftware.com/
Support: https://myaccount.ivorsoftware.com/client/plugin/support_manager/client_tickets/departments/

2. Services Covered by This Policy

This Privacy Policy applies to services provided by Ivor Software, including but not limited to:

Ivor ERP System and related software modules
Point-of-sale systems
eCommerce websites
Booking systems
Customer portals
Website hosting and system hosting
Domain name services
Email services
Database hosting
SMS services
Data backup services
Virtual servers
Mobile applications
Software integrations with third-party platforms
Technical support, maintenance, and related professional services

3. Information We Collect

We may collect or process the following types of information.

3.1 Account and Customer Information

When you create an account, order a service, request support, or use our systems, we may collect information such as:

Name
Business or organisation name
Postal address
Email address
Phone number
Billing information
Service order details
Account login details
Support ticket content
Communication records
Domain, hosting, website, email, database, server, or software configuration details

We collect this information so we can provide, manage, support, invoice, and maintain our services.

3.2 Business and Customer Data

Depending on the services you use, our systems may host, store, process, or transmit business data, including but not limited to:

Customer records
Supplier records
Product and inventory data
Sales and order records
Booking records
POS transaction records
Website content
Uploaded files
Reports and exports
Email-related data
Accounting, operational, or workflow data
System logs
Backup data

This data is processed for the purpose of providing the services requested by you or your authorised users.

3.3 Technical and Usage Information

When you use our websites, applications, software, or hosted services, we may collect technical and usage information such as:

IP address
Browser type
Device type
Operating system
Server environment
Web server version
PHP version
MySQL version
Installed PHP extensions
Installed software modules or add-ons
Active modules and templates
Number of active users, administrators, clients, domains, or servers
Login, access, error, security, and audit logs
Licensing and activation status
Information used to prevent spam, abuse, brute-force attacks, phishing, hacking, unauthorised access, or other security risks

We use this information to operate, secure, authenticate, troubleshoot, support, license, and improve our software and services.

3.4 Mobile App Information

If you use one of our mobile applications, we may collect or process information such as:

App account information
Device type and operating system
App version
Crash reports and diagnostic information
Push notification tokens, if notifications are enabled
Information entered, uploaded, or processed through the app
Data required for app features, authentication, security, and support

We do not collect precise location, camera, microphone, contacts, photos, or other device permissions unless the app feature requires it and you grant permission.

4. Third-Party Platform Integrations

Some Ivor Software services may allow you or your authorised users to connect third-party platforms, applications, marketplaces, payment providers, email providers, calendar providers, file storage providers, accounting systems, eCommerce platforms, or other external services.

Examples may include platforms such as Google, Apple, Microsoft, Shopify, WooCommerce, Trade Me, payment gateways, email services, calendar services, file storage services, and other business systems.

We only access third-party platform data when you or your authorised user connects, authorises, or enables the relevant integration.

Depending on the integration and permissions granted, we may access or process information such as:

Account profile information
Email address
Customer records
Product records
Inventory records
Order records
Payment or transaction records
Booking or calendar records
Email, message, or communication records
File names, file metadata, or file content
Spreadsheet, report, or document data
API tokens or authentication credentials required to operate the integration

We use third-party platform data only to provide, maintain, secure, troubleshoot, and improve the features you have enabled or requested.

We do not sell third-party platform data.
We do not use third-party platform data for advertising or retargeting.
We do not transfer third-party platform data to data brokers or advertising platforms.
We do not use third-party platform data to determine credit-worthiness or for lending purposes.
We do not use third-party platform data to train general artificial intelligence or machine learning models, unless you have specifically agreed to a separate feature or agreement that permits this.

5. How We Use Information

We may use personal information, business data, service data, technical data, and third-party platform data to:

Provide, operate, and maintain our services
Create and manage customer accounts
Process service orders, invoices, payments, renewals, and cancellations
Configure hosting, ERP, website, email, database, domain, backup, SMS, server, app, and integration services
Provide customer support and technical support
Authenticate users and protect accounts
Monitor software licensing and authorised use
Detect, prevent, and respond to fraud, spam, abuse, hacking, unauthorised access, system attacks, or other harmful activity
Maintain backups and business continuity
Improve software reliability, security, functionality, and user experience
Send service notices, billing notices, support updates, security alerts, and administrative messages
Comply with legal, tax, accounting, regulatory, and contractual obligations
Enforce our Terms of Service, EULA, acceptable use rules, and other agreements

6. Legal Basis and Consent

We collect and use personal information where it is reasonably necessary to provide our services, perform our agreements, comply with legal obligations, protect our systems, prevent abuse, support our customers, or pursue legitimate business purposes.

Where a third-party platform, mobile device permission, or optional feature requires consent, we will request permission before accessing the relevant data or feature.

You may withdraw consent or disconnect an integration where supported, but some features may stop working if the required data or permission is no longer available.

7. Data Storage and Security

We take reasonable steps to protect personal information and business data against unauthorised access, use, disclosure, alteration, loss, or destruction.

Security measures may include:

Access controls
Password-protected systems
Encrypted connections where appropriate
Server monitoring
Firewalls and abuse-prevention tools
Backup systems
Logging and audit records
Security updates and maintenance
Limiting access to authorised staff, contractors, and service providers
Operational security procedures

No method of electronic transmission or storage is completely secure. While we take reasonable steps to protect information, we cannot guarantee absolute security.

8. Data Retention

We retain personal information, business data, service data, technical data, logs, and third-party platform data only for as long as reasonably necessary for the purposes described in this Privacy Policy, unless a longer retention period is required or permitted by law, contract, tax, accounting, backup, security, dispute resolution, or legitimate business requirements.

When a service is cancelled, suspended, or terminated, data may be deleted in accordance with our Terms of Service, service configuration, backup cycles, and legal obligations.

Some information may remain temporarily in backups, archives, logs, or disaster recovery systems until those records are overwritten or deleted in accordance with our normal retention procedures.

9. Data Deletion and Account Removal

You may request deletion of your personal information, account data, or third-party integration data by contacting us through our support system:

https://myaccount.ivorsoftware.com/client/plugin/support_manager/client_tickets/departments/

After receiving a deletion request, we will take reasonable steps to delete, anonymise, or restrict the relevant information, unless we are required or permitted to retain it for legal, tax, accounting, security, backup, fraud prevention, dispute resolution, or legitimate business purposes.

If you use a mobile application, you may also request account deletion through the app where this feature is provided, or through our support system.

10. Disclosure of Information

We may disclose personal information or service data to:

Our staff, contractors, agents, and authorised representatives
Hosting, infrastructure, payment, email, SMS, domain, backup, software, analytics, security, and support service providers
Third-party platforms or integration providers where required to provide a feature you have enabled
Professional advisers, including accountants, lawyers, auditors, and insurers
Debt collection agencies where invoices remain unpaid
Law enforcement, regulators, courts, government agencies, or other parties where required or permitted by law
A purchaser, successor, or related party in connection with a business sale, merger, acquisition, restructuring, or transfer of assets

We only disclose information where reasonably necessary to provide our services, operate our business, protect our rights and systems, or comply with legal obligations.

11. International Processing

Some of our service providers, infrastructure providers, software providers, or technical systems may be located outside New Zealand.

Where personal information is transferred or processed outside New Zealand, we take reasonable steps to ensure that the information is protected in accordance with applicable privacy laws and contractual obligations.

12. Cookies and Similar Technologies

Our websites, applications, and online services may use cookies, sessions, logs, local storage, or similar technologies to:

Keep users signed in
Maintain secure sessions
Remember user preferences
Provide website, ERP, POS, booking, eCommerce, or customer portal functionality
Analyse service performance
Detect abuse, fraud, or unauthorised access
Improve security and user experience

You may disable cookies in your browser, but some features may not work correctly.

13. Analytics, Diagnostics, and Performance Monitoring

We may use analytics, diagnostics, crash reporting, logging, and monitoring tools to understand how our websites, applications, and services are performing.

This information helps us detect errors, improve reliability, troubleshoot issues, protect systems, and improve user experience.

Where practical, we use aggregated or de-identified information for analytics and performance improvement.

14. Marketing Communications

We may send service-related emails, billing notices, renewal reminders, security alerts, support updates, and administrative messages.

We may also send marketing or promotional communications where permitted by law or where you have opted in. You may unsubscribe from marketing communications where an unsubscribe option is provided.

We do not sell your personal information to advertisers.

15. Children’s Privacy

Our services are intended for businesses and users who are at least 18 years old, or who use our services with parental or guardian consent where applicable.

Our services are not directed to children under 13, and we do not knowingly collect personal information from children under 13.

16. Your Rights

Subject to applicable law, you may have the right to:

Request access to personal information we hold about you
Request correction of inaccurate or incomplete personal information
Request deletion of personal information where appropriate
Withdraw consent for optional features or integrations
Disconnect third-party platform integrations
Request information about how your data is used
Make a privacy complaint

To make a request, please contact us through our support system.

17. Compliance with New Zealand Privacy Law

Ivor Software Ltd is based in New Zealand and takes reasonable steps to comply with the Privacy Act 2020 and other applicable privacy laws.

If you believe we have not handled your personal information appropriately, please contact us first so we can try to resolve the issue.

18. Changes to This Privacy Policy

We may update this Privacy Policy from time to time. The updated version will be posted on our website with a new effective date.

If we make material changes to how we collect, use, disclose, or protect personal information, we will provide notice where required by law or applicable platform requirements.

19. Contact Us

If you have any questions, requests, or complaints about this Privacy Policy or how we handle personal information, please contact: