Privacy Policy

1. Who We Are

HeyAutomate (“we”, “us”, “our”) is a New Zealand-based AI automation agency. We build automation systems for businesses across New Zealand. Our website is heyautomate.co.nz.

Contact: jamie@heyautomate.co.nz

2. Information We Collect

We collect information that you provide directly to us, including:

• Contact form submissions — name, email address, business name, and your message.
• AI Audit questionnaire — business details, operational information, contact preferences, and the answers you provide to our automation assessment questions.
• Phone/voice interactions — if you use our AI voice agent or request a callback, your phone number and a summary of the conversation may be recorded.
• Chat interactions — if you use our AI chat widget, the conversation content is stored to improve our service.

We also automatically collect:

• Browser type, device type, and operating system.
• Pages visited and time spent on our website.
• Referring URL and IP address (anonymised where possible).

3. How We Use Your Information

We use the information we collect to:

• Generate your personalised AI Automation Audit report.
• Respond to your enquiries and provide customer support.
• Send you your audit results and follow-up communications.
• Improve our website, services, and AI systems.
• Comply with legal obligations.

We will never sell your personal information to third parties. We may share data with trusted service providers (e.g., Airtable for data storage, Retell AI for voice/chat services) solely to deliver our services.

4. Data Storage, Location & Retention

Your data is stored securely using industry-standard encryption (TLS in transit, AES-256 at rest). We use trusted third-party services (Airtable, Vercel, Retell AI, Google) that maintain their own security certifications and compliance standards.

Where your data lives: our database (Airtable) and hosting (Vercel) are based in the United States. By submitting an audit you consent to your information being transferred to and stored in jurisdictions outside New Zealand, in line with section 22 (IPP 12) of the Privacy Act 2020.

How long we keep it: audit submissions and contact information are retained for as long as we have an active business relationship with you, plus a further 7 years to meet New Zealand tax and record-keeping obligations. You can ask us to delete your data sooner — see Section 5.

While we take reasonable precautions to protect your information, no method of electronic transmission or storage is 100% secure. We cannot guarantee absolute security.

5. Your Rights Under the Privacy Act 2020

Under New Zealand's Privacy Act 2020, you have the right to:

• Access — request a copy of the personal information we hold about you.
• Correction — ask us to correct any inaccurate information.
• Deletion — request that we delete your personal information.

To exercise any of these rights, email us at jamie@heyautomate.co.nz. We will respond within 20 working days.

6. Cookies & Analytics

Our website uses Plausible Analytics — a privacy-first analytics tool that does not use cookies, does not track you across sites, and does not collect any personally identifiable information. All analytics data is aggregated and anonymous.

We do not use advertising cookies, retargeting pixels, or third-party tracking. If this ever changes, we will update this policy and ask for your consent before doing so.

7. Third-Party Services

We use the following third-party services that may process your data:

• Retell AI — powers our voice and chat agents (calls and messages you initiate via the widget).
• Airtable — stores audit submissions and contact form data.
• Vercel — hosts our website and serverless functions.
• Google (Gmail / Google Workspace) — sends and receives audit notification emails and follow-up correspondence.
• Plausible Analytics — anonymous, cookieless website analytics.

Each of these providers has their own privacy policy governing how they handle data, and each is bound by their own regulatory framework (GDPR, SOC 2, etc.). Links available on request.

8. Changes to This Policy

We may update this privacy policy from time to time. Any changes will be posted on this page with an updated revision date. We encourage you to review this policy periodically.

9. Contact Us

If you have any questions about this privacy policy or how we handle your data, please contact us:

Email: jamie@heyautomate.co.nz
Phone: +64 21 081 07216
Website: heyautomate.co.nz