Privacy Policy
Last updated: 4th February 2026
This Privacy Policy explains how Airclerk Limited (“Airclerk”, “we”, “us”, or “our”) collects, uses, stores, and discloses personal information when you access or use our website, products, and services (collectively, the “Services”). This Privacy Policy should be read together with our Terms and Conditions. By using the Services, you acknowledge that you have read and understood this Privacy Policy.
1. Scope and Application
This Privacy Policy applies to:
- Visitors to the Airclerk website
- Customers and authorised users of the Services
- Individuals whose personal information is submitted to the Services by our customers (for example, insurance applicants or insured parties)
Airclerk primarily provides Services to businesses. Where we process personal information on behalf of our customers, we act as a 'processor' (or service provider), and our customers act as the 'agency' (or controller) of that information under the Privacy Act 2020.
2. Compliance with New Zealand Law
Airclerk complies with the Privacy Act 2020 (New Zealand) and the Information Privacy Principles (IPPs). Where applicable, we also take reasonable steps to align with international privacy standards relevant to our customers, including GDPR-inspired safeguards for cross-border data transfers.
3. Personal Information We Collect
3.1 Information You Provide Directly
We may collect personal information that you or your organisation provide, including:
- Name, email address, phone number
- Business name, role, and organisation details
- Account credentials and authentication information
- Support requests and communications
- Billing and payment-related contact information
3.2 Customer-Submitted Data
When you use the Services, you may submit or upload data that includes personal information relating to third parties, such as:
- Insurance applicants or policyholders
- Directors, employees, contractors, or beneficiaries
- Claims history, underwriting information, or policy details
3.3 Automatically Collected Information
We may automatically collect limited technical information, including:
- IP address
- Device and browser type
- Usage logs and activity metadata
- Date, time, and duration of access
This information is used primarily for security, reliability, and service improvement.
4. How We Use Personal Information
We use personal information only for legitimate business purposes, including to:
- Provide, operate, and maintain the Services
- Process and respond to support requests
- Authenticate users and secure accounts
- Monitor usage, performance, and security
- Improve and develop our Services
- Meet legal, regulatory, and contractual obligations
- Communicate important service updates or notices
Airclerk does not use personal information to provide regulated financial advice.
5. Sharing and Disclosure
We do not sell personal information. We may share personal information with trusted service providers (such as hosting, analytics, AI infrastructure, and identity providers) who process it on our behalf under appropriate contractual safeguards. We may also disclose information where required by law or to protect the rights, property, or safety of Airclerk, our customers, or others.
6. Data Storage and Security
Personal information is stored using reputable cloud infrastructure with encryption in transit and at rest. We apply role-based access controls, audit logging, and standard security practices. While no system is completely secure, we take reasonable steps to protect personal information.
7. International Transfers
Airclerk may store or process personal information outside New Zealand, including in jurisdictions where our infrastructure or service providers operate. Where we transfer personal information cross-border, we take reasonable steps to ensure comparable privacy protections.
8. Retention
We retain personal information only for as long as necessary to provide the Services, comply with legal obligations, resolve disputes, and enforce our agreements. Customer-submitted data is retained according to our customers' instructions and applicable agreements.
9. Your Rights
Subject to applicable law, you may request access to, correction of, or deletion of your personal information. Where Airclerk acts as a processor on behalf of a customer, please direct such requests to the customer (the controller); we will support customers in responding to verified requests.
10. Contact Us
For questions about this Privacy Policy or our handling of personal information, contact us at hello@airclerk.ai.