Privacy notice
Introduction
This notice applies across all websites that we own and operate and all services we provide, including our online and mobile services, and any other apps or services we may offer (for example, events or training). For the purpose of this notice, we’ll just call them our ‘services’.
When we say ‘personal data’ we mean identifiable information about you, like your name, email, address, telephone number, bank account details, payment information, support queries, community comments and so on. If you can’t be identified (for example, when personal data has been aggregated and anonymised) then this notice doesn’t apply. Check out our terms of use for more information on how we treat your other data.
We may need to update this notice from time to time. Where a change is significant, we’ll make sure we let you know – usually by sending you an email.
Who are ‘we’?
When we refer to ‘we’ (or ‘our’ or ‘us’), that means Abby (Altitude Best Limited) and/or nominee. Our headquarters are in New Zealand. Address details for our Abby offices are available on the Contact us page.
We provide an easy-to-use global online platform for Accountants and Bookkeepers. At the core of our platform is our cloud accounting software. If you want to find out more about what we do, see the About Abby page.
Who are ‘you’?
When we refer to ‘you’ (or ‘your practice’ or ‘your team’), that means the organisation which you represent while using our services. It also means that you have the authority to act on behalf of your organisation (ie. Accounting Practice).
Our principles of data protection
Our approach to data protection is built around six key principles. They’re at the heart of everything we do relating to personal data.
Lawfulness, fairness, and Transparency: We take a human approach to how we process personal data by being open, honest and transparent and there is a lawful reason why we are using the data.
Purpose limitation: Our clients understand the reasons for providing their personal information and have reasonable expectations about what the organisation aims to do with it.
Data minimisation: We consider the minimum data needed to meet the purpose of the Abby.
Enablement: We enable connections and efficient use of personal data to empower productivity and growth.
Security: We champion industry leading approaches to securing the personal data entrusted to us.
Stewardship: We accept the responsibility that comes with processing personal data.
How we collect your data
When you visit our websites or use our services, we collect personal data. The ways we collect it can be broadly categorised into the following:
Information you provide to us directly: When you visit or use some parts of our websites and/or services we might ask you to provide personal data to us. For example, we ask for your contact information when you sign up for a free trial, respond to a job application or an email offer, participate in community forums, join us on social media, take part in training and events, contact us with questions or request support. If you don’t want to provide us with personal data, you don’t have to, but it might mean you can’t use some parts of our websites or services.
Information we collect automatically: We collect some information about you automatically when you visit our websites or use our services, like your IP address and device type. We also collect information when you navigate through our websites and services, including what pages you looked at and what links you clicked on. This information is useful for us as it helps us get a better understanding of how you’re using our websites and services so that we can continue to provide the best experience possible (for example, by personalising the content you see).
Some of this information is collected using cookies and similar tracking technologies.
Information we get from third parties: The majority of information we collect, we collect directly from you. Sometimes we might collect personal data about you from other sources, such as publicly available materials or trusted third parties like our marketing and research partners. We use this information to supplement the personal data we already hold about you, in order to better inform, personalise and improve our services, and to validate the personal data you provide.
Where we collect personal data, we’ll only process it:
- to perform a contract with you, or
- where we have legitimate interests to process the personal data and they’re not overridden by your rights, or
- in accordance with a legal obligation, or
- where we have your consent.
If we don’t collect your personal data, we may be unable to provide you with all our services, and some functions and features on our websites may not be available to you.
How we collect your clients’ data
To ensure Abby is able to perform the services, we require access to your clients’ information from external service providers (such as Xero®). It is your responsibility to ensure that you have the necessary consents from your clients in alignment with local privacy and data protection legislation. Abby does not take any responsibility for your compliance responsibilities.
How we use your data and your clients’ data
First and foremost, we use your personal data to operate our websites and provide you with any services you’ve requested, and to manage our relationship with you. We also use your personal data for other purposes, which may include the following:
To communicate with you. This may include:
- providing you with information you’ve requested from us (like training or education materials) or information we are required to send to you
- operational communications, like changes to our websites and services, security updates, or assistance with using our websites and services
- marketing communications (about Abby or another product or service we think you might be interested in) in accordance with your marketing preferences
- asking you for feedback or to take part in any research we are conducting (which we may engage a third party to assist with).
We may contact you through a variety of channels, including but not limited to email, telephone, SMS and in-product communications. But don't worry, we will always respect your communications preferences and you can amend these at any time through your Abby user account or where relevant, by unsubscribing at the bottom of our messages.
To support you: This may include assisting with the resolution of technical support issues or other issues relating to the websites or services, whether by email, in-app support or otherwise.
To enhance our websites and services and develop new ones: For example, by tracking and monitoring your use of websites and services so we can keep improving, or by carrying out technical analysis of our websites and services so that we can optimise your user experience and provide you with more efficient tools.
To protect: So that we can detect and prevent any fraudulent or malicious activity, and make sure that everyone is using our websites and services fairly and in accordance with our terms of use.
To market to you: In addition to sending you marketing communications, we may also use your personal data to display targeted advertising to you online – through our own websites and services or through third party websites and their platforms.
To analyse, aggregate and report: We may use the personal data we collect about you and other users of our websites and services (whether obtained directly or from third parties) to produce aggregated and anonymised analytics and reports, which we may share publicly or with third parties.
How we can share your data and your clients’ data
There will be times when we need to share your personal data with third parties. We will only disclose your personal data to:
- third party service providers and partners who assist and enable us to use the personal data to, for example, support delivery of or provide functionality on the website or services, or to market or promote our goods and services to you. We will not share your mobile telephone number or SMS opt-in consent status with these third parties to use for their own marketing purposes without your explicit consent.
- regulators, law enforcement bodies, government agencies, courts or other third parties where we think it’s necessary to comply with applicable laws or regulations, or to exercise, establish or defend our legal rights. Where possible and appropriate, we will notify you of this type of disclosure
- an actual or potential buyer (and its agents and advisors) in connection with an actual or proposed purchase, merger or acquisition of any part of our business
- other people where we have your consent.
Security
Security is a priority for us when it comes to your personal data. We’re committed to protecting your personal data and have appropriate technical and organisational measures in place to make sure that happens. For more information about security, check out Abby’s security page.
We will keep you informed about any potential security risk, phishing or scams related to our products or services.
Retention
The length of time we keep your personal data depends on what it is and whether we have an ongoing business need to retain it (for example, to provide you with a service you’ve requested or to comply with applicable legal, tax or accounting requirements).
We’ll retain your personal data for as long as we have a relationship with you and for a period of time afterwards where we have an ongoing business need to retain it, in accordance with our data retention policies and practices. Following that period, we’ll make sure it’s deleted or anonymised. In the event that we need to remove your data, we will provide you with 90 days notice via email, and support you in retrieving your data.
Your rights
Your personal data belongs to you, and you have certain rights related to it. If you'd prefer not to receive marketing communications from us, you can opt out at any time by following the unsubscribe instructions included in the messages, or by contacting us directly through our Contact Us page.
You also have the right to:
- Access your personal data to verify its accuracy and ensure it is up to date.
- Request a copy of your personal data. Upon request, we will collate your personal data and, if requested, securely share it with you (for example, as a downloadable ZIP file).
- Ask us to restrict the processing of your personal data or request its deletion.
- Object to the ongoing processing of your personal data.
You can exercise any of these rights at any time by contacting us through our Contact Us page.
If you have concerns about how we're handling your personal data, please let us know immediately through our Contact Us page.
We commit to reviewing and investigating your complaint promptly and aim to respond within a reasonable timeframe. Additionally, you have the right to lodge a complaint with your local data protection authority, who can guide you on the complaint submission process.
Requesting and Deleting Your Data
Under the New Zealand Privacy Act 2020, you have the right to request access to your personal data. If you request deletion, we'll collate your data and offer you the option to receive a copy (e.g., as a ZIP file) before it's permanently deleted from our records.
Note for Australian Users: Similar rights may apply under the Australian Privacy Act 1988. For specific details applicable to your region, please contact us directly through our Contact Us page.
How to contact us
We’re always keen to hear from you. If you’re curious about what personal data we hold about you or you have a question or feedback for us on this notice, our websites or services, please get in touch.
As a technology company, we prefer to communicate with you by email – this ensures that you’re put in contact with the right person, in the right location.
Contact us from the Contact Us page.
