VERI‑Mi Privacy Policy

Our Privacy Commitment

We recognise the importance of protecting your personal information and are committed to managing it in accordance with the Privacy Act 2020 and all other applicable laws. This Privacy Policy explains how we collect, use, disclose, and protect your personal information.

How we collect personal information

We collect personal information directly from you when you:

• Register for an account on the VERI‑Mi app
• Submit employment‑related data (e.g. work hours, pay, location)
• Contact us via the VERI‑Mi website or app
• Participate in research or promotional activities
• Sign up for marketing communications
• Interact with us in any other way

We may also collect personal information indirectly, including:

• Tracking your use of the VERI‑Mi app (e.g. GPS, usage analytics)
• Third‑party platforms if you connect via social media or APIs

What personal information we collect

• Contact details: Name, email, phone number, address
• Demographic data: Date of birth, gender, age
• Employment data: Work hours, wages, attendance reports
• Device and access data: IP address, device ID
• Usage data: Pages visited, features used
• Other information you voluntarily provide

Sensitive information

Why do we collect, hold, use and disclose your personal information?

We will collect your personal information, so we can provide you with advice and support about your employment, your hours of work, and whether you are being paid fairly by your employer. Your personal information may be used by us for any purpose which is stated to you at the time of collection, or that you otherwise authorise, and for the following purposes:

• to communicate with you and respond to information that you have requested or have registered for;
• to verify your identity when you communicate with us regarding your account or for use of the VERI-Mi app, and to assist you if you forget your username or password for any of the services we provide to you via the app;
• to develop and improve our products, services, communication methods and the functionality of the VERI-Mi website an app;
• to carry out marketing, promotional and publicity purposes including direct marketing, market research and surveys;
• to assist in providing better services to you by tailoring them to meet your needs;
• to deal with your enquiries and requests; and
• to assess and handle any complaints or for general customer care purposes.

Please note that only de-identified information/data (data where you cannot be personally identified) will be utilised for the purposes of market research, marketing planning, analysis, profiling and statistics.

How we use your personal information

We use your personal information to:

• Provide employment-related advice and support
• Verify your identity and manage your account
• Respond to your queries and requests
• Improve our products, services, and app functionality
• Conduct marketing, research, and promotional activities
• Tailor services to better meet your needs
• Handle complaints and provide customer care

We will only use your personal information for the purposes stated at the time of collection or as otherwise authorised by you.

VERI-Mi as processor and collector of personal information

• VERI-Mi will process GPS data, employment attendance reports, wages and other information that you provide on the website and app. VERI-Mi will not access or use this data for its own purposes without your express approval, for instance, if you decide to share your work diary or records with us.
• VERI-Mi will collect and use some of the personal information you provide such as your name and contact details, device identification and your workplace location to create an account and communicate with you. We will also collect de-personalised information about app usage data so that we can deliver and improve the website and app.

Disclosure of personal information

We will disclose your personal information to VERI-Mi employees, contractors or service providers that perform specific services or functions on our behalf, for the purposes of operating our website and app, fulfilling requests by you, and to otherwise provide products and services to you including VERI-Mi’s lawyers and other professional advisors, web hosting providers and IT systems administrators. Any personal information will be provided on a strictly confidential basis. We will only disclose your personal information to any other person, such as lawyers working for Community Law, where you have consented to the release of that information.

Storage and security

We take reasonable steps to protect your personal information from misuse, loss, and unauthorised access. This includes:

• Encrypted digital storage
• Secure deletion after 12 months, unless required by law to retain it longer
• Firewalls, passwords, and physical security measures

If your personal information is no longer needed, we will securely destroy or anonymise it.

Data Breaches

If a privacy breach occurs that poses a risk of serious harm, we will notify you and the Office of the Privacy Commissioner in accordance with the Privacy Act 2020.

Direct marketing

By providing us with your electronic contact details (including mobile number and email address) you agree that we may send you informational or commercial electronic messages for any of the purposes set out in this Policy or otherwise disclosed to you. We will generally ask you to opt in to receiving informational or commercial electronic messages from us. We may use your personal information to send you direct marketing communications and information about our products and services that we consider may be of interest to you. These communications may be sent in various forms, including mail, SMS and email, in accordance with applicable marketing laws, such as the Unsolicited Commercial Electronic Messages Act 2007. You consent to us sending you those direct marketing communications by any of those methods. If you indicate a preference for a method of communication, we will endeavour to use that method whenever practical to do so. In addition, at any time you may opt-out of receiving marketing communications from us by contacting us or by using the opt-out facilities provided in the marketing communications, and we will then ensure that your name is removed from our mailing list. We may also disclose your personal information to our related bodies corporate, our other business partners and our service providers to give you information and offers about products and services offered by us or these companies that may be of interest to you. Again, we will generally ask you to opt in to receiving any such commercial electronic messages. By opting out of receiving marketing communications, you may still receive communications from us (such as invoices and notices) in relation to the products and services you have purchased from us. This form of communication is not regarded as ”commercial electronic message” under the Unsolicited Commercial Electronic Messages Act 2007.

Anonymity and Pseudonyms

You may request to remain anonymous or use a pseudonym when interacting with us. Where lawful and practical, we will accommodate this request. However, some services may require identification. be able to provide you with some services or products. Aside from the use of a pseudonym, all material that you post on our website or app or otherwise provide to us must be true and correct in all respects.

Email: [email protected]

Access and Correction

You have the right to:

• Request access to your personal information
• Ask for corrections if you believe the information is inaccurate

To make a request, contact us at [email protected]

Social media and APIs

• VERI-Mi’s website and app may include social media features such as the Facebook like button, X, share button or interactive programs that run on our site. These features may collect your IP address, which pages you visit on our site, and how long for. If you’re a member of a social media site, the interfaces may allow the social media site to connect your visits to this site with other personal information. Social media features and widgets are either hosted by a third party or hosted directly on our website or app. Your interactions with these features are governed by the privacy notice of the third party providing it and to the maximum extent permitted by law we accept no responsibility for the actions of those third parties.
• We may provide an application programming interface (API) to enable third party applications to interface with our website and app. Some applications enable you to interact with us through the API in a way that requires you to log in. To do this, most of these applications will direct you through a process where you are able to let the application connect to your account. If you allow an application to connect to your account on our website and app, including if you set up your account on our website or app using an API with a third party social media platform, that application will be able to access information that you can see when you are logged in to our website and app. You should only allow applications you trust to access your account on our website or app. If you set up your account on our website or app using an API with a third party social media platform, you also consent to us obtaining and using your information from such platform.

Making a Complaint

If you have concerns about how we handle your personal information:

• Contact our Privacy Officer at [email protected]. We will acknowledge and investigate any complaint promptly and will respond to written complaints within a reasonable time from the date of receipt.
• If unsatisfied, you may refer the matter to the Office of the Privacy Commissioner: www.privacy.org.nz

Changes to This Policy

We may update this Privacy Policy from time to time. The latest version will be available on our website and app, with the revision date clearly stated.

Contact details

We take seriously the trust you put in us to properly collect, use and keep safe your personal information. If you have any questions or comments on our Privacy Policy, if you wish to access or correct the personal information we hold on you, or wish to make a complaint, please contact: The Privacy Officer,

VERI-Mi

[email protected]