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“We”’ or “our” or “us” or “Outreach” refers to Outreach Software Limited, and “you” or “your” or “customers”  refers to any anyone (organisation or individual) that is the Licensee named in the Schedule of our OutreachCRM End User Licence Agreement. “Users” refers to nominated individuals granted permission to access your OutreachCRM by you.

By using OutreachCRM and our services, you are accepting the terms of this Privacy Policy. In the event of a conflict between the terms of this Privacy Policy and the End User Licence Agreement, the Licence Agreement will prevail.

Information We Collect
We do not share, sell, rent or loan any information we collect to any third party, ever.

PERSONAL INFORMATION
Your privacy is important, that is why we do not collect any personal information about Users of OutreachCRM that is not voluntarily provided or required to provide our service to you. 

INFORMATION YOU GIVE US
For internal business management purposes we record the name of our customers (the Licencee), postal and physical address details, phone number(s). You will voluntarily provide us with the name, job title, department, email address, and phone number of one or more of your nominated users. This enables us to communicate with you via email and/or telephone, make site visits and invoice correctly.

For accounting purposes we record your legal trading name, postal address, and the name and email address, of a nominated individual that you provide, to receive our invoices to you. We do not require nor hold any credit card information.

What We Use It For

• To communicate with you in response to any support service requests and queries, invoicing, and general account management.

• To manage your account, and keep track of invoicing and payments.

• To communicate with you to notify you of any OutreachCRM news & updates, or information about other services we offer that may be applicable to you, or changes to our services.

TECHNICAL INFORMATION
We automatically track information through system logs about how our services are being used. This log data includes Internet Protocol (IP) address, the date and time of user logins, actions, page views, emails sent (within your organisation & to 3rd parties). This information is available to admin users of the customer in question. 

What We Use It For

• To help us understand and improve OutreachCRM and our services to you.

• To manage the health of the services we provide.

• For internal operations, including system monitoring, keeping our infrastructure and services secure, troubleshooting, data analysis, testing.
   

INFORMATION COLLECTED ON YOUR BEHALF

Third party access to OutreachCRM is via messages which you send to your contacts, and custom web forms or API integration which you have elected to set up.

Messages
>  Images & links in emails sent out are tracked before redirection.
>  Stored with contact object identification (OID), user agent, timestamp, referrer.
>  Unsubscribe Lists.
>  Bounced emails.

API Integration/Web forms
>  New contacts created through API: This can include anything that a website form may collect such as contact and membership information, categories for messages.

What We Use It For
We do not use this information internally. The information we collect on behalf of you is used to streamline and assist you with data entry, enable you to provide an effective service, and provide you with relevant system statistics e.g message report statistics.

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Security
We are committed to keeping your data secure, with a number of measures in place to keep it that way. We protect our systems and infrastructure to the best of our ability. We use SSL encryption. SSL encryption protects the data being sent and retrieved between your computer connection(s) and the OutreachCRM servers. OutreachCRM servers are hosted with a hosting provider who monitors our servers and firewalls 24/7 at a guarded facility. Access to the internal tools used for system monitoring is limited to only those who require this information for development and system maintenance.

Backup
Backups are carried out daily to enable us to assist with disaster recovery. Backups are scheduled to include a full copy of all account data, including database content, settings, stored files and all other account specific data. Backups are made remotely to an offsite server that is located in a different city (Wellington, NZ) from the live servers (Auckland, NZ), and all data is encrypted before being sent and stored between servers. Backups are maintained on a rotation basis, with the oldest backup being overwritten when a new backup is created. 

Retention
When you no longer require our OutreachCRM software and related services you are required to notify us in writing. After you have closed your account, exported any or all data you require, and settled any invoices owing, your OutreachCRM system account will be deleted.

We will retain de-personalised information after your account has been closed for an internal record of previous customers only. Where we hold information that cannot be deleted, such as accounting records, we will mark these records in such a way, so that further marketing communications do not occur.

Your Rights
At any time, where you are a customer of Outreach Software Limited, you can ask us to:
>  Provide a copy of any personal information we record about you, by emailing info@outreach.co.nz.
>  Update, correct or delete any personal information we record about you, by emailing info@outreach.co.nz.
>  Provide any personal information we record about you in a .csv file, by emailing info@outreach.co.nz.

Controller
The data controller of osl.outreach.co.nz, outreachcrm.co.nz, and any subpages is Outreach Software Limited, a private company registered in New Zealand. Located at 8 The Octagon, Dunedin, NZ.

Privacy Policy Updates
We reserve the right to update this Privacy Policy at any time. Any changes will be posted to our website (www.outreachcrm.co.nz/privacy), and we will notify our customers where appropriate.

Questions or Comments? Please contact us by email info@outreach.co.nz

Last reviewed August 2023.

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