Privacy Policy

Last updated: October 2025

1. Who we are

1.1 Reconciled (“we”, “us”) is a New Zealand bookkeeping business based in New Plymouth, serving clients across NZ.
1.2 You can contact us at hello@reconciled.co.nz.

2. What this policy covers

2.1 This policy explains what personal information we collect, why we collect it, how we use and share it, and your rights under the Privacy Act 2020.
2.2 By using our website or services, you agree to this policy.

3. Personal information we collect

3.1 We collect information you provide to us, including:
3.1.1 Contact details (name, email, phone, business name).
3.1.2 Business/accounting information needed to deliver our services (e.g., Xero access, invoices, bills, bank feed summaries, payroll data you supply).
3.1.3 Identity/IRD details you provide for compliance purposes.
3.1.4 Website forms and messages you submit to us.
3.1.5 Usage data and cookies from our website (see clause 7).
3.2 If you pay us online, payments are processed by a third-party payment provider. We do not store your full credit card number on our systems.

4. Why we collect and use your information

4.1 To deliver and improve our bookkeeping services.
4.2 To communicate with you (e.g., onboarding, support, invoicing).
4.3 To meet our legal and contractual obligations (e.g., tax, records, anti-spam).
4.4 To send service updates and, if you opt in, occasional marketing.
4.5 To operate, maintain, and secure our website and systems.

5. Sharing your information

5.1 We do not sell your personal information.
5.2 We may share information with:
5.2.1 Service providers/agents who help us run our business (e.g., Xero, Microsoft/Google productivity tools, website host, payment processor). They may use it only to perform services for us and must keep it secure.
5.2.2 Professional advisers (e.g., accountants, lawyers) where reasonably necessary.
5.2.3 Authorities when required by law or to protect rights, property, or safety.
5.2.4 A purchaser of our business (if we sell or reorganise), subject to confidentiality.
5.3 Some providers may be overseas. Where we disclose information outside NZ, we take reasonable steps to ensure it is protected by safeguards comparable to NZ privacy standards.

6. Marketing

6.1 We send marketing emails only if you opt in.
6.2 You can unsubscribe at any time using the link in our emails or by contacting us.
6.3 We comply with the Unsolicited Electronic Messages Act 2007.

7. Cookies and analytics

7.1 Our website uses cookies and similar technologies to help it function and to understand how it’s used.
7.2 You can change your browser settings to block or delete cookies. Blocking some cookies may affect site features.
7.3 If analytics are used, we use the data to improve the site and do not identify individuals from analytics reports.

8. Security

8.1 We take reasonable steps to protect your information, including encryption in transit (SSL), access controls, and secure systems.
8.2 No method is completely secure. If a notifiable privacy breach occurs, we will notify the Office of the Privacy Commissioner and affected individuals where required.

9. Retention

9.1 We keep personal information only as long as needed for the purposes in this policy or to meet legal/record-keeping requirements.
9.2 Many financial records are kept for seven (7) years, after which we securely delete or anonymise them.

10. Your rights

10.1 You have the right to access and request correction of your personal information.
10.2 To exercise these rights, email hello@reconciled.co.nz. We will respond within a reasonable time.
10.3 If we refuse a request, we will tell you why and how to complain.

11. Third-party sites

11.1 Our website may link to other sites. Their privacy practices are their own; check their policies.

12. Changes to this policy

12.1 We may update this policy from time to time.
12.2 The latest version will always be on this page with the “Last updated” date.