Privacy Policy

Last updated September 27 2024

At Paidnice, we take your privacy seriously and are committed to protecting the personal information we collect in compliance with relevant global privacy laws, including New Zealand’s Privacy Act 2020, the General Data Protection Regulation (GDPR) for our European users, and the California Consumer Privacy Act (CCPA) for U.S. users. This Privacy Policy (the "Policy") outlines how we collect, use, and protect your personal information.

By accessing our website and/or using our services, you consent to the collection, use, and processing of your personal information in accordance with this Policy. If you do not agree with the terms of this Policy, please do not use our website or services.

1. Applicability of this Policy

This Policy applies to all users of Paidnice, including those accessing our services from anywhere in the world. By using Paidnice, you agree to the collection and processing of your personal data under the terms of this Policy.

Paidnice integrates with third-party services such as Xero, QuickBooks, and Stripe to provide our automated accounts receivable services. This Policy does not cover third-party products, services, or software that you may integrate with Paidnice. We recommend reviewing their privacy policies as well.

2. Collection of Personal Information

We collect personal information that is necessary to provide you with our services, improve our offerings, and comply with legal obligations. Personal information includes any data that identifies you or could reasonably be used to identify you, including:

• Name
• Email address
• Billing information
• Accounting and financial data (e.g., invoices, customer details) from integrated services

Paidnice may collect personal information directly from you when you:

• Register for our service: We collect your name, email address, company details, and payment information.
• Use our service: We collect information about your use of our service, including metadata such as user actions, IP addresses, device information, and location data.
• Contact us: Any communications you send to us, including customer service inquiries, are recorded.
• Use cookies: We use cookies and other tracking technologies on our website and services to track usage patterns, analyze trends, and manage sessions. For more details, refer to our [Cookie Policy](link to cookie policy).

Paidnice may also collect personal information from third-party sources:

• Xero and QuickBooks integrations: We collect and process accounting data (e.g., invoices, transaction details) that flows from these platforms into our service.
• Stripe: If you use Stripe to process payments, we may collect payment-related data through this integration.

3. Use and Disclosure of Personal Information

Paidnice collects and processes your personal information to:

• Provide our services: Automate your accounts receivable processes, including sending reminders and managing payments.
• Improve our services: Use data to enhance workflows, develop new features, and improve our customer experience.
• Communicate with you: Respond to your inquiries and send service-related notifications.
• Comply with legal obligations: Meet requirements under New Zealand’s Privacy Act 2020, GDPR, CCPA, and other applicable laws.

We may disclose personal information to trusted third-party service providers (sub-processors) to assist with providing our services, including hosting, analytics, and customer support. A list of current sub-processors is available upon request by contacting our Privacy Officer.

Paidnice will not share your personal information with any other third parties without your consent unless required by law.

4. Cross-Border Data Transfers

Paidnice is a New Zealand-based company, but we serve customers worldwide. To provide our services, your personal information may be transferred to, and processed in, countries outside of New Zealand, including the United States, European Union, and other regions. Paidnice ensures that such transfers comply with the relevant data protection laws, including:

• New Zealand’s Privacy Act 2020: Personal information may be transferred internationally, but we ensure that the destination country or third-party service provider offers adequate data protection safeguards.
• GDPR: For users in the European Economic Area (EEA), we use Standard Contractual Clauses (SCCs) or similar mechanisms for data transfers to non-EEA countries, ensuring that your personal data remains protected under GDPR.
• CCPA: If you are located in California, we comply with the California Consumer Privacy Act (CCPA) regarding the collection and use of personal information.

By using Paidnice, you consent to the transfer of your personal information to countries outside of your jurisdiction, including those that may not provide the same level of data protection as your home country.

5. Security of Personal Information

Paidnice takes appropriate security measures to protect your personal information from unauthorized access, modification, or disclosure. These measures include:

• Encryption: All data transferred between you and our servers is encrypted using SSL (Secure Sockets Layer).
• Secure storage: Personal data is stored on secure servers hosted by third-party providers with ISO-certified data centers.
• Access control: We limit access to personal information to employees and service providers who need to know that information to process it for us, and they are subject to strict confidentiality obligations.

However, no method of transmission over the internet is 100% secure, and we cannot guarantee absolute security. In the event of a data breach involving your personal information, we will notify you and any relevant privacy authorities as required by law, including the Privacy Commissioner of New Zealand and, where applicable, GDPR and CCPA regulators.

6. Retention of Personal Information

Paidnice retains your personal information for as long as necessary to provide the services or as required by legal obligations. Generally, customer data is retained for 7 years, unless extended retention is required for regulatory compliance or legal obligations.

When your personal information is no longer required, we will securely delete or anonymize it, ensuring it cannot be reconstructed or identified.

7. Your Rights and Choices

Depending on your location and the applicable privacy laws, you may have the following rights regarding your personal information:

For New Zealand Residents (Privacy Act 2020):

• Right to access: You have the right to request access to the personal information we hold about you.
• Right to correct: You have the right to request corrections to your personal information if it is inaccurate or incomplete.

For European Residents (GDPR):

• Right to access: You can request a copy of the personal information we hold about you.
• Right to rectification: You can request corrections to inaccurate personal information.
• Right to erasure: In certain cases, you can request that we delete your personal information (e.g., if it’s no longer necessary for the purposes for which it was collected).
• Right to restrict processing: You may request that we limit the processing of your personal data.
• Right to data portability: You can request a copy of your data in a structured, commonly used, and machine-readable format.

For California Residents (CCPA):

• Right to know: You have the right to request details about the personal information we collect, use, and disclose.
• Right to deletion: You may request that we delete your personal information, subject to certain exceptions (e.g., legal requirements).
• Right to opt-out of sale: Although Paidnice does not sell personal information, you can request to opt out of any future data sales.

To exercise any of these rights, please contact our Privacy Officer. We will process your request in accordance with applicable laws and respond within a reasonable timeframe.

8. Use of Cookies and Tracking Technologies

Paidnice uses cookies and similar tracking technologies to provide a better user experience, track site usage, and analyze trends. A cookie is a small text file that is stored on your device when you access our website or services. Cookies help us:

• Authenticate users and manage sessions.
• Analyze site traffic and user behavior to improve our services.
• Personalize your experience by remembering your preferences.

You can control how cookies are used on your device by adjusting your browser settings to refuse some or all cookies. However, disabling cookies may limit the functionality of certain parts of our website and services. For more information on how we use cookies, please refer to our [Cookie Policy](link to cookie policy).

9. Marketing Communications

Paidnice may send you marketing and promotional materials about our services. These communications are designed to inform you about new features, updates, and services that may be relevant to you. If you do not wish to receive marketing communications, you can opt out by:

• Following the unsubscribe instructions provided in each email, or
• Contacting our Privacy Officer.

Please note that opting out of marketing emails will not affect your receipt of important service-related communications, such as billing notifications or security alerts.

10. Age Restrictions

Paidnice does not knowingly collect personal information from individuals under the age of 16. If you become aware that a child under 16 has provided us with personal information, please contact us immediately via our Privacy Officer, and we will take steps to delete such information.

11. Updates to This Privacy Policy

Paidnice reserves the right to update or modify this Privacy Policy from time to time to reflect changes in our services, legal requirements, or operational practices. When changes are made, we will notify you via email or through our website, and the revised policy will be effective upon posting.

We encourage you to review this Policy periodically to stay informed about how we protect your personal information. Your continued use of Paidnice following the posting of any changes to this Policy will constitute your acceptance of the modified terms.

Paidnice Limited is incorporated in New Zealand. Suite 14537/ 17B Farnham Street, Parnell, Auckland 1052, New Zealand.

13. Privacy Officer

You may contact the Paidnice privacy officer by email.

We will respond to your inquiries within a reasonable timeframe and take steps to address any issues in accordance with applicable laws.

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