Privacy Policy
Effective Date: 5 May 2025 Last Updated: 5 May 2025
1. Introduction
White Mouse Limited (trading as White Mouse) ("we", "us", "our") is committed to protecting the privacy of individuals who interact with us. This Privacy Policy explains how we collect, use, store, and disclose personal information in accordance with the Privacy Act 2020 (New Zealand).
We provide bookkeeping, systems, and operational support services to growing businesses. In delivering these services, we may collect and handle personal information about our clients, their staff, and other individuals.
By engaging our services or using our website (whitemouse.co.nz), you acknowledge that you have read and understood this Privacy Policy.
2. Who We Are
White Mouse Limited is the data controller responsible for your personal information.
Business Name: White Mouse Limited
Website: whitemouse.co.nz
Address: 34 Patiki Loop, Arrowtown, New Zealand 9302
Phone: 027 515 1982
Email: gemma@whitemouse.co.nz
3. Information We Collect
3.1 Information You Provide to Us
We collect personal information that you provide directly to us, including:
- Your name, business name, and contact details (phone number, email address, postal address)
- Financial information necessary to provide bookkeeping services, such as invoices, bank account details, and transaction records
- Information about your business, including employee details and payroll information (where relevant to services provided)
- Login credentials or system access details for platforms we manage on your behalf
- Communications you send to us, including emails and enquiry forms
3.2 Information We Collect Automatically
When you visit our website, we may collect certain information automatically, including:
- Your IP address and browser type
- Pages you visit and time spent on those pages
- Referring website addresses
- Device information
3.3 Information From Third Parties
In the course of providing our services, we may receive personal information about individuals from our clients or from third-party platforms such as accounting software, payroll systems, and cloud-based business tools.
4. How We Use Your Information
We use personal information for the following purposes:
- To provide and manage bookkeeping, systems, and operational support services
- To communicate with you about your account, projects, or enquiries
- To process invoices and manage billing and payments
- To comply with legal and regulatory obligations, including tax and financial reporting requirements
- To improve our services and the functionality of our website
- To respond to complaints or resolve disputes
- To send service-related updates or, with your consent, marketing communications
We will only use your personal information for the purpose for which it was collected, or for a purpose that is directly related to that purpose, unless you have consented to another use or we are required or authorised by law.
5. Legal Basis for Processing
Under the Privacy Act 2020, we collect and use personal information only where:
- It is collected directly from you with your knowledge
- It is necessary to provide you with the services you have requested
- We have a legitimate interest in doing so that is not outweighed by your privacy interests
- We are required to do so by law (for example, for tax or financial compliance purposes)
- You have given your consent
6. Disclosure of Your Information
We may share your personal information with:
- Third-party service providers who assist us in delivering our services, such as cloud accounting platforms (e.g. Xero, MYOB), payroll software, and IT infrastructure providers — these parties are bound by confidentiality obligations and may only use your information for the purposes we specify
- Professional advisors, such as accountants, solicitors, or auditors, where necessary
- Government agencies, regulators, or law enforcement where required by law or regulation (e.g. Inland Revenue Department)
- Successors in the event that White Mouse is sold or restructured, subject to appropriate confidentiality undertakings
We will not sell, rent, or trade your personal information to third parties for marketing purposes.
7. Storage and Security of Information
We take reasonable steps to protect personal information from loss, unauthorised access, disclosure, modification, or misuse. These steps include:
- Storing data on secure, password-protected systems
- Using reputable third-party cloud platforms with their own security controls
- Limiting access to personal information to staff and contractors who need it to carry out their duties
- Using encrypted communications where possible
While we take reasonable precautions, no method of electronic transmission or storage is completely secure. We cannot guarantee absolute security of information transmitted to or from us.
We store personal information for as long as is necessary to fulfil the purposes for which it was collected, or as required by applicable law (for example, financial records may be retained for seven years in accordance with New Zealand tax law).
8. Overseas Disclosure
Some of the third-party platforms and tools we use may store or process your information outside of New Zealand, including in Australia, the United States, or the European Union. Where this occurs, we take reasonable steps to ensure that overseas recipients handle your information in a manner consistent with New Zealand privacy standards.
By providing us with your personal information and engaging our services, you acknowledge that your information may be transferred to, stored, or processed in countries outside New Zealand.
9. Cookies and Website Analytics
Our website may use cookies and similar tracking technologies to improve your browsing experience and analyse how visitors use the site. Cookies are small text files stored on your device.
You may configure your browser to refuse cookies or to alert you when cookies are being sent. However, some features of our website may not function properly if cookies are disabled.
We may use third-party analytics tools (such as Google Analytics) to understand website usage. These tools may collect anonymised information about your visit. Please refer to the relevant provider's privacy policy for further information about how that data is handled.
10. Your Privacy Rights
Under the Privacy Act 2020, you have the right to:
- Request access to the personal information we hold about you
- Request correction of personal information that is inaccurate, incomplete, or out of date
- Ask us to delete your personal information, in certain circumstances
- Object to or restrict how we use your personal information, in certain circumstances
- Withdraw consent where processing is based on your consent
To exercise any of these rights, please contact us using the details in Section 2. We will respond to your request within 20 working days, as required by the Privacy Act 2020.
If you are not satisfied with our response, you have the right to make a complaint to the Office of the Privacy Commissioner of New Zealand at www.privacy.org.nz or by calling 0800 803 909.
11. Children's Privacy
Our services are directed at businesses and are not intended for individuals under the age of 18. We do not knowingly collect personal information from minors. If we become aware that we have collected information from a minor without appropriate consent, we will take steps to delete that information.
12. Changes to This Privacy Policy
We may update this Privacy Policy from time to time to reflect changes in our practices, legal requirements, or for other operational reasons. When we make changes, we will update the "Last Updated" date at the top of this document.
We encourage you to review this Privacy Policy periodically. Continued use of our services or website following any changes constitutes your acceptance of the updated policy.
13. Contact Us
If you have any questions, concerns, or complaints about this Privacy Policy or how we handle your personal information, please contact us:
White Mouse Limited
34 Patiki Loop, Arrowtown, New Zealand 9302
Phone: 027 515 1982
Email: gemma@whitemouse.co.nz
Website: whitemouse.co.nz
We are committed to resolving any privacy concerns promptly and in good faith.