Privacy Policy | Navigate Web NZ

Contents

What's covered here

1. Scope & Who This Policy Covers 2. Information We Collect 3. How We Use Your Information 4. Legal Framework & APPI Compliance 5. Who We Share Information With 6. Data Retention and Security 7. Your Rights 8. Contact Us & Complaints

1

Scope & Who This Policy Covers

This Privacy Policy applies to personal and business information collected and handled by Navigate Japan Limited ("NJL", "we", "us", "our") in relation to our Navigate Media — Websites service line (Website Design and Management: our web redesign, modernisation, domain management, and system integration services). It covers prospective, current, and former commercial clients, business owners, and website visitors who engage our website design and management services.

2

Information We Collect

We collect information necessary to deliver commercial web design, hosting setup, domain configuration, and ongoing site management:

Category	Details Collected
Contact & Business Information	Client name, business name, business address, phone number, email address, trading details, and billing information.
Domain & Technical Credentials	Domain registrar access details (delegated access or login credentials), existing website URLs, and DNS management details provided by you to enable DNS configuration and connection of your domain. A registrar transfer code is requested only if a domain transfer is actually carried out.
Website & Form Content	Business copy, images, menu details, price lists, social media links, and form configuration parameters (e.g., form service endpoint or access-key details and client notification email addresses).
Payment & Billing Records	Invoices, payment confirmations, and records of bank transfers and automatic payments. NJL does not collect or store payment card details.

3

How We Use Your Information

Service Delivery: To build, host, configure, and maintain your website, set up email enquiry routing (via a third-party form service such as Formspree or Web3Forms, or an equivalent custom form backend), and manage domain DNS settings on your behalf.
Client Communication: To send engagement letters, progress updates, review links, invoice notifications, and test messages during form setup.
System Protection & Administration: To protect client websites from layout breakage or security vulnerabilities by holding technical administrative access to the website for maintenance and security purposes (this does not give NJL ownership of your domain or content).
Legal & Financial Compliance: To meet accounting, GST, and corporate tax record-keeping requirements under New Zealand law.

4

Legal Framework & APPI Compliance

NJL is incorporated in New Zealand and complies with the Privacy Act 2020, including the 14 Information Privacy Principles (IPPs) and the IPP 3A requirements effective from May 2026.

Compliance with Japanese Law (APPI)

Because Navigate Media — Websites provides bilingual (English/Japanese) web services and serves Japanese business owners located in New Zealand and Japan, we comply with Japan's Act on the Protection of Personal Information (APPI) where applicable. We handle personal data received from Japan-based clients or subjects in accordance with APPI principles, ensuring lawful processing, clear purpose specification, and secure data handling.

5

Who We Share Information With

We do not sell, rent, or trade personal or business information. Information is shared only with trusted third-party technology and professional service providers essential to executing our work:

Hosting & Form Providers: Squarespace (website platform and hosting) and third-party form services (such as Formspree or Web3Forms, or equivalent form processors) for handling and routing contact form enquiries. These providers may store enquiries for a period set by their plan.
Banking Providers: Our bank, for receiving and reconciling your bank transfer and automatic payments.
NJL Officers and Team Members in Japan: NJL’s operations (including building and maintaining your website and handling enquiries) are carried out partly by NJL officers and team members based in Japan. They handle client information on NJL’s behalf, under NJL’s security controls and confidentiality obligations, and NJL remains responsible for that information.
Overseas Contractors: If NJL uses outside contractors in Japan or other countries, it shares client information with them only where necessary, under written confidentiality and data-handling obligations, and takes reasonable steps to ensure they protect personal information in a way comparable to the Privacy Act 2020.
Domain Registrars: Relevant domain registration platforms (e.g., GoDaddy, Crazy Domains) when performing authorised DNS updates.
Professional Advisors: Our accountants, tax advisors, and legal counsel bound by professional confidentiality duties.

6

Data Retention and Security

We keep each type of information only as long as it is needed:

Information	How long we keep it
Contract records, invoices, accounting records	7 years, as required by the Tax Administration Act 1994.
Domain access details (where delegated access cannot be used)	Deleted within 7 days after the DNS connection is completed and verified; the deletion is recorded.
Client-supplied materials (text, images, logos, menus)	Kept for 90 days after launch while we provide initial support, then archived or deleted.
Contact form submissions	Delivered to your own inbox. We do not copy them elsewhere; the form provider keeps them according to its plan settings.
Client-specific backups	Deleted within 30 days after termination or after a site transfer is completed.
NJL’s reusable code and templates	Kept as NJL’s intellectual property; they contain no client personal information.

We implement strict digital security controls, including multi-factor authentication (MFA) and HTTPS encryption, to prevent unauthorised access.

7

Your Rights

Under the Privacy Act 2020 (and APPI where applicable), you have the right to request access to the personal information we hold about you and to request corrections if it is inaccurate. To exercise your rights, please contact us at info@navigatejapanltd.com.

8

Contact Us & Complaints

For any questions regarding this Privacy Policy or our data practices, please contact:

Navigate Japan Limited — Privacy Officer

Email: info@navigatejapanltd.com
Address: Suite 1013, Unit A, Level G, 26 Hobson Street, Auckland 1010, New Zealand
NZBN: 9429052367342

If you are not satisfied with our response, you may complain to the Office of the Privacy Commissioner (New Zealand) at www.privacy.org.nz.