Privacy Policy

This Privacy Policy explains how E & E Traders Ltd, trading as FrostbyteSoftware.co.nz ("we", "us", or "our"), collects, uses, stores, and protects your personal information when you use the Frostbyte Pro application and our website at frostbytesoftware.co.nz (together, the "Service").

By using the Service, you agree to the collection and use of information in accordance with this policy. We are committed to complying with the New Zealand Privacy Act 2020.

1. Information We Collect

1.1 Information you provide

• Account information: name, email address, and password when you register for an account.
• Organisation details: business name, address, and contact information.
• Payment information: billing details processed securely through Stripe. We do not store your credit card numbers on our servers.
• Business data: inventory records, product information, purchase orders, sales orders, supplier and customer details, and other data you enter into the Service.
• Communications: messages you send to us via the contact form or email.

1.2 Information collected automatically

• Usage data: pages visited, features used, and actions taken within the Service.
• Device and browser information: IP address, browser type, operating system, and device identifiers.
• Cookies: session cookies for authentication and security. We do not use tracking or advertising cookies.

2. How We Use Your Information

We use the information we collect to:

• Provide, operate, and maintain the Service.
• Process your subscription and payments.
• Authenticate your identity and manage your account and organisation.
• Send transactional emails (e.g. password resets, subscription confirmations).
• Respond to your enquiries and provide customer support.
• Monitor usage to improve performance, security, and functionality.
• Comply with legal obligations.

We will not use your personal information for direct marketing without your explicit consent.

3. Data Storage and Security

Your data is stored on secure, encrypted servers hosted by our infrastructure providers (Vercel and Prisma). All data is transmitted using TLS/SSL encryption.

We implement appropriate technical and organisational measures to protect your personal information against unauthorised access, alteration, disclosure, or destruction. These measures include:

• Encrypted passwords (bcrypt hashing).
• HTTPS-only access to all services.
• Role-based access controls within each organisation.
• Regular security reviews of our codebase.

4. Data Sharing and Disclosure

We do not sell, trade, or rent your personal information to third parties. We may share information only in the following circumstances:

• Service providers: we use trusted third-party providers to operate the Service, including Stripe (payment processing), Vercel (hosting), and Prisma (database). These providers only access your data as necessary to perform their services and are bound by their own privacy policies.
• Legal requirements: we may disclose information if required by law, regulation, or legal process.
• Business transfers: in the event of a merger, acquisition, or sale of assets, your data may be transferred as part of that transaction. We will notify you of any such change.

5. Data Retention

We retain your personal information for as long as your account is active or as needed to provide the Service. If you close your account, we will delete your personal data within 90 days, except where retention is required by law or for legitimate business purposes (e.g. billing records).

Your business data (inventory records, orders, etc.) will be deleted along with your account unless you request an export before closure.

6. Your Rights

Under the New Zealand Privacy Act 2020, you have the right to:

• Access the personal information we hold about you.
• Correct any inaccurate or incomplete information.
• Request deletion of your personal information, subject to legal retention requirements.
• Withdraw consent for any processing based on consent.

To exercise any of these rights, please contact us at info@frostbytesoftware.co.nz. We will respond within 20 working days.

7. Cookies

We use only essential cookies required for the Service to function:

• Session cookies: to keep you signed in and maintain your session.
• Security cookies: to prevent cross-site request forgery and other attacks.

We do not use analytics, advertising, or third-party tracking cookies.

8. International Data Transfers

Our servers and infrastructure providers may be located outside New Zealand. By using the Service, you consent to the transfer of your information to countries that may have different data protection laws. We ensure that any such transfers are protected by appropriate safeguards.

9. Children's Privacy

The Service is not intended for individuals under the age of 18. We do not knowingly collect personal information from children. If we become aware that we have collected data from a child, we will take steps to delete it promptly.

10. Changes to This Policy

We may update this Privacy Policy from time to time. We will notify you of any material changes by posting the updated policy on this page and updating the "Last updated" date. Your continued use of the Service after any changes constitutes acceptance of the updated policy.

11. Contact Us

If you have any questions about this Privacy Policy or our data practices, please contact us:

• Business: E & E Traders Ltd T/A FrostbyteSoftware.co.nz
• Email: info@frostbytesoftware.co.nz
• Website: frostbytesoftware.co.nz