PRIVACY POLICY

1. Commitment to Privacy

Vantage Decks ("we", "us", "our") is committed to protecting the privacy, confidentiality, and security of personal and commercial information submitted to us by our clients, prospective customers, and website visitors.

This Privacy Policy sets out how we collect, use, store, disclose, and protect your information in compliance with the New Zealand Privacy Act 2020 and its 13 Information Privacy Principles (IPPs).

2. Information We Collect

We collect only the information necessary to provide, execute, and invoice our B2B presentation design, slide formatting, and visual bid layout services:

• Contact & Business Details: Full name, job title, company name, physical business address, email address, and phone number provided via our intake forms or website enquiries.

• Project Content & Client Assets: Draft slide decks (.pptx, .pdf), text content, proprietary tender details, commercial pricing schedules, brand assets (logos, custom fonts, brand guidelines), and media files uploaded to our Zendo portal or Google Drive.

• Financial & Billing Information: Transaction details, billing addresses, and invoice history. (Note: All credit card payments are processed securely through Stripe. Vantage Decks does not view, collect, or store raw credit card numbers or banking passwords).

• Technical & Portal Analytics: IP address, device type, browser information, and interactions with our Framer website or Zendo client portal, collected via standard cookies and secure session logs.

3. How We Collect Information

We collect information directly from you when you:

- Complete an order or intake form inside our Zendo client portal.

- Submit a contact or quote request form on our Framer website.

- Communicate with us via email, Zendo project threads, or telephone.

- Upload project briefs, logos, or tender documents for design execution.

4. Purpose & Use of Information

We use your information strictly for legitimate commercial purposes, including:

- Service Delivery: Formatted presentation production, slide polishing, graphic layout creation, and delivering completed files.

- Project Communication: Sending project status updates, draft deliveries, feedback requests, and revision updates inside Zendo.

- Billing & Invoicing: Processing order payments via Stripe NZ and issuing automated tax invoices.

- Service Quality & Security: Maintaining internal workflow records, preventing fraud, and ensuring system security.

- Anonymised Portfolio Display: Showcasing visual slide transformations (with all company names, sensitive commercial data, logos, and proprietary figures redacted) in client case studies. Clients may opt out at any time prior to project commencement by written request.

5. Data Storage, Security & Retention

We implement industry-standard administrative, physical, and technical security measures to protect your data against loss, unauthorised access, misuse, or disclosure:

- Secure Infrastructure: All client project assets and draft files are stored on secure cloud infrastructure provided by Google Workspace / Google Drive and the Zendo Client Portal, utilizing end-to-end SSL/TLS encryption in transit and AES encryption at rest.

- Access Control: Access to raw client files, tender notes, and commercial presentations is strictly limited to authorised production personnel executing the specific project.

- Data Retention: We retain completed project files and communication records for 12 months following project completion to facilitate future client revisions or re-downloads. After this period, project working files may be archived or securely deleted unless longer retention is required by New Zealand tax or accounting legislation.

6. Disclosure of Information to Third Parties

We do not sell, rent, trade, or lease your personal or business information to third parties. We disclose data only to trusted operational service providers strictly necessary to run our service:

• Zendo: Client portal, intake forms, ticket management, and thread communications (United States / European Union)

• Stripe: Secure credit card processing and billing integration (United States / Australia / NZ)

• Google Workspace: Internal business email, secure document storage, and drive backup (United States / Global Infrastructure)

• Framer: Website hosting and form submission processing (United States / Global Infrastructure)

All third-party processors adhere to international data security standards and are bound by confidentiality obligations. We may also disclose information where required by New Zealand law, court orders, or government regulations.

7. Commercial Tender Confidentiality

Vantage Decks recognises that materials submitted for commercial tenders, civil bids, and investment pitches frequently contain high-value proprietary information. All client uploads, technical notes, pricing models, and strategy documents are treated as strictly confidential commercial information and will never be shared, disclosed, or repurposed outside your immediate project workflow.

8. Your Rights Under the Privacy Act 2020

Under New Zealand privacy law, you have the right to:

1. Access: Request a copy of the personal information we hold about you or your business.

2. Correction: Request that any inaccurate, incomplete, or out-of-date personal information be corrected.

3. Deletion: Request the deletion of your personal contact records or archived project files, subject to statutory record-keeping obligations.

To exercise any of these rights, please contact our Privacy Officer at hello@vantagedecks.co.nz. We will respond to your request within 20 working days.

9. Cookies & Analytics

Our website (vantagedecks.co.nz) uses minimal essential cookies to ensure proper website functionality, session management, and aggregated usage analytics. You can set your web browser to refuse all cookies; however, some features of the order intake portal may not function properly without them.

10. Updates to This Policy

We reserve the right to update this Privacy Policy periodically to reflect changes in our legal obligations, business practices, or software tools. Updated versions will be published on our Framer website with a revised effective date.

11. Contact & Complaints

If you have questions, concerns, or complaints regarding this Privacy Policy or our data handling practices, please contact us:

Vantage Decks Privacy Officer

Email: hello@vantagedecks.co.nz

Location: Auckland / Waikato, New Zealand

If you are not satisfied with our response, you have the right to lodge a complaint with the Office of the Privacy Commissioner (NZ) at www.privacy.org.nz.