Privacy

Draft for review. This describes how the site and our systems actually work. It has not been reviewed by a lawyer, and it should be before we start taking payments. Revisit it whenever a new supplier is added, or an analytics or advertising tag appears.

Who we are

Baseline Mapping Limited (NZBN 9429052484322, company number 9295753), of Palmerston North, New Zealand, is the agency responsible for the personal information described on this page. Reach us at office@baselinemapping.co.nz or on 022 693 9101. Giving us your details is voluntary, but we cannot quote for work or map a property without them.

What we collect

• What you type into the enquiry form: name, farm name, phone, email, farm location, the titles you select, your package choice and your message
• Which page you submitted from, and the campaign or referrer that brought you, so we know which advertising is working
• Standard web server logs, including IP address, kept briefly for security and abuse prevention

Why we collect it

To reply to you, prepare a quote, do the work, and invoice for it. That is the whole list. We do not sell or share personal information with third parties for their own marketing.

Where it goes, and who else handles it

We use a small number of established suppliers to run the business. Each one only ever receives what it needs to do its job, and none of them may use your information for their own purposes.

• Our website and application hosting, which holds the enquiry record and our working files
• Our database provider, which stores the customer, property and job records
• Microsoft, for our email and the documents attached to a job
• Our payment provider, when you pay for an order. We never see or store your full card number
• Xero, our accounting system, once a quote or invoice is raised

Information held overseas

Several of those suppliers store data outside New Zealand, including in Australia, the United States and the European Union. Under principle 12 of the Privacy Act 2020 we only use suppliers that are subject to privacy safeguards comparable to New Zealand law, whether through their own binding commitments or through the law of the country they operate in. If you would rather your information were not held overseas, tell us before you send it and we will discuss what we can do, though it may mean we cannot take the work on.

Land parcel selection

When you pick titles off the map, the parcel identifiers and the map view are looked up through Land Information New Zealand public data services. Those lookups are made by our server rather than your browser, and they are not linked to you until you actually submit the form.

Cookies and analytics

The site sets no advertising or tracking cookies unless you consent. If and when we run analytics or advertising tags, this page will say so specifically and a consent banner will appear before anything loads.

How long we keep it

Enquiries that do not become jobs are kept for two years and then deleted. Records relating to actual jobs are kept for seven years, as required for tax purposes.

Keeping it safe

Access is limited to the people who need it to do the work. Records are held in access-controlled systems, integration credentials are encrypted where we store them, and files are backed up. No system is perfect: if a breach happens that could cause you serious harm, we will notify you and the Office of the Privacy Commissioner, as the Privacy Act requires.

Your rights

Under the Privacy Act 2020 you can ask what we hold about you, ask us to correct it, and ask us to delete it where we are not required to keep it. Email office@baselinemapping.co.nz and we will respond within 20 working days. If we hold something we cannot delete, we will tell you why, and you can ask us to attach your own statement of correction to it.

If you are not happy with our answer

Tell us first and we will try to put it right. If you are still not satisfied you can complain to the Office of the Privacy Commissioner, which is free and independent, at privacy.org.nz or on 0800 803 909.

Changes to this page

If we change how we handle personal information we will update this page, and we will tell you directly if the change materially affects information we already hold about you.