Privacy Policy & Collection Statement

‍COLLECTION STATEMENT

Loaded Reports Limited (NZ company number 3666127) (we, us or our) owns and operates “Loaded”, a cloud-based hospitality management tool in both web and app form (our Services). Our Services assist businesses to manage labour, stock and reporting in one place in real time, and teams to stay connected and manage their work schedules.  In order to provide our Services to any person who has registered (or applied to register) for a subscription to any of our Services, or any other person (e.g. an account user, or an employee of the subscription holder) whose information will be provided through the access, use or registration of our Services, we will need to collect personal information. We will handle this personal information in accordance with our Privacy Policy at www.loadedhub.com/loaded-privacy-policy.  

Our privacy policy sets out, among other things: 

- The types of personal information we collect or receive about you;
- Why and how we collect or receive it; 
- What we do with it and where we process it;
- With whom we may share it and why we do so;
- How we store and secure it; 
- How long we keep it; and
- How you can access and update it or complain about our handling of it.

By providing your personal information to us, you consent to the collection, use, storage, transfer and disclosure of that information as described in the Privacy Policy and this collection statement. If you do not provide the required personal information to us, then you may not be able to register to use our Services, or otherwise enjoy the full functionality of our Services.

If you would like any further information about our privacy policies or practices, please contact us at support@loadedhub.com.

PRIVACY POLICY

Who are we?
Loaded Reports Limited (NZ company number 3666127) (we, us or our) is a provider of a cloud-based hospitality management tool in both web and app form (our Services), which assists businesses to manage labour, stock and reporting in one place in real time, and teams to stay connected and manage their work schedules (the Purpose). In order for our Services to serve the Purpose intended, we will need to collect, use, process, store, disclose and/or transfer information (including personal information).

In this privacy policy where we use the word “you” or “your” we mean any person who has registered (or applied to register) for a subscription to any of our Services, or any other person, (e.g. an account user, or an employee of the subscription holder) whose information will be provided through the access, use or registration of our Services.

‍What does this policy cover?
‍This policy applies to personal information we collect across all our websites and apps, in connection with our Services we provide. When we say “personal information” we mean information that relates to you, and from which you can be identified.  Personal information includes your name, email, address, telephone number, bank account details, payment information, support queries, community comments and so on. In some countries, personal information can also include information about your device, such as your IP address and device type.

We are committed to respecting your privacy and protecting your personal information. We handle personal information in accordance with the New Zealand Information Privacy Principles in the Privacy Act 2020, the Australian Privacy Principles in the Privacy Act 1988 (Cth), and privacy laws of other jurisdictions in which we operate, as applicable to our collection and processing of your personal information (together the Privacy Laws). By implementing privacy processes and standards based on the most robust of these Privacy Laws, we comply with Privacy Laws in the country where personal information is collected from you.

This privacy policy sets out, among other things: 

- The types of personal information we collect or receive about you;
- Why and how we collect or receive it; 
- What we do with it and where we process it;
- With whom we may share it and why we do so;
- How we store and secure it; 
- How long we keep it; and
- How you can access and update it or complain about our handling of it.

Where you are a subscriber to our Services, then this policy should be read with the “Terms of Use” available at http://www.loadedhub.com/loaded-terms-of-use. 

If you provide us with any personal information about other people, you should make sure you are permitted to do so before sharing it with us.

‍Updates to this policy
‍We may change this privacy policy at any time by posting the amended policy on our website at http://www.loadedhub.com/loaded-privacy-policy. We will make every effort to notify you by email, or notice on our website, if the changes are significant, but you should also check our website regularly to ensure that you are aware of any such changes. This privacy policy was last updated on 7 March 2025.

‍What personal information do we collect?
‍So as to provide our Services, and to ensure that our Services continue to serve the Purpose, we may collect or receive the following types of personal information about you:

- Your first and last name;
- Your personal address;
- Your date of birth; 
- Your gender identity;
- Your personal email address;
- Your personal phone number;
- Your salary and/or wages;
- Your billing/financial information (e.g. account number, credit/debit card number);
- Your tax file number;
- Your IP address; 
- Information about how you use and interact with our website, application or our Services (e.g. traffic volumes, time spent on pages);
- Any other information you provide to us, including information in response to user surveys or when registering to contests; and
- Any other personal information that may be required in order to facilitate your dealings with us for the Purpose.

‍How do we collect or receive personal information?
‍We may collect or receive personal information when you:

- Enquire about using, register to use, or in fact use or interact with, our Services (including by completing a webform, disclosing information over the phone or via email, or through any registration/onboarding process);
- Communicate with us through correspondence, chats, email, or when you share information with us from our Services;
- Conduct user surveys or share contact and demographic information to enter into contests which we may offer to you if you qualify;
- And/or you contact, and / or engage with, our customer service/support team.

Generally, we will only collect your personal information from you directly. We may, however, also receive personal information about you:

- from our trusted third parties and service providers that help us deliver our Services (such as providers of email, marketing, analytics, financial, credit and payment services); or
- if you authorise a third party (e.g. your manager, if you are a customer employee) to provide us with your personal information (e.g. as part of the onboarding process). 

If, in accessing and/or using our Services, you provide personal information to us about another person, you should ensure that they have authorised you to provide that personal information to us, so that we can use and disclose it for the Purpose (and in accordance with this privacy policy and applicable Privacy Laws).  

Due to the nature of the Purpose, it is not possible for you to deal with us anonymously or using a pseudonym. Some provision of personal information may be optional. However, if you do not provide us with certain types of personal information, you may be unable to enjoy the full functionality of our Services.

‍Why do we collect, use, and disclose personal information?
‍We may collect, store, use, process, disclose and transfer your personal information for:

‍Registration and use: to enable you to access and/or use our Services (including for any onboarding purposes);

‍Manage accounts and billing: to set-up and operate billing and payment processing, including authorising and processing credit card transactions;

‍Quality assurance, training and record-keeping: for example, we may review communications with you for customer support, quality assurance and training purposes, and related record-keeping;

‍Security: to maintain the security and integrity of our Services and the data held within our Services;

‍Customer service and support: to send you service, support and administrative messages, reminders, technical notices, updates, security alerts, and information requested by you, and to otherwise allow our customer service/support team to resolve queries quickly and efficiently;

‍Improvements / updates: to operate, protect, improve, and optimise our Services, together with our business and your experiences, such as to perform analytics, generate reports, conduct research and for advertising and marketing;

‍Marketing and promotional activities: to send you marketing, and promotional messages and other information that may be of interest to you, including those of our affiliates and partners;

‍Surveys and contests: we may also conduct surveys to collect information about your preferences. These surveys are optional, and if you choose to respond your responses will be kept anonymous. Similarly, we may offer contests to qualifying users in which we ask for contact and demographic information such as name, email address and mailing address. None of this information is shared with third parties, except in summary form, if at all; 

‍Research: we may also conduct research and collect statistical analysis (on an anonymised basis, when you browse or use our Services). This information does not identify you personally but helps us evaluate platform performance, assess visitor experience, and improve advertising campaigns. If we link this data to your personal information in a way that identifies you, we'll treat it as personal information and handle it in accordance with this privacy policy;

‍Risk management: to protect against and prevent fraud, unauthorised transactions, claims and other liabilities and manage risk exposure and quality; and/or

‍Legal and regulatory compliance: to comply with applicable laws, regulatory requests, legal notices, and to manage legal claims - for example, court orders, subpoenas, other legal process, or investigation if required by law, and to enforce our agreements with third parties.

‍To whom do we disclose your personal information?
‍We may disclose your personal information for the purposes described in this privacy policy (including for the Purpose), to:

- Our third party service providers who help us to run and maintain our systems and business, so that we can operate and provide our Services to you (but solely as necessary for that purpose) - including any service provider who (a) hosts or maintains any underlying IT system, transaction platform or data centre that we use to provide our Services, (b) assists us with our marketing and customer care activities described in this policy; and/or (c) provides any payment processing in connection with our Services;
- Third party services that you integrate with on our websites and apps, or through our Services, for example, Xero (for accounting and payroll purposes). Note that your personal information will be managed by the provider of those services according to their own terms and privacy policy;
- Our professional advisers and agents who enable us to provide you with our Services or who otherwise use personal information for the purposes in this policy;
- Any other person or company in the case of a sale, merger, consolidation, joint venture, reorganisation or acquisition of us; 
- Regulators, law enforcement bodies, government agencies, courts or other third parties, where necessary to comply with court orders, subpoenas, or other legal process, or to exercise, establish or defend our legal rights, or to protect your interests or those of any other person. Where possible and appropriate, we will notify you if we are required by law to disclose your personal information; and/or
- Other people where we have your consent or where permitted by law.

Also, if you’ve been invited to use our Services by a subscriber, we may share data relating to your use of our Services with that subscriber.

‍Security and storage of your personal information
‍We hold your personal information in electronic form and store it using Microsoft Azure hosting services. Microsoft Azure provides a network of secure data centres and takes the confidentiality, integrity and availability of data very seriously. The IT infrastructure used by Microsoft Azure is designed and managed in alignment with the best global security standards and practices including ISO 27001, SOC I, II and III.  

Otherwise, we are committed to protecting the security of your personal information. We will take all reasonable steps in accordance with accepted industry practice to protect your personal information from misuse, interference and loss and unauthorised access, modification, and/or disclosure. We apply safeguards at a physical, administrative, personnel and technical level to protect your personal information. Personal Information stored in our Services is encrypted using the capabilities built into the Microsoft Azure Platform, and we implement additional encryption to protect particularly sensitive information (e.g. your tax file number).  

However, please also remember that we cannot guarantee that your information (including personal information) will always be secure, as the Internet is not a secure environment. You therefore transmit information (including personal information) over the Internet at your own risk. You should only access and use our Services within a secure environment.

We will notify you as soon as reasonably possible if we discover a security breach which causes your personal information to be lost, or stolen, or accessed, used, disclosed by any unauthorised person or in any unauthorised way.

‍Transfer of personal information offshore
‍When we share personal information, it may be transferred to and processed in countries other than the country you live in - such as Australia, New Zealand and the United States - due to the location of our teams, service providers and data hosting locations. These countries may have laws different to the ones that apply in your country. Rest assured, when we transfer your personal information out of your country of residence, we will take all necessary measures to protect your personal information in accordance with this privacy policy and applicable Privacy Laws. 

‍For how long do we retain your personal information?
‍We retain your personal information for as long as necessary to provide our Services to you. Generally, this will be only for so long as you have an active subscription with us (and for any continuing period in which we are confident you will not reactivate your subscription), or until necessary to fulfil the purposes outlined under this privacy policy (Retention Period). We may also need to keep some of your personal information (such as that of customer employees) beyond the Retention Period where required by law or for historical business reporting purposes. 

When determining the appropriate Retention Period for your personal information, we may consider the nature, amount, and sensitivity of the personal information (including the potential risk of harm from unauthorised use of disclosure), the purposes for which we process your personal information and the applicable legal requirements.

Following the expiry of the Retention Period, we will make sure your personal information is deleted or anonymised.

‍What are your privacy rights?
‍Where we collect your personal information directly from you, it is your responsibility to ensure that the personal information provided to us is accurate, complete, and up to date. Where we collect personal information about you from a subscriber to our Service, we rely on the subscriber to ensure that the personal information provided is accurate, complete and up to date. Regardless, you (and any account user) can access and update any personal information through the account which you have subscribed to access our Services.  

You can access the personal information we hold about you through the account from which you access our Services, or if you do not have a current account, contacting us via the details below. Sometimes, we may not be able to provide you with access to all your personal information, and where this is the case, we will tell you why. We may also need to verify your identity when you request your personal information.

‍Opting out of mailing lists 
‍We may send you notices, alerts, service updates, administrative messages, and other information from time to time in relation to our Services. You can opt out of communications (that are not critical to our ability to provide our Services), by following the instructions in the communication, or contacting us (see our contact details below).

‍Notifying us of a Privacy Breach
‍To report an actual or suspected privacy breach, or to lodge a complaint about our handling of your personal information, please provide full details (along with any supporting documentation and your full contact details) via the contact details below. We’ll review and investigate your alleged breach or complaint and get back to you within a reasonable time frame. You can also complain to your local data protection authority. They will be able to advise you how to submit a complaint.

‍Privacy policy enquiries – contact us
‍If you have any queries about this policy or our privacy practices, please contact our Privacy Officer at support@loadedhub.com.

‍Further Privacy Information
‍For more information about your privacy rights, or protecting / making a complaint regarding your privacy, visit:

- If you are based in NZ, the Office of the Privacy Commissioner website at: https://www.privacy.org.nz/; 
- If you are based in Australia, the Office of the Australian Information Commissioner website at https://www.oaic.gov.au/; or
- If you are based elsewhere, the corresponding website of your local privacy regulator.