Privacy Policy

For Export Documentation Services (New Zealand)

1. Introduction

Libretto ("we", "us", "our") is committed to protecting the privacy and confidentiality of your personal and business information. This Privacy Policy explains how we collect, use, store, and share information when you engage our export documentation and compliance services.

By using our services, you agree to the collection and use of information in accordance with this policy.

2. Information We Collect

To provide export documentation services, we collect the following types of information:

2.1 Contact Information

Business name and trading names
Contact person name and job title
Email address and phone number
Business address
Bank account details (for invoicing purposes)

2.2 Shipment & Commercial Data

Product descriptions and specifications
HS Codes and tariff classifications
Shipment origin and destination details
Invoice values, currencies, and payment terms
Bill of Lading and freight details
Consignee and buyer information
Letter of Credit terms (if applicable)

2.3 Compliance & Certification Data

MPI certifications and phytosanitary requirements
Country-specific compliance documentation
Chamber of Commerce verification records
Customs declarations and supporting documents

2.4 Technical Information

Website usage data (cookies, IP addresses, browser type)
Email communication records
Document access logs for security purposes

3. How We Use Your Information

We use the information we collect for the following purposes:

3.1 Service Delivery

Preparing export documentation (COO, invoices, packing lists, etc.)
Coordinating with government agencies (MPI, Customs NZ)
Verifying compliance with destination country requirements
Processing Chamber of Commerce certifications
Managing Letter of Credit documentation

3.2 Business Operations

Invoicing and payment processing
Customer support and communication
Improving our services and training staff
Maintaining accurate records for audit purposes

3.3 Legal & Regulatory Compliance

Meeting New Zealand legal and regulatory requirements
Responding to government or customs authority requests
Resolving disputes or legal claims
Preventing fraud and ensuring document integrity

4. Data Security

We take the security of your information seriously and implement industry-standard measures to protect it:

Encryption: All data is encrypted in transit (TLS/SSL) and at rest.
Access Controls: Only authorised personnel have access to your information.
Secure Storage: Documents and data are stored on secure cloud infrastructure with regular backups.
Audit Trails: We maintain logs of document access and changes for accountability.
Staff Training: Our team is trained in data protection and confidentiality practices.

While we implement strong security measures, no system is 100% secure. We encourage you to use secure communication methods when sharing sensitive information.

5. Sharing Information with Third Parties

We only share your information with third parties when necessary to deliver our services or comply with legal obligations:

5.1 Government & Regulatory Agencies

Ministry for Primary Industries (MPI): For phytosanitary and health certificates
New Zealand Customs Service: For customs declarations and compliance
Destination Country Customs: As required for import clearance
Chambers of Commerce: For Certificate of Origin verification and stamping

5.2 Logistics & Shipping Partners

Freight forwarders (when coordinating document delivery)
Shipping lines (for Bill of Lading coordination)
Customs brokers (when working on your behalf)

5.3 Business Service Providers

Cloud storage and hosting providers (with strict data protection agreements)
Payment processors (for secure invoice payments)
Email and communication platforms

We do not sell, rent, or trade your information to third parties for marketing purposes.

6. Data Retention

We retain your information for as long as necessary to:

Provide ongoing services to you
Comply with legal and regulatory requirements (typically 7 years for tax and customs records)
Resolve disputes or enforce our agreements

After the retention period, we will securely delete or anonymize your information.

7. Your Rights

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

Access: Request a copy of the personal information we hold about you.
Correction: Request correction of inaccurate or incomplete information.
Deletion: Request deletion of your information (subject to legal retention requirements).
Objection: Object to certain types of processing (e.g., direct marketing).
Portability: Request your data in a portable format (where technically feasible).

To exercise any of these rights, please contact us using the details below.

8. Cookies & Website Tracking

Our website uses cookies to improve user experience and analyze website performance. You can manage cookie preferences through your browser settings. We do not use cookies to track you across other websites.

9. International Data Transfers

As part of our export documentation services, your information may be shared with authorities and agencies in destination countries (e.g., customs, quarantine services). We ensure that such transfers comply with New Zealand privacy law and destination country requirements.

10. Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in our practices or legal requirements. The "Last Updated" date at the top of this page indicates when the policy was last revised. We encourage you to review this page periodically.

11. Contact Us

If you have questions, concerns, or requests regarding this Privacy Policy or how we handle your information, please contact us:

Libretto Export Documentation Services
Auckland, New Zealand
Email: info@libretto.co.nz
Phone: 021 025 15316

12. Privacy Officer

For formal privacy complaints or concerns, you may contact our Privacy Officer at privacy@libretto.co.nz. If you are not satisfied with our response, you have the right to lodge a complaint with the New Zealand Privacy Commissioner at www.privacy.org.nz.