In plain English: SiteKey collects only the information needed to run a site access system. We don't sell your data, we don't share it without a good reason, and you can ask us to delete it at any time. The full legal detail is below.
1. Who we are
SiteKey is a product of Capability Solutions Limited. We provide site access management software to New Zealand businesses. Our registered business address is in New Zealand, and we are subject to the New Zealand Privacy Act 2020.
If you have any questions about this policy, contact us at gordon@findlayandco.co.nz.
2. What information we collect
We collect personal information in two main contexts:
a) When you enquire about SiteKey (marketing and sales)
If you submit a contact form, book a demo, or respond to one of our Google Ads lead forms, we may collect:
- Your name
- Your email address
- Your phone number
- Your business or organisation name
- Any message or notes you include
b) When your organisation uses the SiteKey platform (site access)
SiteKey is used by businesses to manage who enters and exits their sites. In this context, we may process:
- Names of workers, contractors, and visitors
- Check-in and check-out times
- Employer or company details
- Health and safety training compliance status (where your organisation has configured this)
- QR codes linked to individual records
- Email addresses used for notifications or login
This data is collected and controlled by the business that operates the SiteKey site (your employer, site manager, or contractor principal). If you have questions about how that organisation uses your information, please contact them directly. SiteKey acts as a data processor on their behalf.
3. How we use your information
We use the information we collect to:
- Respond to demo requests and sales enquiries
- Set up and operate your organisation's SiteKey account
- Send system notifications (e.g. arrival alerts to site administrators)
- Maintain site access records for health, safety, and compliance purposes
- Improve the SiteKey platform
- Meet our legal obligations
We do not use your information for unsolicited marketing, and we do not sell personal information to third parties.
4. Cookies and tracking
The SiteKey marketing website (sitekey.nz) uses Google Ads conversion tracking via Google Tag Manager. This allows us to measure whether visitors who click our ads go on to submit a contact form or book a demo.
Google may set cookies on your device when you visit sitekey.nz. These cookies are used by Google to track ad performance and are governed by Google's Privacy Policy.
The SiteKey application (the check-in platform your organisation uses) does not use advertising cookies. It uses only essential session cookies required for login and security.
5. Who we share information with
We share personal information only in the following circumstances:
- Google LLC — for advertising measurement via Google Ads and Google Tag Manager, subject to Google's data processing terms
- Our cloud infrastructure provider — SiteKey application data is hosted on secure cloud servers. Our provider operates under standard contractual data protection commitments
- Your organisation's administrators — site administrators can access the check-in records for people on their sites
- Law enforcement or regulatory authorities — where required by New Zealand law
We do not share personal information with any other third parties without your consent.
6. How long we keep your information
- Sales enquiries: We retain contact details from demo requests for up to 2 years, or until you ask us to remove them.
- Check-in records: Retention is set by the organisation operating the SiteKey site. Typical retention is 7 years to meet health and safety recordkeeping obligations under New Zealand law. Contact your site operator for their specific retention policy.
7. Your rights under the Privacy Act 2020
Under the New Zealand Privacy Act 2020, you have the right to:
- Ask whether we hold personal information about you
- Request access to that information
- Ask us to correct information that is inaccurate or misleading
- Ask us to delete information we no longer have a lawful basis to hold
To make any of these requests, email us at gordon@findlayandco.co.nz. We will respond within 20 working days as required by the Act.
If you are not satisfied with our response, you can contact the Office of the Privacy Commissioner to make a complaint.
8. Data security
We take reasonable steps to protect personal information from loss, unauthorised access, use, modification, or disclosure. These steps include:
- Encrypted data transmission (HTTPS)
- Password-protected admin access with secure token authentication
- Access controls limiting who can view site records
- Hosting on Railway, which provides isolated database environments
No internet-based system is completely secure. If you believe a security incident has occurred, please contact us immediately at gordon@findlayandco.co.nz.
9. Children's privacy
SiteKey is not intended for use by anyone under 16 years of age. We do not knowingly collect personal information from children.
10. Changes to this policy
We may update this Privacy Policy from time to time. When we do, we will update the "Last updated" date at the top of this page. If we make material changes, we will notify active clients by email.
Continued use of SiteKey after changes are posted constitutes acceptance of the updated policy.
11. Contact us
For any privacy-related questions, requests, or complaints:
- Email: gordon@findlayandco.co.nz
- Organisation: Capability Solutions Limited
- Country: New Zealand