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Privacy Policy

Effective date: 1 June 2026
Business name: Tribe 9
Website: https://tribe9.nz

Introduction

Tribe 9 is a Tauranga-based managed IT provider. We look after technology for small businesses, including Microsoft 365, SharePoint, and the day-to-day management of computers and systems.

We take privacy seriously, both our own and that of the clients we work for. This policy explains how we collect, use, store and protect personal information when you visit our website, get in touch with us, subscribe to our updates, or engage us to provide IT services. It is written to meet our obligations under the New Zealand Privacy Act 2020.

This policy is split into two parts. The first covers information we collect about you directly, for example through our website or when you enquire about our services. The second covers the information we handle on behalf of our clients when we manage their IT systems, because that is the most significant kind of information we work with.

1. Who We Are

Tribe 9 is the agency responsible for the personal information we collect directly through our website and in the course of running our business. (Under the Privacy Act 2020, an "agency" is the organisation that holds and is responsible for personal information.)

You can contact us about anything in this policy using the details below.

Email: hello@tribe9.nz
Phone: 022 555 0004
Address: 5 Te Arawa Place, Welcome Bay, Tauranga

2. Information We Collect Directly

When you interact with us through our website or as a prospective or current client, we may collect:

  • Your name
  • Email address
  • Phone number
  • Company name and your role
  • Anything you tell us in a contact form, email or conversation
  • Your preferences for receiving updates from us

When you visit our website, some information is also collected automatically, including your IP address, browser type, the pages you view, the date and time of your visit, the site that referred you, and cookie identifiers.

3. How We Use This Information

We use the personal information we collect directly to:

  • Respond to your enquiries
  • Provide and manage the IT services you engage us for
  • Send updates and useful IT and security information, where you have asked to receive them
  • Keep our website and systems secure
  • Understand how our website is used so we can improve it
  • Meet our legal and tax obligations

We do not sell or rent your personal information to anyone.

4. Information We Handle on Behalf of Our Clients

When you engage Tribe 9 to manage your IT, our work often involves access to your systems, such as your Microsoft 365 environment, SharePoint, email and computers. Through that access we may be able to see personal information held in your systems. This can include information about your staff, and information your own customers have given you.

When we handle that information, we do so on your behalf and under your instructions. Specifically:

  • We access your systems and data only to the extent needed to provide the services you have engaged us for, or to resolve a problem you have asked us to fix.
  • We do not use your data, or your customers' data, for our own purposes.
  • We treat what we see as confidential and limit access to the team members who need it to do the work.
  • Where we use other providers to help deliver our services, we require them to keep your information confidential and to handle it securely.
  • You remain responsible for the personal information held in your own systems under the Privacy Act 2020. We help you keep it secure; we do not take it over.

If you need a more detailed, contractual description of how we handle your data for a specific engagement, we are happy to provide one.

5. Updates and Newsletters

If you sign up to receive updates from us:

  • We use your email address to send occasional news and useful IT and security information.
  • You can unsubscribe at any time using the link in any email we send.
  • We may use a third-party email provider to send these messages on our behalf.

We only send marketing emails where you have agreed to receive them, or where the law otherwise permits.

6. Cookies

Our website uses cookies and similar technologies to help the site work properly, understand how it is used, and improve your experience. You can control or clear cookies through your browser settings. Where the law requires it, we will ask for your consent before placing non-essential cookies.

7. Who We Share Information With

We may share personal information with:

  • The providers who host our website and send our emails
  • The software and security providers we use to deliver IT services
  • Analytics providers that help us understand website usage
  • Government agencies or regulators, where we are required to by law

We require the providers we work with to handle personal information securely and only for the purposes we have engaged them for.

8. Where Your Information Is Stored

Some of the services we and our clients rely on, including Microsoft 365, store data in data centres outside New Zealand. Where information is stored or processed overseas, we take reasonable steps to ensure it remains protected to a standard consistent with the New Zealand Privacy Act 2020.

9. How Long We Keep Information

We keep personal information only for as long as we need it: to provide our services, to meet our legal and tax obligations, and to resolve any disputes. If you have subscribed to our updates, we keep your details until you unsubscribe or ask us to delete them.

10. Your Rights

Under the New Zealand Privacy Act 2020, you have the right to:

  • Ask what personal information we hold about you, and to see it
  • Ask us to correct information that is wrong or out of date
  • Ask us to stop sending you marketing communications

To make any of these requests, contact us using the details in section 1. We will respond as soon as we reasonably can, and within the timeframes set by the Privacy Act.

11. Keeping Information Secure

We take reasonable technical and organisational steps to protect personal information against unauthorised access, loss, misuse or disclosure. No method of transmitting information over the internet is completely secure, but we work to protect your information and to keep our own systems sound.

12. Links to Other Websites

Our website may link to other sites. We are not responsible for the privacy practices of those sites, and we encourage you to read their own privacy policies.

13. Changes to This Policy

We may update this policy from time to time. When we do, we will publish the updated version on this page with a new effective date.

14. Questions and Complaints

If you have any questions or concerns about how we handle your personal information, please contact us first using the details in section 1. We would always rather hear from you and put something right.

If you are not satisfied with our response, you can contact the Office of the Privacy Commissioner:

Office of the Privacy Commissioner
Website: https://www.privacy.org.nz
Phone: 0800 803 909