Privacy Policy
1. Introduction
Moana Digital Solutions ("we", "us", "our") operates Moana Leads HQ, a lead capture platform for trade shows and events. This Privacy Policy explains how we collect, use, store, and protect your personal information when you use our Service.
We are committed to complying with the New Zealand Privacy Act 2020 and its Information Privacy Principles.
2. Information We Collect
Account Information
When you register for Moana Leads HQ, we collect:
- Full name and email address
- Organisation name
- Password (stored securely as a hash — we never store plain text passwords)
Lead Data
When you use Moana Leads HQ to capture leads at events, the data collected depends on your custom form fields and may include:
- Names, email addresses, phone numbers
- Company name, job title
- Custom form responses
- QR code scan data from event badges
Important: You are the data controller for the lead data you collect. It is your responsibility to ensure you have appropriate consent from individuals whose data you collect through the Service.
Usage Data
We automatically collect basic usage information including:
- Login timestamps
- Browser type and device information
- Pages visited within the Service
3. How We Use Your Information
We use your information to:
- Provide and maintain the Service
- Authenticate your identity and secure your account
- Send service-related communications (e.g., password resets)
- Improve the Service based on usage patterns
- Provide AI-powered features (form generation, email drafts)
We do not sell your personal information or lead data to third parties.
4. AI-Powered Features
Moana Leads HQ uses OpenAI's API to power certain features such as AI event creation, form field generation, and email drafting. When you use these features:
- Your prompts and event descriptions are sent to OpenAI for processing
- We do not send your lead data or personal information to OpenAI
- OpenAI's data usage policies apply to the processing of these requests
5. Data Storage & Security
We take reasonable precautions to protect your data:
- Data is stored on secure servers
- All connections are encrypted using HTTPS/TLS
- Passwords are hashed using industry-standard algorithms
- Access to data is restricted to authorised personnel only
6. Data Retention
We retain your data for as long as your account is active. If you close your account:
- Account data is deleted within 30 days
- Lead data associated with your organisation is permanently deleted
- Backups containing your data are purged within 90 days
7. Your Rights
Under the New Zealand Privacy Act 2020, you have the right to:
- Access — Request a copy of the personal information we hold about you
- Correction — Request that we correct any inaccurate information
- Deletion — Request that we delete your personal information
- Portability — Request your data in a machine-readable format
To exercise any of these rights, contact us at hello@moanadigitalsolutions.com.
8. Cookies
Moana Leads HQ uses essential cookies for:
- Session management (keeping you logged in)
- Security tokens (CSRF protection)
We do not use tracking cookies or third-party analytics cookies.
9. Third-Party Services
We use the following third-party services:
- OpenAI — For AI-powered features (event creation, form generation, email drafting)
- OpenStreetMap / Nominatim — For address autocomplete (no personal data is sent)
10. Children's Privacy
Moana Leads HQ is not intended for use by individuals under the age of 16. We do not knowingly collect personal information from children.
11. Changes to This Policy
We may update this Privacy Policy from time to time. We will notify registered users of material changes via email or through the Service. The "Last updated" date at the top of this page indicates when the policy was last revised.
12. Contact Us
If you have questions about this Privacy Policy or wish to exercise your privacy rights, please contact:
Moana Digital Solutions
Email: hello@moanadigitalsolutions.com
Website: moanadigitalsolutions.com