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Effective Date: June 2025

Xtol Limited, trading as Xtol Business Coaching ("we," "us," or "our"), is committed to protecting your privacy. This Privacy Policy explains how we collect, use, store, and disclose personal information in accordance with the New Zealand Privacy Act 2020. By engaging with our services, visiting our website, or providing personal information, you agree to the practices outlined in this policy.

1. What Personal Information We Collect

We collect personal information that you voluntarily provide to us or that we obtain through your interactions with our services. Personal information is any information about an identifiable individual, including but not limited to:

  • Contact Details: Name, email address, phone number, and postal address.

  • Business Information: Company name, job title, business goals, or financial data shared during coaching sessions.

  • Website Usage Data: IP address, browser type, and pages visited, collected via cookies or analytics tools (e.g., Google Analytics).

  • Correspondence: Information provided through emails, forms, or consultations.

We only collect information necessary for providing our business coaching services or as required by law.

2. How We Collect Personal Information

We collect personal information:

  • Directly from You: When you complete forms on our website, sign up for coaching sessions, attend workshops, or communicate with us via email, phone, or in person.

  • Automatically: Through cookies and analytics tools when you visit our website. See our Cookie Policy below for details.

  • From Third Parties: In limited cases, such as referrals from partners or publicly available business directories, with your consent or where permitted by law.

3. Why We Collect Personal Information

We collect and use personal information for the following purposes:

  • To provide and improve our business coaching services, including tailoring advice to your needs.

  • To communicate with you about appointments, workshops, or service updates.

  • To process payments and issue invoices.

  • To send marketing materials, such as newsletters, if you have opted in (you may opt out at any time).

  • To comply with legal obligations, such as tax reporting or responding to lawful requests.

  • To analyze website usage and enhance user experience.

We will not use your information for purposes other than those outlined unless we obtain your consent or are permitted by law.

4. How We Store and Protect Personal Information

We take reasonable steps to protect your personal information from loss, misuse, unauthorized access, or disclosure. These measures include:

  • Storing data on secure, cloud-based platforms compliant with New Zealand privacy laws.

  • Limiting access to personal information to authorized personnel only.

  • Using encryption and secure communication protocols where applicable.

We retain personal information only for as long as necessary to fulfill the purposes outlined in this policy or as required by law. When no longer needed, we securely delete or anonymise it.

5. Who We Share Personal Information With

We may disclose personal information to:

  • Service Providers: Third parties who assist with our operations, such as payment processors, IT providers, or marketing platforms, subject to privacy obligations.

  • Legal Authorities: When required by law, such as in response to a court order or to comply with tax obligations.

  • Business Partners: With your consent, for example, when referring you to a partner service.

We do not sell, rent, or share your personal information with third parties for their own marketing purposes. If we transfer data overseas, we ensure it is protected to New Zealand privacy standards.

6. Your Rights

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

  • Access: Request a copy of the personal information we hold about you.

  • Correct: Ask us to correct inaccurate or incomplete information.

  • Opt-Out: Unsubscribe from marketing communications at any time.

  • Complain: Raise concerns about our handling of your information.

To exercise these rights, contact our Privacy Officer at:

Email: info@xtol.nz
Post: Xtol Limited by email gregcathcollins@gmail.com
Phone: 0275473402

We will respond to requests within 20 working days. In some cases, we may deny access or corrections as permitted by law (e.g., if it risks another person’s privacy). If you believe we have breached your privacy, you may contact the Office of the Privacy Commissioner at www.privacy.org.nz.

7. Cookie Policy

Our website uses cookies to enhance user experience and analyze site performance. Cookies are small text files stored on your device. We use:

  • Essential Cookies: To enable core website functions.

  • Analytics Cookies: To collect anonymous data on site usage via tools like Google Analytics.

You can manage cookie preferences through your browser settings. Disabling cookies may affect website functionality. By using our website, you consent to our use of cookies as described.

8. Third-Party Links

Our website may contain links to third-party sites. We are not responsible for their privacy practices. Review their policies before providing personal information.

9. Changes to This Privacy Policy

We may update this policy to reflect changes in our practices or legal requirements. Updates will be posted on our website with a revised effective date. Check this page periodically for changes.

10. Contact Us

For questions about this Privacy Policy or our privacy practices, contact our Privacy Officer @ Xtol Limited,

This Privacy Policy is governed by New Zealand law. Thank you for trusting Xtol Business Coaching with your personal information.

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