Privacy Policy

Effective Date: July 2025
Last Updated: July 2025

Information We Collect

Website Visitors
When you visit our website, we may collect:

• IP address and browser information
• Pages visited and time spent on our site
• Referring website information
• Device and operating system details

Contact Form Submissions
When you contact us, we collect:

• Name and email address
• Business information you provide
• Project details and requirements
• Any other information you choose to share

Client Services
When working with clients, we may access:

• Business process information
• System configurations and data structures
• Employee workflow information
• Technical system details as required for project delivery

How We Use Your Information

Website Operations

• Improve website functionality and user experience
• Analyze website traffic and usage patterns
• Respond to technical issues and maintain security

Business Communications

• Respond to your inquiries and consultation requests
• Provide project proposals and service information
• Schedule meetings and coordinate project activities
• Send relevant business updates when appropriate

Service Delivery

• Analyze your business processes to recommend automation solutions
• Implement and configure automation systems
• Provide ongoing support and maintenance
• Document project requirements and deliverables

Information Sharing and Disclosure

We Do Not Sell Your Information
Venko Systems does not sell, rent, or trade your personal information to third parties for marketing purposes.

Limited Sharing
We may share information only in these specific circumstances:

• With your explicit consent
• When required by law or legal process
• To protect our rights, property, or safety
• With service providers who assist in website operations (under strict confidentiality agreements)

Client Confidentiality
All client business information, processes, and data remain strictly confidential. We do not share client information with other clients or use it for any purpose outside your specific project.

Data Security

Protection Measures
We implement appropriate technical and organizational measures to protect your information:

• Secure data transmission using encryption
• Limited access to personal information on a need-to-know basis
• Regular security reviews and updates
• Secure storage of client files and project information

Client Data Security
When working with your business systems and data:

• We follow industry-standard security practices
• Access is limited to personnel working on your project
• We can work within your existing security protocols
• All access credentials are securely managed and removed after project completion

Client Confidentiality and Professional Standards

Business Confidentiality
We understand that automation projects often involve sensitive business information. Our commitment includes:

• Treating all client information as strictly confidential
• Not discussing your business processes with other clients or third parties
• Protecting proprietary methods, data, and business intelligence
• Maintaining confidentiality even after project completion

Non-Disclosure Agreements
We’re happy to sign mutual non-disclosure agreements when requested to provide additional legal protection for sensitive projects.

Professional Ethics
Our team adheres to professional engineering and consulting standards, including:

• Maintaining client confidentiality at all times
• Acting in the best interests of our clients
• Providing honest assessments and recommendations
• Respecting intellectual property and business practices

Your Rights and Choices

Access and Control
You have the right to:

• Know what information we have about you
• Request corrections to inaccurate information
• Ask us to delete your information (subject to legal and contractual obligations)
• Opt out of non-essential communications

Communication Preferences
You can control how we communicate with you:

• Unsubscribe from marketing emails at any time
• Request to be removed from our contact lists
• Specify your preferred communication methods and frequency

Cookies and Website Technologies

What We Use
Our website may use:

• Essential cookies for basic website functionality
• Analytics cookies to understand website usage
• Performance cookies to improve site speed and reliability

Your Control
You can control cookies through your browser settings. Note that disabling cookies may affect website functionality.

Third-Party Services

Website Analytics
We may use analytics services to understand website usage. These services have their own privacy policies governing how they collect and use information.

Communication Tools
We use professional email and communication platforms that maintain appropriate security and privacy standards for business communications.

International Data Transfers

New Zealand Base
Venko Systems is based in New Zealand. If you’re located outside New Zealand, your information may be transferred to and processed in New Zealand under our data protection standards.

Client Location Flexibility
For international clients, we can work within your local data protection requirements and may process data in your jurisdiction when technically feasible.

Data Retention

Website Information
We retain website visitor information only as long as necessary for operational purposes, typically no more than 2 years.

Client Information
We retain client project information according to professional standards and legal requirements, typically 7 years after project completion, unless otherwise agreed in writing.

Deletion Requests
We will delete your information upon request, except where retention is required for legal, accounting, or professional obligation purposes.

Children’s Privacy

Our website and services are intended for business use. We do not knowingly collect information from individuals under 16 years of age.

Changes to This Policy

We may update this Privacy Policy occasionally to reflect changes in our practices or legal requirements. We will post the updated policy on our website and update the “Last Updated” date.

For significant changes, we will notify active clients directly via email.

Contact Information

Privacy Questions
If you have questions about this Privacy Policy or how we handle your information:

Email: hello [at] venkosystems dot com
Subject Line: Privacy Policy Inquiry

Data Requests
To request access to, correction of, or deletion of your information, please contact us with specific details about your request.

Business Confidentiality
For questions about client confidentiality or to request a non-disclosure agreement, please contact us directly.

Legal Compliance

This Privacy Policy is designed to comply with:

• New Zealand Privacy Act 2020
• General Data Protection Regulation (GDPR) for EU clients
• Other applicable data protection laws where we provide services

We are committed to maintaining the highest standards of privacy protection and professional confidentiality in all our business operations.

This Privacy Policy demonstrates our serious commitment to protecting your information and maintaining the confidentiality essential for successful business consulting and automation services.