Privacy Policy

EzyBill Services Limited is a New Zealand company (company number 4134058, NZBN 9429030425576) with its registered office at Suite 1, Level 8, Symphony House, 300 Queen Street, Auckland Central, Auckland 1010, New Zealand.

Questions about this policy or your information can go to our Privacy Officer at services@ezybill.co.nz or 027 234 5880.

What we collect depends on how you deal with us. Most of it you give us directly.

• Enquiries — your name, email address, phone number, company name and message when you use our contact form, email or call us.
• Merchant applications — when you apply for a merchant account or terminal: business details (legal and trading name, company number, NZBN, address, website), the names and contact details of owners, directors and the account contact, and the documents you upload, which may include identity documents, proof of address and bank statements.
• Contracts and billing — the agreements you sign with us, the products and pricing you choose, and the name and email address used for subscriptions and terminal rental payments.
• Card details — when you pay us online, your card is entered on a checkout page hosted by our payment processor, Stripe. We do not see or store your full card number; we receive only payment status and limited details such as the card brand and last four digits.
• Service and transaction data — when you use our terminals and NexPOS: account and user details, device identifiers, transaction records (amount, time, card brand, masked card number, authorisation result) and settlement information.
• Technical data — when you visit this website, our hosting provider records standard server information such as your IP address, browser type and the pages requested. We use the IP address to limit repeated form submissions and protect against abuse.

We may also collect information about your business from public sources, such as the New Zealand Companies Register and NZBN Register, to check the details you give us.

We use personal information to:

• respond to your enquiries and give you quotes;
• assess your application, verify the identity of your business and the people behind it, and meet anti-money laundering, fraud prevention and card scheme requirements;
• set up, supply and support your merchant account, terminals and software, and process and settle card transactions;
• bill you, collect recurring payments and send receipts;
• send you service messages about your account, contract, payments and changes to our Services;
• keep our systems secure, detect and prevent fraud and misuse, and fix problems;
• meet our legal, regulatory and reporting obligations.

We will only send you marketing if you have asked for it or it relates to Services you already use, and you can opt out at any time.

We do not sell personal information. We share it only as needed to provide the Services or where the law requires:

• Acquiring and payment partners — the acquiring banks, payment processors, gateways and card schemes that underwrite merchant accounts and process transactions, including Stripe for online card payments;
• Service providers — companies that run parts of our business for us, such as merchant onboarding and contract management, website hosting, form handling, email, cloud storage and terminal suppliers. They may use the information only to provide their service to us;
• Verification bodies — public registers and identity or credit verification services, where needed to assess an application;
• Authorities — government agencies, regulators and law enforcement where we are required or permitted by law, for example under anti-money laundering legislation;
• A buyer of our business — if we sell or restructure all or part of our business, subject to the same protections as this policy.

Some of our service providers store or process information outside New Zealand, including in Australia, the United States and Asia. When we send personal information overseas we take reasonable steps to make sure it is protected in a way that is comparable to the Privacy Act 2020, as required by Information Privacy Principle 12.

This website does not use advertising or analytics cookies. Our hosting provider and payment processor may set cookies that are strictly necessary for security and to complete a payment. You can block cookies in your browser, but some features, such as online checkout, may then not work.

When a merchant uses our terminals or NexPOS to serve their own customers, the merchant decides what customer information is collected and is responsible for it. We process that information on the merchant’s behalf to provide the Services. If you are a customer of one of our merchants, please contact that merchant about your information first.

We use reasonable safeguards to protect personal information from loss, unauthorised access, use, change or disclosure. These include encrypted connections, access controls limited to staff who need the information, and payment providers that are certified to the PCI DSS standard for card data.

If a privacy breach is likely to cause serious harm, we will notify the people affected and the Office of the Privacy Commissioner as the Privacy Act requires.

We keep personal information only for as long as we need it for the purposes above. Records we must keep by law, such as customer due diligence and transaction records, tax records and signed contracts, are kept for the period the law requires, which is usually at least seven years. We then delete or anonymise the information securely.

You can ask for a copy of the personal information we hold about you and ask us to correct it. Send your request to services@ezybill.co.nz. We may need to confirm your identity first, and we will respond within 20 working days. We do not charge for access requests in most cases.

If you are not happy with how we have handled your information, please contact us first so we can try to put it right. You can also complain to the Office of the Privacy Commissioner at privacy.org.nz.

We may update this policy from time to time. The current version is always on this page, with its effective date at the top. If we make a significant change that affects how we use information you have already given us, we will let you know.

Privacy Officer, EzyBill Services Limited
Suite 1, Level 8, Symphony House, 300 Queen Street, Auckland Central, Auckland 1010, New Zealand
services@ezybill.co.nz · 027 234 5880