Privacy Policy

1. Introduction

Miova Limited (“Miova”, “we”, “our”, or “us”) respects your privacy and is committed to protecting your personal information.

This Privacy Policy explains how we collect, use, store, and disclose information when you use our website (miova.io), our application (the “Platform”), and our Email Loader Service.

By accessing or using Miova, you agree to this Privacy Policy. If you do not agree, you must stop using the Platform and our website immediately.

This Privacy Policy is prepared in accordance with the New Zealand Privacy Act 2020.

2. Information We Collect

We collect information to support, improve, and deliver our services. The information we collect includes:

2.1 Information You Provide Directly

When you use Miova, you may provide us with:

• Account Information: Your name, email address, business name, and password.

• Contract Data: Any contract details you upload or enter, including renewal dates, terms, provider information, and notes.

• Email Loader Submissions: Contract documents or related information you forward to uploads@miova.io for processing.

• Billing Information: Processed securely through third-party payment providers.

• Support Communications: Messages, feedback, or requests sent to our team.

2.2 Information We Collect Automatically

When using our website or Platform, we may automatically collect:

• Log Data: IP address, browser type, device information, access times, pages viewed.

• Usage Data: Interactions with the Platform (e.g., creating or updating contracts).

• Cookies & Tracking Technologies: Used to analyse usage, improve performance, and remember preferences.

2.3 Third-Party Integrations

We may receive information about you from third-party services you choose to integrate with Miova, such as:

• Authentication providers (e.g., Google login)

• Hosting and cloud infrastructure providers

These providers handle information according to their own privacy policies.

2.4 Email Loader Processing & AI-Assisted Tools

When you forward contract documents to our Email Loader Service:

• Miova staff will review, extract, and input relevant Contract Data into your account.

• Miova may also use artificial intelligence tools to assist with data extraction and organisation, but always under Miova’s control.

• All processing occurs solely for the purpose of entering Contract Data into your Miova account.

• Miova does not sell Contract Data or use it to train external AI models.

• Miova will only share documents with third-party AI tools where necessary for extraction and only with providers who meet privacy and security standards consistent with New Zealand law.

3. How We Use Your Information

We use your information to:

• Provide, operate, and improve the Platform and related services.

• Process Email Loader submissions and enter Contract Data into your account.

• Send reminders, notifications, and service communications.

• Manage billing, account administration, and customer support.

• Enhance user experience and develop new features.

• Maintain system security and prevent fraudulent or harmful activities.

• Comply with legal obligations.

We never sell your personal information to third parties.

4. Legal Basis for Processing

We process your information only where permitted by law, based on:

• Consent: When you create an account or provide us with Contract Data.

• Performance of a Contract: To deliver the Platform and Email Loader services.

• Legitimate Interests: For analytics, service improvement, and security.

• Legal Obligations: Compliance with New Zealand laws and regulations.

5. Disclosure of Information

We may share your information with trusted service providers who support our operations, including:

• Cloud hosting and data storage providers

• Email and communication service providers

• Payment processors

• Analytics and monitoring tools

• AI-assisted tools used for data extraction (only for Email Loader submissions)

All providers are required to handle your information securely, confidentially, and in compliance with privacy law. We do not allow third-party providers to use your information for their own purposes.

6. International Data Transfers

Some service providers may store or process data outside of New Zealand.

Where this occurs, we ensure that:

• Reasonable safeguards are in place, and

• Data is protected in accordance with requirements under the New Zealand Privacy Act 2020.

By forwarding documents or using the Platform, you consent to the transfer of information to these providers where required for processing.

7. Data Retention

We retain information only for as long as necessary to:

• Provide our services

• Meet legal or regulatory obligations

• Resolve disputes

• Enforce agreements

When no longer needed, we securely delete or anonymise data. If you close your account, we will remove or anonymise your personal information unless retention is legally required.

8. Security

We take reasonable steps to protect your information from loss, unauthorised access, alteration, or misuse, including:

• Encryption of sensitive information

• Secure authentication controls

• Ongoing system monitoring

However, no method of transmission or storage is completely secure. By using Miova, you acknowledge that you provide information at your own risk.

9. Your Rights

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

• Access your personal information

• Request correction of inaccurate information

• Request deletion where appropriate

• Withdraw consent where processing is based on consent

• Complain to the Office of the Privacy Commissioner

To exercise these rights, contact us at hello@miova.io

10. Third-Party Links

Our website or Platform may contain links to third-party websites.

We are not responsible for their privacy practices. We recommend reviewing third-party privacy policies before providing personal information.

11. Limitation of Liability

To the fullest extent permitted by law:

Miova Limited, its directors, employees, and affiliates are not liable for:

• Use of third-party service providers, including AI tools

• Data breaches outside our reasonable control

• Errors, omissions, or inaccuracies in Contract Data processed through the Email Loader Service

• Missed deadlines or business impacts arising from incorrect or incomplete Contract Data

Our liability is limited to obligations under New Zealand privacy law.

12. Changes to This Privacy Policy

We may update this Privacy Policy occasionally to reflect:

• Changes in laws

• Updates to Miova’s services

• Adjustments to data handling practices

The most recent version will be posted on our website. By continuing to use Miova after updates, you accept the revised Privacy Policy.

13. Contact Us

If you have any questions or concerns about this Privacy Policy or how we handle your information, contact:

Miova Limited
Email: hello@miova.io 

14. Governing Law

This Privacy Policy is governed by the laws of New Zealand. Any disputes will be resolved exclusively in New Zealand courts.

15. Acknowledgement

By using Miova, you acknowledge that you have read, understood, and agreed to this Privacy Policy, including how your information is collected, used, and disclosed.