Privacy Policy

CapChur (https://capchur.co.nz), operated by CapChur Technologies Ltd, provides software solutions enabling our business clients and their employees (collectively, “Clients”) to capture, manage, process, and share digital media, including photos and videos of their customers (“Users”) during participation in activities or experiences (the “Services”).

After media capture, Users may receive personalised links via email or SMS to access and view their media. Clients may also send Users reminders relating to their experience, such as anniversary messages.

CapChur is committed to protecting personal information in accordance with the Privacy Act 2020 (New Zealand) and other applicable privacy laws.

Because our Services operate online, personal information may be securely processed or stored outside New Zealand in accordance with this Privacy Policy.

Our Role

In most cases:

The Client is the data controller (they determine what personal information is collected and why). CapChur acts as a data processor, processing information solely to provide contracted Services. If you have privacy concerns relating to a specific activity or experience, you may also contact the relevant Client directly.

Definitions

Client — A business or individual entering into an agreement with CapChur to utilise our Services.

Client Account — The account established by a Client to access and use our Services.

User — An individual whose media or personal information is processed through CapChur in connection with a Client’s activity or experience.

Personal Information (PI) — Information about an identifiable individual as defined under applicable privacy laws.

Collection of Personal Information

The type of PI collected depends on your interaction with CapChur.

For Clients

We collect:

Name, email address, and phone number Profile image (optional) Billing and account details IP address, timestamps, app usage data, and system logs Any additional information voluntarily entered into the platform

For Users

We process PI obtained through Clients, including:

Name, email address, and phone number Photos and videos captured by Clients (which may include identifiable individuals) Experience date, time, and activity details Booking references or activity identifiers (e.g. helmet numbers) Birth date (if voluntarily provided) IP address and access timestamps when viewing media Clients are responsible for obtaining appropriate consent before submitting User information to CapChur.

How Information Is Collected

Clients

Direct input into CapChur software Booking system integrations Cookies, analytics, and server logs

Users

From Clients’ booking systems or digital forms When accessing media links Through cookies and analytics tools Cookies may be managed through browser settings, though disabling essential cookies may affect functionality.

Purpose of Collection and Use

For Clients

Account setup and management Service delivery Technical support and troubleshooting System optimisation and analytics

For Users

Delivering captured media Matching media to individuals Sending media access links Sending experience-related reminders Supporting technical functionality Improving service performance We do not sell personal information.

Media content may include identifiable individuals. Such media is processed solely for the purpose of delivering contracted services.

Use of Artificial Intelligence

CapChur may use secure third-party artificial intelligence services to assist in processing media and related data.

AI processing may include:

Automated video analysis Media enhancement Content summarisation Metadata generation

Where AI services are used:

Processing occurs within secure enterprise-grade cloud environments Data is transmitted securely Processing is limited strictly to delivering contracted Services Customer data is not used to train public AI models CapChur does not use customer media or personal information to train independent machine learning models unless expressly authorised by the Client.

Sharing and Disclosure

We may disclose PI to:

Secure cloud and AI infrastructure providers Payment processors Analytics and monitoring providers Email and SMS delivery providers Professional advisors where legally required All service providers are required to maintain safeguards consistent with applicable privacy laws.

We may disclose PI if required by law or valid governmental request.

Overseas Transfers

Personal information may be stored or processed outside New Zealand.

Where information is transferred overseas, we take reasonable steps to ensure it is protected by safeguards comparable to those required under the Privacy Act 2020.

Data Retention

CapChur retains PI only as long as necessary for service delivery, contractual obligations, or legal compliance.

Upon Client account termination, associated data will be deleted or anonymised after 180 days unless otherwise required by agreement or law.

Security

We implement reasonable technical and organisational safeguards to protect PI from:

Unauthorised access Loss Misuse Disclosure Alteration Security measures include encrypted connections (HTTPS), access controls, logging, and role-based system access.

We maintain procedures for responding to suspected data breaches and will notify affected individuals and regulators where required by law.

Children’s Information

Media processed through CapChur may include minors.

Clients are responsible for obtaining appropriate parental or guardian consent where required.

Parents or guardians may contact the relevant Client or CapChur to request review or removal of media where appropriate.

Your Rights

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

Request access to personal information Request correction of personal information Requests may be made by contacting:

olawson@capchur.co.nz

We may require identity verification.

We will respond within 20 working days as required by law.

Complaints

If you believe your privacy has been breached, please contact us first.

If you are not satisfied with our response, you may contact the Office of the Privacy Commissioner of New Zealand:

https://www.privacy.org.nz

Third-Party Links

Our website or Services may contain links to external sites. We are not responsible for their privacy practices.

Changes to This Policy

We may update this Privacy Policy from time to time. The Effective Date will reflect the most recent revision.