Privacy Policy | Data Collection, Usage, and Rights

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) and our application (the “Platform”).

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 provide, improve, and support our services. The types of information we collect include:

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: Details of contracts you enter into the Platform, including contract terms, renewal dates, provider details, and reminders.
Billing Information: If you purchase a subscription, we may collect payment and billing details (processed securely through third-party payment providers).
Support Communications: Any messages, feedback, or communications sent to our support team.

2.2 Information We Collect Automatically

When you use our website or Platform, we may automatically collect:

Log Data: Your IP address, browser type, device information, access times, and pages viewed.
Usage Data: Actions you take within the Platform, such as creating, updating, or deleting contract records.
Cookies and Tracking Technologies: Small files that help us improve performance, analyse usage, and remember user preferences.

2.3 Third-Party Information

We may receive information about you from third-party services if you choose to integrate them with Miova. For example:

Authentication providers (e.g., Google login).
Cloud hosting or data storage services.

These third parties will handle your information according to their own privacy policies.

2.4 Optional AI Data Extraction Service (OpenAI)

Miova offers an optional feature that uses OpenAI's artificial intelligence technology to assist with extracting and summarising key details from contracts you upload or enter into the Platform.

By using this feature, you acknowledge and agree that:

Relevant Contract Data will be securely transmitted to OpenAI, a third-party service provider based outside of New Zealand, for processing.
Miova does not store the outputs generated by OpenAI beyond what is required to display results to you within the Platform.
This feature is opt-in only. If you do not enable it, your data will not be shared with OpenAI.
Once data is transmitted to OpenAI, it will be processed according to OpenAI’s privacy and data handling practices, which Miova does not control.

You may review OpenAI's privacy policy here: https://openai.com/policies/privacy-policy

3. How We Use Your Information

We use the information we collect to:

Provide and improve the Platform – including sending reminders, notifications, and service updates.
Communicate with you – about account issues, updates, billing, and support requests.
Personalise your experience – to improve usability and efficiency.
Maintain security and integrity – to prevent misuse, fraud, or technical issues.
Comply with legal obligations – as required under New Zealand law.
Enhance our services – through analytics and feature development.
Enable AI-based services – only where you have explicitly opted in to our OpenAI-powered data extraction feature.

We will never sell your personal information to third parties.

4. Legal Basis for Processing

We process personal information only where permitted by law. The main legal bases we rely on are:

Consent: When you explicitly agree to our collection and use of information (e.g., signing up for an account, opting in to the OpenAI feature).
Performance of a Contract: To deliver the services you have requested.
Legal Obligation: Where processing is required to comply with New Zealand laws.
Legitimate Interests: Where we have a legitimate business interest, provided it does not override your rights.

5. Disclosure of Information

We may share your information with trusted third parties to help us provide the Platform, including:

Cloud hosting providers (e.g., servers and storage).
Email and notification services.
Payment processors.
Analytics and error monitoring tools.
AI processing providers, such as OpenAI, if you opt in to the AI extraction feature.

These providers are only given the information necessary to perform their services and are required to handle your data securely and in compliance with privacy laws.

6. International Data Transfers

Some of our service providers, including OpenAI, may store or process data outside of New Zealand.

Where this occurs, we take reasonable steps to ensure that your data is protected by privacy safeguards equivalent to those required under New Zealand law.

By using features such as AI-based data extraction, you consent to the transfer of your information to these international providers.

7. Data Retention

We retain your information only for as long as necessary to:

Provide our services,
Meet our legal obligations,
Resolve disputes, and
Enforce agreements.

When your account is closed, or information is no longer needed, we will securely delete or anonymise it.

8. Security

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

Encryption of sensitive data in transit and at rest,
Secure account authentication, and
Regular monitoring of our systems.

However, no system is completely secure, and we cannot guarantee the absolute security of your data. 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 the personal information we hold about you,
Request corrections to your personal information,
Request deletion of your information where applicable,
Withdraw consent for processing where consent is the legal basis (e.g., disabling the AI data extraction feature), and
Complain to the Office of the Privacy Commissioner if you believe your rights have been breached.

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

10. Third-Party Links

Our website and Platform may include links to third-party websites.

We are not responsible for the privacy practices or content of those third parties. We encourage you to review their privacy policies when you visit their sites.

11. Limitation of Liability

To the fullest extent permitted by law:

Miova Limited, its directors, employees, and affiliates shall not be liable for any loss, damage, or harm resulting from:
- The use of third-party services, including OpenAI,
- Data breaches outside our reasonable control,
- Missed contract renewal deadlines or related consequences.
Our obligations are limited to those required under New Zealand privacy laws.

12. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect:

Changes in laws,
Updates to our services, or
Adjustments to our practices.

The most recent version will always be posted on our website.
By continuing to use Miova after changes are published, you accept the updated Privacy Policy.

13. Contact Us

If you have any questions or concerns about this Privacy Policy or how your data is handled, please contact us:

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 the New Zealand courts.

15. Acknowledgement

By using Miova, you acknowledge that you have read and understood this Privacy Policy and consent to the collection, use, and disclosure of your information as described.