This policy explains what personal information easyr collects, why we collect it, how we look after it, and the choices and rights you have. We've kept it short and in plain English.
It covers our website (easyr.one) and our software (the "Service").
- We don't sell your personal information. Ever.
- If your employer uses easyr, they're in charge of your work data. We look after it for them.
- Information in the Service is stored in Sydney, Australia.
- You can ask to see, fix or delete your information at any time.
- Questions? Email
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1. Who we are
easyr is operated by Easyr Limited, a New Zealand company (company number 9429053803726) ("easyr", "we", "us").
We follow the New Zealand Privacy Act 2020. Where they apply to us, we also follow the Australian Privacy Act 1988 (including the Australian Privacy Principles), the EU General Data Protection Regulation (GDPR), and the UK GDPR and Data Protection Act 2018.
You can contact our Privacy Officer at
2. Who's in charge of your data
There are two different situations, and the difference matters:
Your employer decides what goes into the Service and how it's used, so they're responsible for it (in GDPR terms, the "controller"). We store and process it for them under our agreement (we're the "processor"). Questions about this information are usually best sent to your employer first.
When you visit our website, enquire, sign up for a trial or subscribe to updates, easyr is responsible for your information.
3. What we collect
If you enquire, sign up for a trial, or subscribe to updates
- Your name, email address, and any details you choose to give us, such as your company name, job title and phone number.
If someone refers you to us
We sometimes receive referrals from resellers, partners or existing customers. When this happens, we'll tell you who referred you, what information they gave us, and why, the first time we contact you (and in any case within 30 days). You can ask us to delete it at any time.
If your employer sets up an account for you
Your account is usually created by your employer's administrator, not by you. In that case we receive from them:
- Your name and a username.
- Your email address, if your employer's login method needs one.
- Your role and site or department.
We then also hold the records you create while using the Service, for example quality readings, timestamps and notes you enter.
Because this information comes from your administrator rather than from you, this section is our notice to you about what we collect, why, who can see it, and your rights. Your employer may also give you their own notice.
Information collected automatically
- Website: we use Google Analytics and marketing tools (the Meta Pixel and LinkedIn Insight Tag) to understand how people find and use our website and to measure our advertising. These use cookies and similar technology. See section 6.
- Service: we collect information about how the Service is used, such as pages viewed, features used, device and browser type, and login times. We use this to keep the Service secure and to improve it.
Unless it's genuinely needed for your organisation's quality processes, please don't put sensitive information (such as health, ethnicity or religious details) into the Service. It isn't designed for it.
4. Why we use your information
Here's what we use your information for. For people in the UK and EU, the table also shows the "lawful basis" the law requires us to state.
| What we use it for | Lawful basis (UK / EU) |
|---|---|
| Providing and running the Service for our customers, including letting administrators manage their own users, sites and records | Performing our contract with your organisation, and our legitimate interest in providing the Service |
| Answering enquiries and support requests | Legitimate interests (responding to you), or taking steps before a contract |
| Sending marketing emails | Your consent. You can withdraw it at any time. |
| Website analytics and advertising cookies | Your consent, where the law requires it (see section 6) |
| Understanding how the Service is used so we can improve it | Legitimate interests (improving our product) |
| Keeping our systems secure and preventing misuse | Legitimate interests (security), and legal obligations |
| Meeting legal, tax and accounting requirements | Legal obligation |
Where we rely on legitimate interests, we've weighed them against your rights. You can object at any time (see section 11).
We don't use automated decision-making (including AI) to make decisions about you that have a legal or similarly significant effect.
5. Aggregated and anonymised data
We may combine information from across the Service and remove anything that could identify a person or organisation, for example to produce industry-wide benchmarks on defect rates or process performance. Once information has been anonymised like this, it's no longer personal information.
We may use anonymised data to build benchmarking features, to improve the Service, and to share in reports, case studies and marketing, including publicly. We'll never publish anything that identifies you or your organisation without permission.
6. Cookies and tracking
Our website uses three kinds of cookies:
Needed for the website to work. Always on.
Google Analytics, which tells us how people use the site.
Meta and LinkedIn pixels, which help us measure and target our ads. These may link your visit to your account with them.
Where the law requires it (including in the UK and EU), we only use non-essential cookies with your consent. You can give or change it using our cookie banner (Dot eating the cookie). You can also block cookies in your browser settings, or opt out of Google Analytics.
7. Who we share your information with
We don't sell or rent your personal information.
We only share it:
- Within your organisation: your administrators can see information about their own organisation's users and records.
- With easyr staff, only where needed to provide support or maintain the Service.
- With trusted service providers who help us run our business, such as cloud hosting, email and CRM, analytics and advertising, customer support, and payment providers. They may only use your information to provide their service to us, and must keep it secure.
- With professional advisers, such as our accountants and lawyers.
- If required by law, or to protect people's safety or our legal rights.
- If our business is sold or restructured, with the new owner, who must continue to protect your information in line with this policy.
You can ask us for a list of our current service providers by emailing
8. Where your information is stored
Everything in the Service (your organisation's records, users, sites and everything entered into it) is stored in Sydney, Australia.
Some of our service providers (for example, for email, CRM, analytics and advertising) store or process information in other countries, including the United States, the EU and the UK. When information leaves New Zealand, we take reasonable steps to make sure it's protected to a standard comparable to the New Zealand Privacy Act 2020.
If you're in the UK or EU: New Zealand is recognised by the UK and EU as giving adequate protection. Australia and some other countries are not, so for those transfers we use approved safeguards, such as the European Commission's Standard Contractual Clauses and the UK International Data Transfer Addendum. You can ask us for a copy.
9. How long we keep your information
| Type of information | How long we keep it |
|---|---|
| Customer account data | While your organisation's account is active. Once it closes (see our Terms & Conditions), we delete it within 10 business days, unless the law requires us to keep it. Deleted data may stay in encrypted backups for up to 30 days before it's overwritten. |
| Enquiry and marketing details | Until you unsubscribe or ask us to delete them, or 2 years after we last heard from you, whichever comes first. |
| Analytics data | Up to 14 months. |
| Billing and tax records | 7 years, as required by New Zealand tax law. |
10. Security
We take reasonable steps to protect your information, including encryption of stored data, access controls so organisations can only see their own data, and limiting staff access to what they need.
No system is completely secure. If a privacy breach happens that's likely to cause serious harm, we'll tell the people affected and the relevant regulator (such as the New Zealand Privacy Commissioner, the Office of the Australian Information Commissioner, or the UK Information Commissioner's Office) as the law requires. Where we hold the data for a customer, we'll tell that customer promptly so they can meet their obligations.
11. Your rights
Depending on where you live, you have the right to:
Ask what we hold about you and get a copy.
Ask us to correct it if it's wrong.
Ask us to delete it.
Object to how we use it, or ask us to limit it.
Get a copy in a format you can take elsewhere.
Withdraw consent at any time, e.g. to marketing or cookies.
To make a request, email
Deleting your information: if you gave us your details directly, we'll normally delete them within 5 business days of your request, unless the law requires us to keep them. Deletion isn't yet a self-service option in the Service, so please email us. We're working on adding it.
If your employer set up your account, we may need to pass your request to them, as they control that information. We'll let you know if we do, and help point you in the right direction.
12. Marketing emails
We only send marketing emails to people who have agreed to receive them, or who have enquired with us directly. Every marketing email has an unsubscribe link, or you can email
13. Children
The Service and our website are for businesses and aren't aimed at children. We don't knowingly collect information from anyone under 16.
14. Changes to this policy
We may update this policy from time to time. The date at the top shows when it last changed. If we make an important change, we'll tell our customers by email or in the Service before it takes effect.
15. Contact us and complaints
If you have a question or concern about your privacy, please contact our Privacy Officer first at
If you're not happy with our response, you can contact the privacy regulator where you live:
| Where you are | Regulator |
|---|---|
| New Zealand | Office of the Privacy Commissioner |
| Australia | Office of the Australian Information Commissioner |
| United Kingdom | Information Commissioner's Office |
| European Union | Your local data protection authority |
Questions about your privacy?
We're a small New Zealand team and we're happy to help. Drop us a line.
