Privacy Policy

This Privacy Policy explains how personal information is handled by Fazaks Ltd trading as VisionWorks (“VisionWorks”, “we”, “us”, “our”) when you use the VisionWorks Event Platform (“Platform”). This policy is intended to align with the Privacy Act 2020 (New Zealand).

The Platform is made available through underthetree.online and any other current or future domains, subdomains, or branded instances that utilise the Platform.

1. Responsibility Model

1. VisionWorks responsibilities. VisionWorks is responsible for platform-level personal information, including account information, authentication, security logs, and platform analytics used to operate, secure, and improve the Platform.
2. Event Organiser responsibilities. Events, communications, libraries, and content on the Platform may be operated by third parties (including trusts and community organisations) (“Event Organisers”). Event Organisers are responsible for event-specific personal information, including attendance management, participant notices, communications, recordings, content decisions, and library borrowing activities.
3. Practical allocation. In many configurations, VisionWorks acts as a technical service provider supporting Event Organisers. Where required, event-specific notices may clarify whether VisionWorks, an Event Organiser, or both are responsible for particular processing.

2. Information We Collect

1. Account and identity information: e.g. name, email address, account settings, authentication and login metadata.
2. Device and usage information: e.g. IP address, device identifiers, browser type, operating system, pages/screens viewed, actions taken, timestamps, diagnostics, and security logs.
3. Event and interaction information: e.g. registrations, attendance/check-ins, messages, responses, preferences, and support requests.
4. Location information (where enabled): approximate location and/or precise location (GPS) where you grant device or browser permission.
5. Audio, transcription, and AI-derived information (where used): audio recordings you submit, transcript text, recording metadata, and AI-generated outputs such as summaries, tags, classifications, and analytics derived from your inputs and usage.
6. Library borrowing information (where used): records of items borrowed, due/return status, and related operational metadata.

3. How We Collect Information

1. Directly from you (e.g. account registration, forms, uploads, recordings, settings).
2. Automatically through your use of the Platform (e.g. logs, cookies, device signals).
3. From Event Organisers where you register for or participate in an event.
4. From service providers that support Platform functions (e.g. hosting, analytics, authentication, location services, transcription/AI).

4. How We Use Information

1. Platform operation: creating and managing accounts, enabling core features, and providing support.
2. Security and integrity: fraud prevention, auditing, monitoring, and enforcing Platform rules.
3. Event delivery (where applicable): enabling registrations, check-ins, communications, and other event functions.
4. Location features (where enabled): supporting location-dependent functionality and operational features.
5. Transcription and AI features (where used): creating transcripts, enabling searchability, and providing AI-supported outputs.
6. Library and asset tracking (where used): supporting borrowing and return tracking and associated operational workflows.
7. Analytics and improvement: monitoring performance and improving the Platform.
8. Innovation and insights: developing new services, features, and analytics. Where feasible, we use aggregated and de-identified data.
9. Legal and compliance: meeting obligations, responding to lawful requests, and handling disputes.

5. Electronic Communications

1. The Platform may be used to send electronic communications (including emails and notifications) to recipients whose details are supplied by users or Event Organisers.
2. VisionWorks may provide technical tools to support sending communications. VisionWorks acts as a technical service provider and does not independently verify consent status for recipient lists.
3. The user or Event Organiser who supplies contact details or initiates communications is responsible for ensuring communications comply with applicable laws, including the Unsolicited Electronic Messages Act 2007.

6. Music, Lyrics, and Content

1. The Platform may provide lyrics-only display functionality. VisionWorks does not manage or verify copyright or licensing compliance for event content.
2. Responsibility for lawful use of music, lyrics, and other content rests with the relevant Event Organiser or user.

7. Sharing and Disclosure

1. Event Organisers: we may share information with an Event Organiser where necessary to deliver an event or service you engage with, consistent with the organiser’s operational needs.
2. Service providers: we may share information with vendors that provide services such as hosting, storage, analytics, authentication, communications delivery, location services, and transcription/AI processing.
3. Legal and safety: we may disclose information where required or authorised by law, or where necessary to protect rights, safety, security, or to enforce our terms.
4. We do not disclose personal information for unrelated third-party marketing without consent.

8. Overseas Processing

1. Some service providers (including AI services) may store or process information outside New Zealand.
2. Where personal information is disclosed overseas, VisionWorks will take reasonable steps to ensure the recipient provides safeguards comparable to those required in New Zealand (for example, through contractual controls and vendor due diligence), consistent with the Privacy Act 2020.

9. Cookies and Similar Technologies

1. We may use cookies and similar technologies for authentication, session management, security, preferences, and analytics.
2. You can control cookies through browser settings, but disabling cookies may affect Platform functionality.

10. Storage and Security

1. VisionWorks takes reasonable safeguards to protect personal information against loss, unauthorised access, use, modification, or disclosure, including access controls, authentication measures, logging, and security monitoring.
2. No system is completely secure. You should protect your credentials and notify us if you suspect unauthorised account access.

11. Retention

1. We retain personal information only as long as reasonably necessary for Platform operation, security, compliance, and dispute resolution.
2. Retention periods may vary by data type (e.g. account records, event records, logs, location records, audio/transcripts, library records).
3. Some information may remain in backups or derived datasets for a period consistent with reasonable operational practice.

12. Access and Correction

1. You may request access to, or correction of, personal information we hold about you.
2. We may require verification of identity and may refuse requests where permitted by law.
3. Requests should be sent to: privacy@fazaks.com

13. Privacy Breaches

1. We will respond to privacy breaches in accordance with the Privacy Act 2020. Where a breach is notifiable and is likely to cause serious harm, we will take reasonable steps to notify affected individuals and the Office of the Privacy Commissioner where required.

14. Complaints

1. If you have a privacy concern or complaint, contact us first at: privacy@fazaks.com
2. If you are not satisfied with our response, you may contact the Office of the Privacy Commissioner (New Zealand).

15. Updates to this Policy

1. This Privacy Policy may be updated from time to time. The updated version will be published on the relevant domain with a new effective date.