Privacy Policy 

White Label Systems Limited trading as MyAdvisor and Generation AI 

Last Updated: 03/11/2025

 

1. About This Policy 

White Label Systems Limited ("we," "us," "our," "MyAdvisor," or "Generation AI") is committed to protecting your privacy and handling your personal information responsibly in accordance with New Zealand's Privacy Act 2020. 

This privacy policy explains how we collect, use, store, and protect personal information when you engage with our advisory and consulting services, attend our workshops and seminars, use our digital tools and assessments, or otherwise interact with us. 

We are a New Zealand-based consultancy providing advisory services, leadership training, AI readiness assessments, and related professional services under the MyAdvisor and Generation AI brands. This includes in-person and online delivery of workshops, courses, consulting engagements, and strategic advisory work. 

 

2. Information We Collect 

We collect personal information necessary to provide our professional services: 

Contact and professional details: 

• Name, email address, phone number 

• Job title, employer, professional role 

• Business address and location 

Service-related information: 

• Workshop and seminar registrations 

• Assessment responses and results 

• Communication records and correspondence 

• Project work and deliverables 

• Feedback and survey responses 

Website technical information: 

• Website usage and analytics 

• Device information and IP addresses 

• Cookies (see Section 10) 

Sensitive information (with your consent only): 

• Dietary or health information for event accommodation 

• Demographic information for research (anonymised in reporting) 

We collect information directly from you when you engage our services, and may receive information from your employer when they engage us on behalf of their organisation. 

 

3. How We Use Your Information 

Service delivery: 

• Providing advisory, consulting, and training services 

• Conducting workshops, seminars, and AI readiness assessments 

• Creating reports and recommendations 

• Managing client relationships and communications 

Business operations: 

• Registration and booking administration 

• Invoicing and financial records 

• Service improvement and development 

• Research and analytics (using anonymised data) 

• Legal and regulatory compliance 

Communications: 

• Responding to enquiries 

• Service-related updates 

• Insights and event invitations (with your consent) 

Legal basis: We process your information based on your consent (where required), performance of our contract with you or your employer, our legitimate business interests in providing services, and legal compliance requirements. 

 

4. Use of Artificial Intelligence Tools 

We use artificial intelligence tools to support and enhance our professional services, including research, analysis, document review, and content development. 

Our approach to AI: 

• Paid professional services: We use paid professional-tier AI platforms, not free consumer services 

• Data protection evaluation: We evaluate each AI tool's data handling practices before use, with particular focus on training data provisions 

• No training use: We only use AI services where our agreements or terms prohibit the provider from using your data to train their models 

• Human oversight: All AI-generated content is reviewed by our professional staff before use in client work. AI supports but does not replace human expertise and judgement 

• Ongoing assessment: We continuously evaluate our AI tools to ensure they maintain appropriate data protection standards 

Your control: If you have concerns about AI use in your engagement, please discuss this with us. We can adjust our approach to accommodate your requirements. 

 

5. Data Retention and Deletion 

We retain your personal information as long as necessary to deliver our services, maintain our professional relationship with you, and meet our legal obligations. 

Retention approach: 

• We retain client engagement data while we have an active professional relationship with you or your organisation 

• Financial records are retained for 7 years to comply with tax and accounting requirements 

• Legal matters are retained as required by law or until resolution of disputes 

• We do not have automated deletion schedules but maintain information in secure, organised systems that allow us to locate and remove data when no longer needed 

• We periodically review personal information we hold and delete or anonymise information that is no longer necessary for the purposes it was collected 

Your deletion rights: 

You may request deletion of your personal information at any time. We will make reasonable efforts to delete your information within 30 days, subject to: 

• Legal obligations to retain certain records (such as financial information) 

• Legitimate need to retain information to defend potential legal claims 

• Technical limitations in completely removing information from backup systems (which are eventually overwritten) 

If complete deletion is not possible, we will explain why and delete what we reasonably can. 

 

6. Data Security 

We protect your personal information using security measures appropriate to the nature and sensitivity of the information we hold: 

Security practices: 

• Secure enterprise cloud storage with access controls 

• Encryption of data in transit and at rest through our service providers 

• Access limited to staff who need the information to deliver services 

• Password protection and secure authentication 

• Staff training on confidentiality and data protection 

• Contractual requirements for service providers to maintain security standards 

Limitations: While we implement reasonable security measures, no system is completely secure. We cannot guarantee that unauthorised access will never occur, but we maintain security practices appropriate to the sensitivity of the information we hold. 

 

7. Privacy Breach Response 

In the event of a privacy breach affecting your information: 

• We will assess whether the breach is likely to cause serious harm 

• If serious harm is likely, we will notify the Office of the Privacy Commissioner within 72 hours as required by law 

• We will notify affected individuals as required by the Privacy Act 

• We will investigate the cause and take steps to prevent recurrence 

• We will cooperate with the Privacy Commissioner's office and follow their guidance 

 

8. International Data Transfers 

Our business uses cloud services and AI platforms that may process data offshore, including in the United States and European Union. 

Offshore processing safeguards: 

• We use established enterprise cloud and technology providers with data protection standards 

• Our AI service agreements prohibit providers from using your data for their own purposes or model training 

• We verify that offshore providers maintain reasonable security and privacy protections 

• We take reasonable steps to ensure offshore recipients have protections comparable to New Zealand Privacy Act standards through contractual safeguards or other legal protections 

• Processing occurs solely to deliver services to you 

When you engage our services, you acknowledge that your information may be processed offshore by our technology service providers under these conditions. 

 

9. Information Sharing 

We do not sell your personal information. We share information only as necessary: 

Service providers: 

• Cloud hosting and storage providers 

• CRM and business management platforms 

• Event management services 

• Analytics services 

Legal requirements: 

• When required by law or court order 

• To protect our legal rights 

• To prevent fraud or ensure safety 

• As required by professional indemnity insurance 

Your employer: 

• When your employer has engaged us to provide services, we may share information relevant to that engagement 

Business transfers: 

• In the event of a sale or merger, information may transfer to a successor entity with equivalent privacy protections 

All third parties are contractually required to protect your information and use it only for authorised purposes. 

 

10. Your Privacy Rights 

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

• Access your personal information we hold 

• Correct inaccurate or incomplete information 

• Request deletion of your information (subject to legal retention requirements) 

• Withdraw consent for processing based on consent 

• Complain to the Office of the Privacy Commissioner 

To exercise your rights: 

Contact us at: 

• Email: directors@myadvisor.co.nz 

• Phone: 0800-440-018 

• Mail: Building C, Level Two, 55 Mackelvie Street, Ponsonby, Auckland 1021 

We will respond within 20 working days as required by law. We may verify your identity before processing requests. We do not charge fees for reasonable requests. 

Marketing opt-out: You can unsubscribe from marketing communications using the link in any email or by contacting us directly. 

Marketing compliance: We comply with New Zealand's Unsolicited Electronic Messages Act 2007 and Australia's Spam Act 2003. All marketing communications include clear sender identification and functional unsubscribe options. 

 

11. Cookies and Website Analytics 

Our website uses cookies to improve functionality and understand usage: 

• Essential cookies: Required for website operation 

• Analytics cookies: Help us understand site usage and improve performance 

• Preference cookies: Remember your settings 

You can control cookies through your browser settings. Some website features may not work if you disable cookies. Where required by law, we will seek your consent before placing non-essential cookies. 

 

12. Third-Party Links 

Our website may link to third-party sites. We are not responsible for their privacy practices. Please review their privacy policies before providing information. 

 

13. Children's Privacy 

Our services are for business and professional audiences. We do not knowingly collect information from individuals under 16. If we become aware we have inadvertently collected such information, we will delete it. 

 

14. Policy Updates 

We may update this policy to reflect changes in our practices or legal requirements. We will post updates on our website with the revision date. 

Material changes will be communicated to clients where reasonably practicable. 

 

15. Contact Us 

For questions about this privacy policy or to exercise your privacy rights: 

White Label Systems Limited trading as MyAdvisor and Generation AI 

Email: directors@myadvisor.co.nz 
Phone: 0800-440-018 
Address: Building C, Level Two, 55 Mackelvie Street, Ponsonby, Auckland 1021 
Office of the Privacy Commissioner: 
If you are not satisfied with our response to a privacy concern, you may contact the Office of the Privacy Commissioner at privacy.org.nz or 0800 803 909.