Privacy Policy | Bike Matrix

BIKE MATRIX LIMITED – PRIVACY POLICY

Bike Matrix Limited (NZCN 8464922) (we, us or our), understands that protecting your personal information is important. This Privacy Policy sets out our commitment to protecting the privacy of personal information provided to us, or collected by us, when interacting with you.

This Privacy Policy takes into account the requirements of the New Zealand Privacy Act 2020 and the Information Privacy Principles, as well as the Privacy Act 1988 (Cth) and the Australian Privacy Principles. In addition to the New Zealand and Australian laws, individuals located in the European Union or European Economic Area (EU) may also have rights under the General Data Protection Regulation 2016/679 and individuals located in the United Kingdom (UK) may have rights under the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018 (DPA 2018) (together, the GDPR). Individuals located in California may also have rights under the California Consumer Privacy Act of 2018, as amended by the California Privacy Rights Act (CCPA/CPRA). Appendix 1 outlines the additional rights of individuals located in the EU and UK, and Appendix 2 outlines additional rights available to California residents.

The information we collect.

Personal information: is information or an opinion, whether true or not and whether recorded in a material form or not, about an individual who is identified or reasonably identifiable.

The types of personal information we may collect about you include:

Identity Data including your name, age, profession, and gender.
Contact Data including your address and email.
Financial Data including bank account and payment card details (through our third party payment processor, who stores such information and we do not have access to that information).
Transaction Data including details about payments to you from us and from you to us and other details of products and services you have purchased from us or we have purchased from you.
Technical and Usage Data when you access any of our websites or platforms, details about your internet protocol (IP) address, login data, browser session and geo-location data, statistics on page views and sessions, device and network information, acquisition sources, search queries and/or browsing behaviour, access and use of our website (including through the use of Internet cookies or analytics), and communications with our website.
Profile Data including your username and password for our platform, purchases or orders you have made with us, and support requests you have made.
Interaction Data including information you provide to us when you participate in any interactive features, including surveys, contests, promotions, activities or events.
Marketing and Communications Data including your preferences in receiving marketing from us and our third parties and your communication preferences.
Professional data including where you are a worker of ours or applying for a role with us, your professional history such as your previous positions and professional experience.
Sensitive information is a sub-set of personal information that is given a higher level of protection. Sensitive information means information relating to your racial or ethnic origin, political opinions, religion, trade union or other professional associations or memberships, philosophical beliefs, sexual orientation or practices, criminal records, health information or biometric information. We do not actively request sensitive information about you. If at any time we need to collect sensitive information about you, unless otherwise permitted by law, we will first obtain your consent and we will only use it as required or authorised by law.

End-User Data (Virtual Workshop Users)

When you use the Bike Matrix Virtual Workshop as an end-user customer of one of our retail partners, we collect only your email address. This limited collection enables us to provide the Virtual Workshop service and communicate with you about your bike ID.

Key points about Virtual Workshop data:

we collect only your email address - no payment information, browsing data, or other personal information.
your email is never sold or shared for commercial purposes.
we handle this information in accordance with the Privacy Act 2020, the New Zealand Information Privacy Principles, the Privacy Act 1988 (Cth) and the Australian Privacy Principles and the GDPR.
all rights and protections set out in this Privacy Policy apply to you, including those in "Your rights and controlling your personal information" and "Storage and security".
you may request that we delete your personal information at any time by contacting us using the details provided in this Privacy Policy. We will take reasonable steps to comply with such requests unless we are required to retain certain information for legal, regulatory, security, or operational purposes.

We handle this information in accordance with applicable privacy laws, including the Privacy Act 2020 (NZ), the Privacy Act 1988 (Cth), the GDPR where applicable, and the CCPA/CPRA where applicable.

B2B Customer Data

When you engage with us as a business customer (such as bike retailers, distributors, or corporate clients), we collect more extensive information necessary to maintain our business relationship. The types of information we collect from business clients are set out in the ‘information we collect’ section.

How we collect personal information.

We collect personal information in a variety of ways, including:

when you interact directly with us, including face-to-face, over the phone, over email, or online;
when you complete a form, such as registering for any events or newsletters, or responding to surveys;
when you apply for a job with us;
from third parties, such as details of your use of any website we operate (from our analytics and cookie providers and marketing providers. See the “Cookies” section below for more detail on the use of cookies); or
from publicly available sources, such as social media or the New Zealand Companies Office.

Why we collect, hold, use and disclose personal information

We have set out below, in a table format, a description of the purposes for which we plan to collect, hold, use and disclose your personal information.

Purpose of use / disclosure

Type of Personal Information

To enable you to access and use our software, including to provide you with API credentials or login.

Identity Data
Contact Data

To do business with you.

Identity Data
Contact Data

To contact and communicate with you about our business, including in response to any support requests you lodge with us or other enquiries you make with us.

Identity Data
Contact Data
Profile Data

To contact and communicate with you about any enquiries you make with us via any website we operate.

Identity Data
Contact Data

For internal record keeping, administrative, invoicing and billing purposes.

Identity Data
Contact Data
Financial Data
Transaction Data

For analytics, market research and business development, including to operate and improve our business, associated applications and associated social media platforms.

Profile Data
Technical and Usage Data

For advertising and marketing, including to send you promotional information about our events and experiences and information that we consider may be of interest to you.

Identity Data
Contact Data
Technical and Usage Data
Profile Data
Marketing and Communications Data

To run promotions, competitions and/or offer additional benefits to you.

Identity Data
Contact Data
Profile Data
Interaction Data
Marketing and Communications Data

If you have applied for employment with us, to consider your employment application.

Identity Data
Contact Data
Professional Data

To comply with our legal obligations or if otherwise required or authorised by law.

Any relevant Personal Information

Our disclosures of personal information to third parties

We may disclose personal information to:

our employees, contractors and/or related entities;
IT service providers, data storage, web-hosting and server providers;
marketing or advertising providers;
professional advisors, bankers, auditors, our insurers and insurance brokers;
payment systems operators or processors;
our existing or potential agents or business partners;
anyone to whom our business or assets (or any part of them) are, or may (in good faith) be, transferred;
courts, tribunals and regulatory authorities, in the event you fail to pay for goods or services we have provided to you;
courts, tribunals, regulatory authorities and law enforcement officers, as required or authorised by law, in connection with any actual or prospective legal proceedings, or in order to establish, exercise or defend our legal rights;
third parties to collect and process data, such as analytics providers and cookies; and
any other third parties as required or permitted by law, such as where we receive a subpoena.

We do not sell personal information for monetary consideration. However, we may disclose limited technical, analytics, or marketing-related information to service providers and advertising or analytics partners for business, operational, security, and marketing purposes in accordance with applicable privacy laws.

Overseas disclosure

Personal Information

New Zealand Residents

Where we disclose your personal information to third parties, those third parties may store, transfer or access personal information outside of New Zealand, which may not have an equivalent level of data protection laws as those in New Zealand. Before disclosing any personal information to an overseas recipient, we will comply with Information Privacy Principle 12 and only disclose the information if:

you have authorised the disclosure after we expressly informed you that the overseas recipient may not be required to protect the personal information in a way that, overall, provides comparable safeguards to those in the Privacy Act 2020;
we believe the overseas recipient is subject to the Privacy Act 2020;
we believe that the overseas recipient is subject to privacy laws that, overall, provide comparable safeguards to those in the Privacy Act 2020;
we believe that the overseas recipient is a participant in a prescribed binding scheme;
we believe that the overseas recipient is subject to privacy laws in a prescribed country; or
we otherwise believe that the overseas recipient is required to protect your personal information in a way that, overall, provides comparable safeguards to those in the Privacy Act 2020 (for example pursuant to a data transfer agreement entered into between us and the overseas recipient).

Your rights and controlling your personal information

Your choice: Please read this Privacy Policy carefully. If you provide personal information to us, you understand we will collect, hold, use and disclose your personal information in accordance with this Privacy Policy. You do not have to provide personal information to us, however, if you do not, it may affect our ability to do business with you.

Information from third parties: If we receive personal information about you from a third party, we will protect it as set out in this Privacy Policy. If you are a third party providing personal information about somebody else, you represent and warrant that you have such person’s consent to provide the personal information to us.

Restrict and unsubscribe: To object to processing for direct marketing/unsubscribe from our email database or opt-out of communications (including marketing communications), please contact us using the details below or opt-out using the opt-out facilities provided in the communication.

Access: You may request access to the personal information that we hold about you. An administrative fee may be payable for the provision of such information. Please note, in some situations, we may be legally permitted to withhold access to your personal information. If we cannot provide access to your information, we will advise you as soon as reasonably possible and provide you with the reasons for our refusal and any mechanism available to complain about the refusal. If we can provide access to your information in another form that still meets your needs, then we will take reasonable steps to give you such access.

Correction: If you believe that any information we hold about you is inaccurate, out of date, incomplete, irrelevant or misleading, please contact us using the details below. We will take reasonable steps to promptly correct any information found to be inaccurate, out of date, incomplete, irrelevant or misleading. Please note, in some situations, we may be legally permitted to not correct your personal information. If we cannot correct your information, we will advise you as soon as reasonably possible and provide you with the reasons for our refusal and any mechanism available to complain about the refusal.

Complaints: If you wish to make a complaint, please contact us using the details below and provide us with full details of the complaint. We will promptly investigate your complaint and respond to you, in writing, setting out the outcome of our investigation and the steps we will take in response to your complaint. If you are not satisfied with our response, you may contact the Office of the New Zealand Privacy Commissioner.

Storage and security

We are committed to ensuring that the personal information we collect is secure. In order to prevent unauthorised access or disclosure, we have put in place suitable physical, electronic and managerial procedures, to safeguard and secure personal information and protect it from misuse, interference, loss and unauthorised access, modification and disclosure.

While we are committed to security, we cannot guarantee the security of any information that is transmitted to or by us over the Internet. The transmission and exchange of information is carried out at your own risk.

Data retention

We retain personal information only for as long as reasonably necessary to fulfil the purposes described in this Privacy Policy, including to comply with legal, accounting, tax, regulatory, reporting, and operational obligations.

Generally:

customer account and business relationship data is retained while an account remains active and for a reasonable period afterwards;
transaction, invoicing, and financial records may be retained for up to 7 years to comply with legal and tax obligations;
marketing communication data is retained until you unsubscribe or request deletion;
recruitment and employment application data may be retained for a reasonable period following the completion of a recruitment process;
technical, usage, analytics, and security-related data is typically retained for shorter operational periods unless required for investigation, compliance, or security purposes.

When personal information is no longer required, we will take reasonable steps to securely delete, destroy, or de-identify it in accordance with applicable laws.

We may use cookies on our website from time to time. Cookies are text files placed in your computer's browser to store your preferences. Cookies, by themselves, do not tell us your email address or other personally identifiable information. However, they do recognise you when you return to our online website and allow third parties to cause our advertisements to appear on your social media and online media feeds as part of our retargeting campaigns. If and when you choose to provide our online website with personal information, this information may be linked to the data stored in the cookie.

You can block cookies by activating the setting on your browser that allows you to refuse the setting of all or some cookies. However, if you use your browser settings to block all cookies (including essential cookies) you may not be able to access all or parts of our website.

Links to other websites

Our website may contain links to other party’s websites. We do not have any control over those websites and we are not responsible for the protection and privacy of any personal information which you provide whilst visiting those websites. Those websites are not governed by this Privacy Policy.

Amendments

We may, at any time and at our discretion, vary this Privacy Policy by publishing the amended Privacy Policy on our website. We recommend you check our website regularly to ensure you are aware of our current Privacy Policy.

For any questions or notices, please contact us at:

Bike Matrix Limited (NZCN 8464922)

Email: contact@bikematrix.io

Last update: 25 May 2026

APPENDIX 1: ADDITIONAL RIGHTS AND INFORMATION FOR INDIVIDUALS LOCATED IN THE EU OR UK

Under the GDPR individuals located in the EU and the UK have extra rights which apply to their personal information. Personal information under the GDPR is often referred to as personal data and is defined as information relating to an identified or identifiable natural person (individual). This Appendix 1 sets out the additional rights we give to individuals located in the EU and UK, as well as information on how we process the personal information of individuals located in the EU and UK. Please read the Privacy Policy above and this Appendix carefully and contact us at the details at the end of the Privacy Policy if you have any questions.

What personal information is relevant?

This Appendix applies to the personal information set out in the Privacy Policy above. This includes any Sensitive Information also listed in the Privacy Policy above which is known as ‘special categories of data’ under the GDPR.

Purposes and legal bases for processing

We collect and process personal information about you only where we have legal bases for doing so under applicable laws. We have set out below, in a table format, a description of all the ways we plan to use your personal information, and which of the legal bases we rely on to do so. We have also identified what our legitimate interests are where appropriate. Note that we may process your personal information for more than one lawful ground depending on the specific purpose for which we are using your data. Please reach out to us if you need further details about the specific legal ground, we are relying on to process your personal information where more than one ground has been set out in the table below.

Purpose of use / disclosure

Type of Data

Legal Basis for processing

To enable you to access and use our software, including to provide you with a login.

Identity Data
Contact Data

Performance of a contract with you

To do business with you.

Identity Data
Contact Data

Performance of a contract with you

To contact and communicate with you about our business, including in response to any support requests you lodge with us or other enquiries you make with us.

Identity Data
Contact Data
Profile Data
Performance of a contract with you

To contact and communicate with you about any enquiries you make with us via our website.

Identity Data
Contact Data

Legitimate interests: to ensure we provide the best client experience we can offer by answering all of your questions

For internal record keeping, administrative, invoicing and billing purposes.

Identity Data
Contact Data
Financial Data
Transaction Data

Performance of a contract with you
To comply with a legal obligation
Legitimate interests: to recover debts due to us and ensure we can notify you about changes to our terms and conditions and any other administrative points

For analytics, market research and business development, including to operate and improve our business, associated applications and associated social media platforms.

Profile Data
Technical and Usage Data

Legitimate interests: to keep our website updated and relevant, to develop our business, improve our business and to inform our marketing strategy

For advertising and marketing, including to send you promotional information about our events and experiences and information that we consider may be of interest to you.

Identity Data
Contact Data
Technical and Usage Data
Profile Data
Marketing and Communications Data

Legitimate interests: to develop and grow our business

To run promotions, competitions and/or offer additional benefits to you.

Identity Data
Contact Data
Profile Data
Interaction Data
Marketing and Communications Data

Legitimate interests: to facilitate engagement with our business and grow our business

If you have applied for employment with us, to consider your employment application.

Identity Data
Contact Data
Professional Data

Legitimate interests: to consider your employment application

To comply with our legal obligations or if otherwise required or authorised by law.

To comply with a legal obligation

If you have consented to our use of data about you for a specific purpose, you have the right to change your mind at any time, but this will not affect any processing that has already taken place. Where we are using your data because we or a third party have a legitimate interest to do so, you have the right to object to that use though, in some cases, this may mean no longer doing business with us. Further information about your rights is available below.

Data Transfers

The privacy protections available in the countries to which we send data for the purposes listed above may be less comprehensive than what is offered in the country in which you initially provided the information. Where we transfer your personal information outside of the country where you are based, we will perform those transfers using appropriate safeguards in accordance with the requirements of applicable data protection laws and we will protect the transferred personal information in accordance with this Privacy Policy and Appendix 1. This includes:

only transferring your personal information to countries that have been deemed by applicable data protection laws to provide an adequate level of protection for personal information; or
including standard contractual clauses in our agreements with third parties that are overseas.

Data retention

We will only retain your personal information for as long as reasonably necessary to fulfil the purposes we collected it for, including for the purposes of satisfying any legal, regulatory, tax, accounting or reporting requirements. We may retain your personal information for a longer period in the event of a complaint or if we reasonably believe there is a prospect of litigation in respect to our relationship with you.

To determine the appropriate retention period for personal information, we consider the amount, nature and sensitivity of the personal information, the potential risk of harm from unauthorised use or disclosure of your personal information, the purposes for which we process your personal information and whether we can achieve those purposes through other means, and the applicable legal, regulatory, tax, accounting or other requirements.

Extra rights for EU and UK individuals

You may request details of the personal information that we hold about you and how we are process it (commonly known as a “data subject request”). You may also have a right in accordance with applicable data protection law to have your personal information rectified or deleted, to restrict our processing of that information, to object to decisions being made based on automated processing where the decision will produce a legal effect or a similarly significant effect on you, to stop unauthorised transfers of your personal information to a third party and, in some circumstances, to have personal information relating to you transferred to you or another organisation.

If you are not happy with how we are processing your personal information, you have the right to make a complaint at any time to the relevant Data Protection Authority based on where you live. We would, however, appreciate the chance to deal with your concerns before you approach the Data Protection Authority, so please contact us in the first instance using the details set out above in our Privacy Policy above.

APPENDIX 2: ADDITIONAL RIGHTS FOR CALIFORNIA RESIDENTS (CCPA/CPRA)

If you are a California resident, you may have additional rights under the California Consumer Privacy Act of 2018 (CCPA), as amended by the California Privacy Rights Act (CPRA).

Subject to applicable law, California residents may have the right to:

request access to the categories and specific pieces of personal information we collect about you;
request deletion of personal information we have collected about you;
request correction of inaccurate personal information;
request information about the categories of personal information disclosed for business purposes;
opt out of the sale or sharing of personal information;
limit the use and disclosure of sensitive personal information, where applicable; and
not receive discriminatory treatment for exercising any privacy rights.

Categories of personal information we may collect are described in the “The information we collect” section of this Privacy Policy.

We collect and use personal information for the business and commercial purposes described in the “Why we collect, hold, use and disclose personal information” section.

We may disclose personal information to the categories of third parties identified in the “Our disclosures of personal information to third parties” section.

We do not sell personal information for monetary consideration.

To exercise any applicable privacy rights, please contact us using the contact details set out in this Privacy Policy. We may need to verify your identity before processing your request.

Authorised agents may submit requests on behalf of California residents where permitted by law.

We will respond to verified requests within the timeframes required by applicable law.