Last updated: March 2026 | Applies to: elmwoodtreeservices.co.nz and all associated services

1. Introduction

This Privacy Policy explains how Elmwood Tree Services Limited (“we”, “us”, “our”) collects, uses, stores, and protects your personal information when you engage our arborist services or interact with our website at elmwoodtreeservices.co.nz.

We are committed to protecting your privacy and handling your personal information in accordance with the New Zealand Privacy Act 2020 and its Information Privacy Principles (IPPs).

2. Information We Collect

We may collect the following types of personal information:

• Full name
• Contact details — phone number, email address, and postal or property address
• Job site or property location details
• Information provided during quote requests, bookings, or general enquiries
• Payment and invoicing information (processed via third-party providers)
• Website usage data such as pages visited, browser type, IP address, and referral source
• Any other information you voluntarily provide to us

We only collect information that is necessary for the purposes described in this policy. We do not collect sensitive information unless it is directly relevant to the services you require.

3. How We Collect Information

We collect personal information:

• Directly from you when you contact us by phone, email, or via our website contact form
• When you request a quote or book a service
• Automatically through cookies and analytics tools when you browse our website
• From publicly available sources where relevant (e.g., property records for site assessment purposes)

4. How Your Information Is Used

We use your personal information to:

• Provide quotes and deliver our arborist and tree care services
• Communicate with you regarding bookings, job updates, and invoicing
• Maintain service records and job history
• Send follow-up messages or service reminders where you have consented
• Improve our website experience and customer service
• Meet our obligations under New Zealand law, including tax and accounting requirements

We will not use your information for purposes other than those listed above without your consent, unless required to do so by law.

5. Sharing Your Information

We do not sell, rent, or trade your personal information to third parties. We may share your information with:

• Xero — for invoicing and accounting purposes
• Subcontractors who assist us in delivering services (they must handle your information securely)
• Google Analytics — anonymised where possible
• Government authorities or law enforcement if required by New Zealand law

All third-party service providers are expected to maintain appropriate data security standards and use your information only for the specific purposes for which it was shared.

6. Storage, Retention & Security

Your personal information is stored securely and accessed only by authorised personnel. We take reasonable steps to protect your information from loss, misuse, unauthorised access, disclosure, alteration, or destruction.

We retain personal information for as long as necessary to fulfil the purposes for which it was collected, including legal and accounting requirements. As a general guide, job and contact records are retained for a minimum of seven (7) years under the Tax Administration Act 1994.

When information is no longer required, we will securely delete or anonymise it.

7. Your Rights Under the Privacy Act 2020

You have the right to:

• Access — request a copy of the personal information we hold about you
• Correction — request correction of inaccurate or incomplete information
• Erasure — request deletion where there is no lawful reason for us to retain it
• Objection — object to certain uses of your information
• Complaint — lodge a complaint with the Office of the Privacy Commissioner

We will respond to access or correction requests within 20 working days, as required by the Privacy Act.

8. Website Cookies & Analytics

Our website may use cookies and analytics tools to improve your browsing experience. Cookies may include:

• Essential cookies — required for core functionality
• Analytics cookies — used to understand visitor behaviour (e.g., Google Analytics)

You may disable cookies in your browser settings, though this may affect site functionality. Google Analytics data is anonymised and does not personally identify you.

9. Links to Third-Party Websites

Our website may contain links to external websites. We are not responsible for the privacy practices or content of those sites. We encourage you to review their privacy policies.

10. Updates to This Policy

We may update this Privacy Policy from time to time to reflect changes in our practices or legal obligations. The most current version will always appear on this page.

Continued use of our website after changes indicates acceptance of the updated policy.

11. How to Contact Us

If you have questions about this Privacy Policy or wish to exercise your rights, please contact us:

Elmwood Tree Services Limited
+64 21 023 78153
info@elmwoodtreeservices.co.nz
Dunedin, Otago, New Zealand

If you are not satisfied with our response, you may contact the Office of the Privacy Commissioner at privacy.org.nz or by calling 0800 803 909.