grmailsecurity Privacy Policy

Last Updated: 4 May 2026

INTRODUCTION

grmailsecurity (“Site”, “we”, “us”, or “our”) is operated by OptimaTech Ltd. We are committed to protecting your privacy and handling personal information in accordance with the New Zealand Privacy Act 2020. This Privacy Policy explains how we collect, use, disclose, store, and protect your personal information when you visit our website, use our software, request information, register for an account, purchase a subscription, contact support, attend a demo, or otherwise interact with our products and services.

This policy does not limit or exclude any rights you may have under the New Zealand Privacy Act 2020. More information about New Zealand privacy law is available from the Office of the Privacy Commissioner at www.privacy.org.nz.

CHANGES TO THIS POLICY

We may change this policy by publishing a revised version on this website. The updated version will apply from the date it is published. This policy was last updated on 4 May 2026.

WHO WE COLLECT PERSONAL INFORMATION FROM

We may collect personal information about you from:

you, when you provide that information to us directly, including through the website, contact forms, demo requests, registration forms, subscription or purchase processes, support requests, webinars, events, surveys, or other communications;
your employer or organization, where you use our products or services on behalf of that organization;
third parties where you have authorized this, where the information is publicly available, or where the collection is otherwise lawful;
business partners, distributors, resellers, referral sources, payment providers, analytics providers, implementation partners, identity or verification service providers, and service providers supporting our business; and
automated technologies and systems when you use our website, software, or services, including device, log, and usage information.

If possible, we will collect personal information directly from you.

If we collect your personal information indirectly (that is, from someone other than you), we will take reasonable steps to make you aware, as soon as reasonably practicable, of the matters required by the Privacy Act 2020, unless an exception applies.

This may include informing you of:

the fact that your information has been collected;
the purpose of the collection;
the intended recipients of the information;
the name and address of the agency collecting and holding the information;
if the collection is authorized or required by law, the particular law that applies; and
your right to request access to, and correction of, your personal information.

Where appropriate, we may provide this notice directly, through this Privacy Policy or other collection statements, through onboarding or contractual documentation, or by requiring a third party collecting information on our behalf to provide the notice.

Where we reasonably believe, based on evidence, that you have already been made aware of these matters, we may not need to provide a further notice.

WHAT PERSONAL INFORMATION WE COLLECT

Depending on how you interact with us, the personal information we collect may include:

name, job title, company name, username, user ID, and other identifiers;
email address, phone number, billing address, and other contact details;
account, license, transaction, and subscription information;
support requests, product feedback, survey responses, and communications with us;
technical, device, and usage data such as IP address, browser type, operating system, session logs, feature usage, connection data, and diagnostic information;
content, files, screenshots, images, logs, recordings, or other data submitted when using our products or support services;
payment-related information necessary to process transactions, noting that payment card details may be processed by third-party payment providers and may not be stored by us; and
marketing preferences and consent records.

HOW WE USE PERSONAL INFORMATION

We may use your personal information:

to verify your identity;
to provide, operate, deliver, secure, administer, and support our website, software, and services;
to manage subscriptions, licenses, renewals, billing, and payments;
to respond to enquiries, support requests, incidents, complaints, and other communications;
to improve and develop our products, services, website, and user experience;
to undertake analytics, testing, research, and statistical analysis, including on an anonymized basis where appropriate;
to market our services and products to you, including by email or other electronic means where permitted by law, and with opt-out mechanisms where required;
to protect and enforce our legal rights and interests, and the rights, security, and integrity of our business, products, services, systems, users, and property;
to comply with legal and regulatory obligations; and
for any other purpose authorized by you or permitted by law.

DISCLOSING YOUR PERSONAL INFORMATION

We may disclose your personal information to:

another company within the OptimaTech group;
businesses and service providers that support our website, software, services, or operations, including hosting, cloud infrastructure, payment processing, analytics, communications, support, cybersecurity, implementation, and IT service providers;
distributors, resellers, referral partners, professional advisers, auditors, insurers, and contractors;
your employer or organization, where you use our products or services on its behalf;
credit reference agencies, financiers, or payment processors where relevant;
a person who can require us to supply the information, such as a regulatory authority, court, law enforcement agency, or government body;
any other person authorized by law; and
any other person authorized by you.

We do not sell personal information.

OVERSEAS STORAGE AND TRANSFERS

A business that supports our website, software, or services may be located outside New Zealand. This means your personal information may be held, processed, backed up, or accessed from outside New Zealand. Where required, we will take reasonable steps to ensure overseas disclosures are subject to appropriate protections or are otherwise permitted by the Privacy Act 2020.

PROTECTING YOUR PERSONAL INFORMATION

We will take reasonable technical, administrative, and organizational steps to keep your personal information safe from loss, unauthorized activity, misuse, interference, disclosure, alteration, or destruction.

HOW LONG WE KEEP PERSONAL INFORMATION

We retain personal information only for as long as reasonably necessary for the purposes for which it was collected, to comply with legal obligations, resolve disputes, enforce agreements, and support legitimate business operations. When information is no longer required, we will securely delete, destroy, or anonymize it where appropriate.

ACCESSING AND CORRECTING YOUR PERSONAL INFORMATION

Subject to certain grounds for refusal under the Privacy Act 2020, you have the right to request access to your personal information that we hold and to request correction of that information.

Before we process a request, we may need evidence to confirm that you are the individual to whom the personal information relates, or that you are authorized to make the request.

If you want to exercise either of these rights, please contact us using the email address listed at the top of this policy. Please provide evidence of who you are and set out the details of your request. We may charge our reasonable costs of providing copies of your personal information where permitted by law.

COOKIES AND ONLINE TECHNOLOGIES

Our websites and services may use cookies or similar technologies that are necessary for website functionality, security, analytics, user preferences, authentication, or related operational purposes. Third-party providers, such as payment providers, analytics providers, embedded content providers, or marketing platforms, may also use cookies or similar technologies subject to their own policies.

You can usually manage cookie preferences through your browser settings. Disabling some cookies may affect website functionality or your ability to use some services.

INTERNET USE AND THIRD-PARTY SITES

While we take reasonable steps to maintain secure internet connections, if you provide personal information to us over the internet, the provision of that information is at your own risk. If you follow a link from our website to another site, the owner of that site will have its own privacy policy relating to your personal information, and you should review that policy before providing personal information.

CHILDREN’S PRIVACY

Our websites, software, and services are not intended for children under the age of 18, and we do not knowingly collect personal information from children. If you believe a child has provided us with personal information, please contact us so appropriate action can be taken.

CONTACTING US

If you have any questions about this Privacy Policy, our privacy practices, or if you would like to request access to, or correction of, your personal information, please contact us at:

Email: [email protected]

You may also contact the New Zealand Privacy Commissioner at www.privacy.org.nz if you have concerns about our privacy practices.