Privacy policy.

Updated: 27 January 2020

The privacy of your data — and it is your data, not ours! — is a important to us. We’ll only ever access your account to help you with a problem or a software bug. We log all access to all accounts by IP address, so we can always verify that no unauthorized access has happened for as long as the logs are kept.

Identity & Access

When you sign up for CloudVMS, we ask for your name, company name, and email address. That’s just so you can personalise your new account, and we can send you invoices, updates, or other essential information. We’ll never sell your personal info to third parties, and we won’t use your name or company in marketing statements without your permission.

When you pay for CloudVMS, we ask for your credit card and billing address. That’s so we can charge you for service, calculate taxes due, and send you invoices. Your credit card is passed directly to our payment processor and doesn’t ever go through our servers. We store a record of the payment transaction, including the last 4 digits of the credit card number, for account history, invoicing, and billing support. We store your billing address to calculate any sales tax due in New Zealand, to detect fraudulent credit card transactions, and to print on your invoices.

When you write to CloudVMS with a question or to ask for help, we’ll keep that correspondence, and the email address, for future reference. When you browse our marketing pages, we’ll track that for statistical purposes (like conversion rates and to test new designs). We also store any information you volunteer, like surveys, for as long as it makes sense.

The only times we’ll ever share your info:

  • To provide products or services you’ve requested, with your permission. 

  • To investigate, prevent, or take action regarding illegal activities, suspected fraud, situations involving potential threats to the physical safety of any person, violations of our Terms of Service, or as otherwise required by law.

  • If CloudVMS is acquired by or merged with another company — we don’t plan on that, but if it happens — we’ll notify you well before any info about you is transferred and becomes subject to a different privacy policy.

Processors We Use

As part of the services we provide, and only to the extent necessary, we use certain third party processors to process some or all of your personal information. Our Subprocessor listing:

  • Spark - Payment Processing Services

  • Amazon Web Services - Cloud Services Provider

  • Zendesk - Help Desk Software

  • VMS - FRCS VAT Monitoring Software

Security & Encryption

All data is encrypted via SSL/TLS when transmitted from our servers to your browser. The database backups are also encrypted. Data isn’t encrypted while it’s live in our database (since it needs to be ready to send to you when you need it), but we go to great lengths to secure your data at rest.

Deleted Data

When you cancel your account, we’ll ensure that nothing is stored on our servers past 30 days. Anything you delete on your account while it’s active will also be purged within 30 days (up until then it’s available in the trash can).

Location Of Site & Data

Cloud Services are hosted in the United States please be aware that any information you provide to us will be transferred to the United States. By using our Site, participating in any of our services and/or providing us with your information, you consent to this transfer.

Changes & Support

CloudVMS may update this policy — but we’ll notify you about significant changes by emailing the account owner or by placing a prominent notice on our site. You can access, change or delete your personal information at any time by contacting our support team. Questions about this privacy policy? Please get in touch and we’ll be happy to answer them!

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