Privacy Policy for Fundsorter

Last updated: 9th June 2025

Aglet Limited trading as Fundsorter ("we," "us," or "our") is committed to protecting your privacy. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our Fundsorter software-as-a-service platform, our website (https://www.fundsorter.com/), and any related services (collectively, the "Service").

This Privacy Policy should be read in conjunction with our Terms and Conditions (https://www.fundsorter.com/terms-and-conditions). By accessing or using the Service, you signify your understanding of and agreement to the collection, storage, use, and disclosure of your personal information as described in this Privacy Policy and our Terms and Conditions.

We comply with the New Zealand Privacy Act 2020 (the "Act") when dealing with personal information. Personal information is information about an identifiable individual.

1. Information We Collect

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

1.1. Information You Provide Directly:

a. Account Information: When you register for an account, we collect information such as your name, email address, phone number, and password.

b. Organisation Profile Information: When you create or update your organisation's profile, you may provide information such as your organisation's name, physical and mail addresses, website URLs, phone numbers, documentation (e.g., annual reports), information about the geographic region your organisation serves, its constituents, mission, vision, and work.

c. Funding Request Information: When you create funding requests, you provide details about the funding sought, including its purpose, amount, timeframe, and intended use.

d. Payment Information: If you subscribe to our paid services, we collect payment details such as credit card information via a third-party payment processor, or invoicing details for payment via a third-party accounting system. We do not store full credit card numbers ourselves.

e. Communications: If you contact us directly (e.g., for support or inquiries), we may collect your name, email address, phone number, the contents of your message, and any other information you choose to provide.

f. User Content: Any other information or content you upload or input into the Service. You must not upload any "sensitive information" (such as health information, biometric data, or information about criminal convictions). For other "personal information" about third parties, you must not upload it unless you have explicit lawful consent and it is directly necessary for your funding application, as further detailed in our Terms and Conditions. You are primarily expected to use publicly available information or information for which you have clear rights.

1.2. Information We Collect Automatically:

a. Log and Usage Data: When you access or use the Service, our servers automatically record information, including your IP address, browser type, operating system, device information, pages visited, features used, access times, and referring website addresses.

b. Cookies and Similar Tracking Technologies: We use cookies and similar tracking technologies to track activity on our Service and hold certain information. (See Section 7 "Cookie Policy" below for more details).

c. Analytics Data: We use third-party analytics tools to help us measure traffic and usage trends. These tools may collect anonymised data about errors and performance, which is stored in the EU.

1.3. Information We Collect from Third Parties:

a. Funder Information: To build our Funding Directory, we collect publicly available information from Funders about the grants they offer, including funding amounts, timeframes, contact details, and application questions. Some Funders may also supply this information directly to us. This information is generally about organisations (Funders) rather than individuals, but may include generic contact details.

2. How We Use Your Information

We use the information we collect for various purposes, including:

2.1. To Provide and Maintain Our Service:

a. To create and manage your account.

b. To enable you to access and use the features of the Service, including creating a charity profile, funding requests, and generating applications.

c. To process your transactions and manage your Subscriptions.

2.2. To Improve, Personalise, and Develop the Service:

a. To understand and analyse how you use the Service to improve its functionality and user experience.

b. To develop new products, services, features, and functionality.

c. To personalise your experience with the Service.

2.3. To Communicate With You:

a. To send you service-related communications, including confirmations, invoices, technical notices, updates, security alerts, and support messages.

b. To respond to your comments, questions, and requests, and provide customer service.

c. To send you marketing and promotional communications (where you have consented, or where otherwise permitted by law). You can opt-out of receiving marketing communications at any time (see Section 6 "Your Rights and Choices").

2.4. For Security and Compliance:

a. To monitor and prevent fraudulent or unauthorised activity.

b. To enforce our Terms and Conditions and other policies.

c. To comply with legal obligations and regulatory requirements.

2.5. Aggregated and Anonymised Data: We may use your information to create aggregated or anonymised data for analytical, research, or service improvement purposes, provided such data does not identify you or any individual.

3. How We Share Your Information

We may share your personal information in the following circumstances:

3.1. With Third-Party Service Providers: We share information with third-party vendors, consultants, and other service providers who perform services on our behalf, requiring access to such information to do that work. These include:

a. AI Providers: To provide the AI functionality for generating applications. We aim to ensure that data sent to AI providers is handled in accordance with privacy best practices, but the specifics of their processing are subject to their terms.

b. Cloud Hosting Providers: To host our Service and your data.

c. Payment Processors: For processing credit/debit card payments, and for invoicing and managing invoice payments.

d. Analytics Providers: For website analytics, and platform error tracking and performance analytics. Anonymised data may be stored in the EU.

e. Other Service Providers: We contractually require these service providers to protect your personal information and only use it for the purposes for which it was disclosed.

3.2. Within Your Organisation: If your account is part of an organisation, your information and activity on the Service may be visible to administrators of your organisation's account.

3.3. For Legal Reasons: We may disclose your information if we believe it's required by law, subpoena, or other legal process, or if we have a good faith belief that disclosure is reasonably necessary to:

a. Comply with a legal obligation.

b. Protect and defend our rights or property.

c. Prevent or investigate possible wrongdoing in connection with the Service.

d. Protect the personal safety of users of the Service or the public.

e. Protect against legal liability.

3.4. Business Transfers: We may share or transfer your information in connection with, or during negotiations of, any merger, sale of company assets, financing, or acquisition of all or a portion of our business to another company. We will notify you of such a change in ownership or transfer of assets by posting a notice on our website or sending you an email.

3.5. With Your Consent: We may share your information with other third parties with your explicit consent.

We do not sell your personal information to third parties.

4. Data Storage, Security, and Retention

4.1. Data Storage and International Transfers:

a. Your personal information is primarily stored and processed in New Zealand by our cloud hosting provider.

b. Some of our third-party service providers may store or process your data outside of New Zealand. For example:

i. AI Providers: Data processing locations may vary based on their infrastructure.

ii. Analytics: May store anonymised data in the European Union.

iii. Payment Processors: May process data in various global locations.

c. Where we transfer your personal information outside New Zealand, we will ensure that appropriate safeguards are in place to protect your personal information, in accordance with the requirements of the Privacy Act 2020 (e.g., by ensuring the recipient is subject to privacy laws that provide comparable safeguards, or by using contractual clauses).

4.2. Data Security: We implement reasonable administrative, technical, and physical security measures designed to protect your personal information from unauthorised access, use, alteration, and disclosure. However, no method of transmission over the Internet or method of electronic storage is 100% secure. Therefore, while we strive to use commercially acceptable means to protect your personal information, we cannot guarantee its absolute security.

4.3. Data Retention: We will retain your personal information for as long as your account is active or as needed to provide you with the Service and to fulfill the purposes outlined in this Privacy Policy. We will also retain and use your personal information as necessary to comply with our legal obligations (e.g., tax and accounting requirements), resolve disputes, and enforce our agreements.

* When your account is terminated or cancelled, we may delete Your Content and personal information in accordance with our data retention policies, which may involve deletion after a certain period (e.g., after 30 days) unless legally required to retain it longer.

* Anonymised or aggregated data may be retained indefinitely for analytical purposes.

5. Your Rights and Choices (Under New Zealand Privacy Act 2020)

You have certain rights regarding your personal information, subject to any applicable exemptions:

5.1. Right to Access: You have the right to request access to the personal information we hold about you.

5.2. Right to Correction: You have the right to request correction of any personal information we hold about you that is inaccurate, incomplete, or out of date. You can often update your account information directly through your account settings.

5.3. Right to Inquire: You have the right to ask how we are using your information.

5.4. Exercising Your Rights: To exercise these rights, please contact us at help@fundsorter.com. We will respond to your request within a reasonable timeframe, and in any event within the timeframes prescribed by the Act (usually 20 working days). We may require you to verify your identity before processing your request.

5.5. Opt-out of Marketing Communications: You can opt-out of receiving promotional emails from us by following the unsubscribe instructions provided in those emails or by contacting us. Even if you opt-out of marketing communications, we may still send you non-promotional communications, such as those about your account or our ongoing business relations.

5.6. Cookie Preferences: You can manage your cookie preferences as described in Section 7 "Cookie Policy."

6. Children's Privacy

Our Service is not directed to individuals under the age of 18. We do not knowingly collect personal information from children under 18. If we become aware that a child under 18 has provided us with personal information, we will take steps to delete such information. If you become aware that a child has provided us with personal information, please contact us at help@fundsorter.com.

7. Cookie Policy

7.1. What are Cookies? Cookies are small text files that are placed on your computer or mobile device by websites that you visit. They are widely used to make websites work, or work more efficiently, as well as to provide information to the owners of the site.

7.2. How We Use Cookies: We use cookies and similar tracking technologies for purposes such as:

a. Essential Cookies: Necessary for the operation of our Service (e.g., to enable you to log into secure areas).

b. Performance and Analytics Cookies: To collect information about how you interact with our Service, including what pages you visit most, and if you get error messages from web pages. This helps us improve how our Service works.

c. Functionality Cookies: To remember choices you make and provide enhanced, more personal features.

d. Targeting/Advertising Cookies (primarily for marketing website): These cookies may be set through our site by our advertising partners to build a profile of your interests and show you relevant adverts on other sites. They do not store directly personal information but are based on uniquely identifying your browser and internet device.

7.3. Types of Cookies We Use:

a. Session Cookies: These are temporary cookies that remain in the cookie file of your browser until you leave the site.

b. Persistent Cookies: These remain in the cookie file of your browser for much longer (though how long will depend on the lifetime of the specific cookie).

7.4. Your Choices Regarding Cookies:

a. Most web browsers allow some control of most cookies through the browser settings. You can set your browser to refuse all or some browser cookies, or to alert you when websites set or access cookies.

b. To find out more about cookies, including how to see what cookies have been set and how to manage and delete them, visit www.aboutcookies.org or www.allaboutcookies.org.

c. If you disable or refuse cookies, please note that some parts of the Service may become inaccessible or not function properly.

d. For Google Analytics, you can opt-out of their tracking by installing the Google Analytics Opt-out Browser Add-on.

8. Links to Other Websites

Our Service may contain links to other websites that are not operated by us. If you click on a third-party link, you will be directed to that third party's site. We strongly advise you to review the Privacy Policy of every site you visit. We have no control over and assume no responsibility for the content, privacy policies, or practices of any third-party sites or services.

9. Changes to This Privacy Policy

We may update our Privacy Policy from time to time. We will notify you of any changes by posting the new Privacy Policy on this page and updating the "Last Updated" date at the top. We may also provide notice to you through other means, such as by email or a notification on our Service, if the changes are material. You are advised to review this Privacy Policy periodically for any changes. Changes to this Privacy Policy are effective when they are posted on this page.

10. Contact Us

If you have any questions or concerns about this Privacy Policy or our privacy practices, or if you wish to exercise your rights, please contact our Privacy Officer at help@fundsorter.com.

If you are not satisfied with our response to any privacy-related concern you may have, you can contact the New Zealand Office of the Privacy Commissioner (www.privacy.org.nz).