Not legal advice. This policy will be reviewed by a qualified lawyer and updated as needed as the Service evolves.
Last updated: 27 September 2026 Applies to: ColdToGold (desktop web app) and ColdToGold Gold Calling (mobile web app), together "ColdToGold" or "the Service" Operated by: Fire Bender Limited, trading as Process Puzzle (NZBN 9429053244000, GST 147-320-949) Registered address: 16 Oriel Way, Rolleston, Christchurch, Canterbury, New Zealand
ColdToGold is a sales pipeline and field-service management tool. This policy explains what information we collect, how we use it, who can see it, and the choices available to you.
We are a New Zealand business and this policy is written primarily with reference to the New Zealand Privacy Act 2020. If ColdToGold is used by people or organisations outside New Zealand, this policy may be updated to reflect additional applicable laws.
When you sign up, we collect your name, email address, and organisation details to create your account and assign you a role (owner, manager, or rep) within your organisation.
ColdToGold stores the business information you and your team enter, including: - Customer and prospect contact details (company name, contact person, phone, email, address) - Call notes, reminders, and job/appointment records - Pricing and quote information - Any other information you choose to record in the app
This data belongs to you and your organisation. We do not use it for any purpose other than providing the Service to you.
If you use the address/map lookup feature, addresses you enter are sent to the Google Maps API to provide autocomplete suggestions. We do not track your device's real-time location.
If you choose to connect your Google account, ColdToGold requests permission to:
- Create tasks (tasks) — Task-type reminders are created as items in Google Tasks, carrying the due date/time and note you entered.
- Create calendar events (calendar.events) — Event-type reminders and job appointments are created as events in Google Calendar.
- Check calendar availability (calendar.events.freebusy) — used only to check whether a chosen date/time overlaps with anything already on your calendar when you set a reminder. This scope tells us only whether a time slot is busy or free — it does not let us see event titles, attendees, descriptions, or any other calendar content, and we deliberately request this narrower scope rather than one that would expose that detail.
We only request the minimum access needed for these features, and we do not access any other Google service or data. Conflict-check results are never stored — the check happens live, in the moment, and nothing about your existing calendar is retained afterward.
Our use of information received from Google APIs will adhere to the Google API Services User Data Policy, including the Limited Use requirements. Specifically: - We only use Google account data to provide or improve the calendar/task features described to you - We do not use this data for advertising - We do not use this data to train generalised AI/ML models - We do not sell this data to third parties - We do not allow humans to read this data except where necessary for security, legal compliance, or with your explicit consent for support purposes
You can disconnect your Google account at any time from Settings → My account, which immediately revokes ColdToGold's access. Reminders continue to work afterward via calendar links and downloadable .ics files.
If you choose to connect your Microsoft account, ColdToGold requests permission to create tasks (Microsoft To Do, Tasks.ReadWrite) and create/read calendar events (Outlook Calendar, Calendars.ReadWrite) on the same basis as Section 2.4 above — Task-type reminders become To Do items, Event-type reminders and appointments become calendar events, and calendar read access is used only for live scheduling-conflict checks, never stored. The same commitments in Section 2.4 (no advertising use, no sale, no ML training, minimum necessary access) apply equally to Microsoft account data. You can disconnect at any time from Settings → My account.
We automatically collect limited technical information necessary to operate the Service, such as login timestamps and error logs, to maintain security and diagnose issues.
We use the information described above to: - Provide, maintain, and improve the Service - Authenticate your account and enforce access permissions within your organisation - Provide customer support - Comply with legal obligations
We do not sell your data, and we do not use your business data (customer records, notes, quotes) for advertising or marketing to third parties.
These providers process data on our behalf under their own security and privacy commitments, and do not use your data for their own purposes.
Your data is stored using Supabase's managed database infrastructure, with row-level security controls that enforce the access permissions described in Section 4 at the database level — not just in the app's interface. We take reasonable technical measures to protect your information, but no method of storage or transmission is 100% secure.
We retain your data for as long as your account is active. Proposed — confirm or change: if you close your account, we will delete your organisation's data within 30 days, except where retention is required by law. When you disconnect a Google or Microsoft account (Section 2.4/2.5), the access and refresh tokens themselves are deleted immediately — only a record that a connection once existed and was disconnected is kept, for your own account history. You can request deletion of specific records at any time by removing them within the app, or by contacting us.
Under the Privacy Act 2020, you have the right to: - Access the personal information we hold about you - Request correction of inaccurate information - Ask questions about how your information is handled
To exercise these rights, contact us at support@coldtogold.nz.
ColdToGold is a business tool not directed at or intended for use by children, and we do not knowingly collect information from anyone under 18.
We may update this policy as the Service evolves. We will note the "last updated" date above, and for material changes, we will notify account owners directly.
Questions about this policy or your data can be directed to: Fire Bender Limited, trading as Process Puzzle support@coldtogold.nz +64 21 244 7507 16 Oriel Way, Rolleston, Christchurch, Canterbury, New Zealand