Privacy
This policy explains how Cloverbase handles personal information through cloverbase.com, Ako and our client work. We do not sell personal information or use it to train AI models.
1. Who we are
Cloverbase Limited (NZBN 9429046054395) is a New Zealand company based at Whangārei Heads, Northland. Cloverbase operates Ako at ako.cloverbase.com as its e-learning platform. This policy covers personal information we handle through cloverbase.com, Ako and our client engagements.
For a privacy question or request, use the Cloverbase contact form. Cloverbase remains responsible for how it handles information in these activities. Zenler also explains its own information handling in its privacy policy.
2. What we collect
The information depends on how you interact with us. The Cloverbase contact form requires your name, email address and message; organisation and role are optional. Ako identifies information required to create an account or provide a requested learning service. If you leave a required field blank, we may be unable to provide that service. Optional information can be left blank.
- Company enquiries. The name, email address and message you provide. Organisation and role are optional.
- Client work. Contact details, engagement scope and timeline, billing details and work materials needed to deliver and document the agreed engagement.
- Ako accounts and learning. Account and profile details needed to create and secure an account, enrol you and provide access; course enrolments and progress information needed to deliver and support learning. If an Ako course feature is enabled and you use it, we may also handle your assessment answers or submissions, certificate details, or contributions to a community.
- Service and security records. Information generated when you use a site or contact us, such as access, device or security signals, form-abuse checks and support correspondence, where needed to operate, protect and troubleshoot the service.
Required account fields are identified in the Ako registration flow. Without the information required there, Zenler cannot create the account or provide the requested account access. Do not include passwords, payment-card details or unnecessary sensitive information in a support message.
3. Why we use information
We use information to respond to enquiries and privacy requests; create and administer Ako accounts and enrolments; provide course access, progress tracking and learner support; send essential account, security and service messages; deliver client engagements; protect our systems; and meet applicable record-keeping obligations. We use website analytics to understand activity on cloverbase.com.
Essential learning and account messages are separate from marketing. We do not treat an account or course enrolment as permission to send marketing. If we send marketing, we will do so only where permitted and provide an unsubscribe option.
6. Future course payments
We have selected Stripe for possible future paid course checkout on Ako, but payment setup is not enabled and Stripe does not currently receive Ako course payments. Before a payment feature is enabled, this policy will be updated to explain the payment information involved and how it is handled. Stripe's role can differ by activity. Read Stripe's privacy information for details of its practices.
7. Providers and overseas processing
Some providers may process or store information outside New Zealand. Their locations and roles depend on the service and activity. Cloverbase assesses the applicable New Zealand privacy requirements for each arrangement.
8. Security and retention
We use safeguards intended to protect information against loss, unauthorised access, use, change or disclosure. Access is limited to people and service providers who need it for their work.
We keep account and learning information while it is needed to provide and administer the account and learning service. When it is no longer needed, we review it for deletion or de-identification, subject to applicable legal, accounting, security or dispute-resolution requirements. Enquiry and support records are kept while needed to respond, manage the relationship and meet those requirements. Transaction records, if any, may need to be retained under applicable record-keeping rules.
If a privacy breach is likely to cause serious harm, we will take the steps required by the Privacy Act 2020, including notifying the Privacy Commissioner and affected individuals when required.
9. Access, correction and requests
Under the New Zealand Privacy Act 2020, you can ask whether we hold personal information about you, request access to it and ask us to correct information that is wrong. You can also raise a concern about how information is being handled. We consider requests under applicable law; some information may need to be retained or withheld where the law allows or requires it.
Send a request through the Cloverbase contact form. We aim to respond to privacy requests within ten working days. If you are not satisfied with our response, you may raise a complaint with the Office of the Privacy Commissioner. Other privacy laws may give you additional rights if they apply to your circumstances.
10. Children
Cloverbase and Ako are not directed at children under sixteen, and we do not knowingly collect personal information from anyone under sixteen. If you believe a child has provided us with personal information, contact us so we can assess and respond appropriately.
11. AI training and automated processing
Cloverbase does not train or fine-tune AI models on your personal information, engagement materials or course content. We do not provide that information to third parties for AI model training. If we use an AI tool internally, we do not put client material into a third-party AI service without explicit written agreement.
Service providers may use automated systems for security, abuse prevention or service operation.
12. Changes to this policy
We will date material changes at the top of this page. The previous version is preserved in the company website repository and is available on request.
13. Complaints
If you have a concern about our handling of your information, contact us through the Cloverbase contact form. You may also complain to the New Zealand Office of the Privacy Commissioner at privacy.org.nz.
Mark and Meg wrote this page, and both of them answer questions about it.
We respond within ten working days.