Privacy policy

How Mobile Systems Handles Your Information

Mobile Systems Limited collects personal information so we can quote, supply, install and service communications equipment, run our online store, and stay in touch with customers who ask us to. We collect your contact and order details, and information about how you use mobilesystems.nz. We do not sell your personal information. You can ask to see what we hold about you, or ask us to correct it, at any time by emailing info@mobilesystems.co.nz. This policy is governed by the New Zealand Privacy Act 2020.

Last updated: September 2026

Who We Are

Mobile Systems Limited, Units 1 and 2, 14 Portside Drive, Mount Maunganui, Tauranga 3116, New Zealand. Phone 07 575 2966. Our Privacy Officer can be reached at info@mobilesystems.co.nz, or by post at PO Box 4534, Mount Maunganui South, Mount Maunganui 3149.

What We Collect

We collect only what we need to do the job. Depending on how you deal with us, that includes:

• Contact and business details: your name, company, role, phone number, email address, delivery and billing addresses.
• Order and account information: what you bought, quotes and invoices, payment confirmation, trade account details, and any purchase order references you give us.
• Service and equipment records: serial numbers, radio programming and frequency configurations, licence details, site information, and the service history of equipment we maintain for you.
• Communications: emails, phone notes, enquiry form submissions, and messages sent through the chat widget on our website.
• Website usage information: pages viewed, links clicked, items added to your cart, device and browser type, approximate location derived from your IP address, and how you arrived at our site.

You do not have to give us everything we ask for, but some information is necessary. Without a delivery address we cannot ship, and without site details we cannot design a radio network that works.

How We Collect It

Most of it you give us directly, by placing an order, requesting a quote, filling in a form, creating a trade account, or talking to our team. Some is collected automatically as you use the site, through cookies and similar technologies. Some comes from third parties, such as our payment providers confirming a transaction, or a courier confirming a delivery.

Why We Use It

• To quote, process and fulfil orders, and to arrange delivery or installation.
• To service, repair, programme and support equipment, including keeping accurate records of what we have configured for you.
• To manage trade accounts, credit arrangements and invoicing.
• To answer enquiries and provide technical support.
• To meet our legal and tax obligations.
• To improve our website and understand which pages and products people find useful.
• To send marketing communications, but only where you have asked to receive them.

Marketing and How to Opt Out

Our newsletter and marketing emails are opt-in only. We add you to that list when you subscribe, not because you placed an order. Every marketing email carries an unsubscribe link, and you can also email us and we will remove you. Opting out of marketing does not stop transactional messages such as order confirmations, dispatch notifications or service reminders, because those are part of supplying what you bought.

Cookies and Website Analytics

Our website uses cookies and similar technologies to keep your cart working, remember your preferences, and understand how the site is used. Most browsers accept cookies by default, and you can remove or block them through your browser settings. Blocking them may stop parts of the site, including checkout, from working properly.

The following third-party services operate on our website and may collect information about your visit:

• Shopify hosts our store and processes orders, accounts and payments.
• Google Tag Manager and Google Analytics measure site traffic and how visitors move through the site.
• Microsoft Clarity records anonymised session activity such as clicks, scrolling and mouse movement, so we can see where pages are confusing or broken.
• Chatbase powers the chat assistant on our site. Messages you send through it are processed by an AI service to generate a reply, and we may review conversations to improve the answers it gives. Please do not enter payment details, passwords or sensitive personal information into the chat.
• Limespot provides product recommendations based on browsing behaviour.
• Payment providers including Shopify Payments, Shop Pay, Apple Pay and Google Pay process card transactions. We never see or store your full card number.

Each of these providers handles information under its own privacy policy. We do not sell your personal information to any of them, or to anyone else.

Who We Share It With

We disclose personal information only where it is needed to do the job or where the law requires it. That includes couriers and freight companies for delivery, installers and service partners who support equipment outside our own service area, our accountants and IT providers, the payment providers above, and Radio Spectrum Management where a frequency licence has to be applied for or transferred in your name.

We may also disclose information where we are required to by law, or where it is necessary to protect our rights or the safety of any person.

Information Sent Overseas

Some of our providers, including Shopify, Google, Microsoft and Chatbase, store and process information on servers outside New Zealand. Where we disclose personal information to a provider overseas, we take reasonable steps to satisfy ourselves that it is subject to comparable safeguards to those in the Privacy Act 2020, usually through the provider's own contractual privacy commitments.

How Long We Keep It

We keep transaction and financial records for a minimum of seven years, as required for tax purposes. Equipment service and programming records are kept for as long as we support that equipment, because the history matters when something needs fixing years later. Marketing contacts are kept until you unsubscribe. Enquiries that do not lead to an order are kept only as long as they remain useful, then deleted.

Keeping It Secure

We take reasonable steps to protect personal information from loss, misuse and unauthorised access, including access controls, secure hosting through Shopify, and limiting access within our team to those who need it. No system is completely secure, and information sent to us over the internet or by email is not fully protected in transit, so please do not email us anything highly sensitive without asking us first how best to send it.

If a privacy breach occurs that is likely to cause serious harm, we will notify the affected people and the Office of the Privacy Commissioner, as the Privacy Act 2020 requires.

Your Rights

Under the Privacy Act 2020 you have the right to ask what personal information we hold about you, to be given access to it, and to ask us to correct anything that is wrong. Email the Privacy Officer at info@mobilesystems.co.nz and we will respond within 20 working days. We may need to confirm your identity first. There is normally no charge, though we may charge a reasonable fee for a large or repeated request, and we will tell you before doing so.

You can also ask us to stop sending marketing, close your online account, or delete information we no longer need to keep.

Children

We sell to businesses and adults. Our products and services are not directed at children, and we do not knowingly collect personal information from them. If you believe a child has given us their information, contact the Privacy Officer and we will delete it.

Complaints

If you are unhappy with how we have handled your personal information, contact the Privacy Officer first. We would rather hear about it and put it right. If you are not satisfied with our response, you can complain to the Office of the Privacy Commissioner at privacy.org.nz or on 0800 803 909.

Changes to This Policy

We may update this policy as our systems or legal obligations change. The current version always sits on this page, with the date it was last updated shown at the top. Where a change is significant, we will make that clear rather than quietly amending the text.