Privacy Policy

ZEIL LIMITED – PRIVACY POLICY – CO-PILOT SUITE SERVICES AGREEMENT

ZEIL Limited (CRN 3304176) (we, us or our), understands that protecting your personal information is important. This Privacy Policy takes into account the requirements of the Privacy Act 2020 and the Information Privacy Principles and sets out our commitment to protecting the privacy of personal information provided to us, or collected by us, when interacting with you, the user of the AI Co-Pilot Suite (you and your).

The information we collect

Personal information: is information or an opinion, whether true or not and whether recorded in a material form or not, about an individual who is identified or reasonably identifiable.

The types of personal information we may collect about you include:

• Identity Data including your name, age, profession, voice recordings (for the interview assistant), photographic identification and gender.
• Contact Data including your telephone number, address and email.
• Technical and Usage Data when you access the AI Co-Pilot Suite details about your internet protocol (IP) address, login data, browser session, statistics on page views and sessions, device and network information, acquisition sources, search queries and/or browsing behaviour, access and use of the AI Co-Pilot Suite (including through the use of analytics), anonymized usage statistics, feature engagement data and communications with us.
• Profile Data including your username and password for the AI Co-Pilot Suite and support requests you have made.
• Interaction Data including information you provide to us when you participate in any interactive features, including surveys, contests, promotions, activities or events.
• Professional data including your professional history such as your previous positions and professional experience, education, skills and awards.
• Statistical Data: We may create anonymised statistical data from your personal information and usage patterns. This statistical data is the only information made available to Fonterra Co-Operative Group Limited (Fonterra). All other user data is not viewable.

How we collect personal information

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

• when you interact directly with us, including over email, or online;
• when you complete a form, such as registering for any events or newsletters, or responding to surveys;
• when you use the AI Co-Pilot Suite;
• from third parties, such as details of your use of any website we operate (from our analytics and marketing providers). Where we collect personal information about you from a third party source other than you (other than the personal information which we have specified will be collected by us in accordance with this Privacy Policy) we will take reasonable steps to notify you of such collection, including the fact that the information has been collected, the purpose for which the information has been collected, the intended recipients of the information, and the name and address of the agency that is holding the information.

Why we collect, hold, use, process and disclose personal information

Personal information: We collect, hold, use, process and disclose your personal information for the following purposes:

• to enable you to access and use the AI Co-Pilot Suite, including to provide you with a login and process your requests and receive feedback;
• to Fonterra and other third parties only when essential for providing services (e.g., IT service providers) and in line with legal requirements;
• to contact and communicate with you about our business, including in response to any support requests you lodge with us or other enquiries you make with us;
• to contact and communicate with you about any enquiries you make with us via any website we operate;
• for internal record keeping, administrative, invoicing and billing purposes;
• for analytics, market research and business development, including to operate and improve and develop our services or products, identify business trends, for associated applications and associated social media platforms;
• for advertising and marketing, including to send you promotional information about our events and experiences and information that we consider may be of interest to you;
• to run promotions, competitions and/or offer additional benefits to you; and
• to comply with our legal obligations or if otherwise required or authorised by law.

Overseas disclosure

Personal Information

We may store personal information in New Zealand or overseas, such as in Australia and the United Kingdom. The ‘Storage and Security’ section of this Privacy Policy sets out how we store such personal information and keep it secure. Where we disclose your personal information to Fonterra, Fonterra may also store, transfer or access personal information outside of New Zealand. We will only disclose your personal information overseas in accordance with Information Privacy Principle 12 in the Privacy Act 2020.

Use of Google API Services and AI Technologies

We use Google's Application Programming Interface (API) Service to leverage Google's Vertex AI capability for our job matching algorithms and other user-facing features of the AI Co-Pilot Suite. To do this, we will provide anonymised data to Google Vertex AI via an API into our own private Google Cloud Instance, using large language models to deliver the most relevant services based on the data you have provided to us.

Our use of information received from Google APIs will adhere to the Google API Services User Data Policy, including the Limited Use requirements. You can read more about how Google handles your personal information by visiting the Google Privacy Policy.

How We Use AI

We may use AI to process your data as part of our services, including:

• Document Processing and Summarisation: We employ AI, including Large Language Models (LLMs), to generate, review, summarise and provide feedback on job-seeking materials such as CVs, cover letters, and job advertisements. This aims to reduce the time spent on document preparation and review. Our AI CV Optimiser provides feedback on documents submitted.
• Interview Assistant: We analyse audio recordings of practice answers to provide feedback and scores based on communication skills, content, and delivery. Recordings are discarded once the analysis and feedback are provided.
• Personalised Recommendations and Advice: AI analyses user inputs and interactions to provide tailored interview preparation advice, and insights to improve job-seeking outcomes.
• CV Parsing: We use Google’s Vertex AI capabilities to extract personal information only for the purposes of CV Parsing, to exclusively create or update the user’s account on ZEIL. This data is then stored in our private database, including employment history, education history, skills, and professional summary. It is not used to train any models or improve external AI (Gemini) or be stored separately elsewhere. Refer to Google’s statement regarding ownership of data: “Customers remain in control of their data, and Google never uses customer data to train our models.”

The personal information extracted may include:

• Name (first, middle, last);
• Email;
• Address; and
• Phone number.

User Control and Transparency: We are committed to transparency regarding our AI usage and will provide updates to this Privacy Policy as our AI capabilities evolve. We are exploring opportunities to provide you with greater control over your data and AI interactions. We continuously refine our AI capabilities to enhance user experience while maintaining privacy safeguards as a core focus.

Your rights and controlling your personal information

Your choice: Please read this Privacy Policy carefully. If you provide personal information to us, you understand we will collect, hold, use and disclose your personal information in accordance with this Privacy Policy. You do not have to provide personal information to us, however, if you do not, it may affect our ability to do business with you.

Information from third parties: If we receive personal information about you from a third party, we will protect it as set out in this Privacy Policy. If you are a third party providing personal information about somebody else, you represent and warrant that you have such person’s consent to provide the personal information to us.

Restrict and unsubscribe: To object to processing for direct marketing/unsubscribe from our email database or opt-out of communications (including marketing communications), please contact us using the details below or opt-out using the opt-out facilities provided in the communication.

Access: You may request access to the personal information that we hold about you. Please note, in some exceptional situations, we may be legally permitted to withhold access to your personal information. If we cannot provide access to your information, we will advise you as soon as reasonably possible and provide you with the reasons for our refusal and any mechanism available to complain about the refusal. If we can provide access to your information in another form that still meets your needs, then we will take reasonable steps to give you such access.

Correction: If you believe that any information we hold about you is inaccurate, out of date, incomplete, irrelevant or misleading, please contact us using the details below. We will take reasonable steps to promptly correct any information found to be inaccurate, out of date, incomplete, irrelevant or misleading. Please note, in some situations, we may be legally permitted to not correct your personal information. If we cannot correct your information, we will advise you as soon as reasonably possible and provide you with the reasons for our refusal and any mechanism available to complain about the refusal.

Complaints: If you wish to make a complaint, please contact us using the details below and provide us with full details of the complaint. We will promptly investigate your complaint and respond to you, in writing, setting out the outcome of our investigation and the steps we will take in response to your complaint.

If you are not satisfied with our response, you may contact the Office of the New Zealand Privacy Commissioner via phone on 0800 803 909 Monday to Friday, 10am to 3pm, via email at enquiries@privacy.org.nz or via their website at https://www.privacy.org.nz/your-rights/making-a-complaint-to-the-privacy-commissioner/complaint-self-assessment/.

Cookies and Tracking Technologies

We do not use browser cookies or similar tracking technologies on our AI Co-Pilot Suite. To help us monitor and improve our services, we collect Technical and Usage Data directly from our servers. This includes information such as your IP address, page view statistics, and device and network information. This information is only used for internal analytics and to enhance the security and functionality of our service.

Storage, retention and security

We only store and retain personal information to the extent necessary to process your request through the AI Co-Pilot Suite. Any personal information retained as part of the processing process will be permanently and securely deleted immediately as soon as that transaction is complete. We are committed to ensuring that the personal information we collect is secure. In order to prevent unauthorised access or disclosure, we have put in place suitable physical, electronic and managerial procedures, to safeguard and secure personal information and protect it from misuse, interference, loss and unauthorised access, modification and disclosure.

While we are committed to security and use TLS encryptions for all transmissions involving personal information and any data containers exist only while processing your request and are terminated immediately after, we cannot guarantee the security of any information that is transmitted to or by us over the Internet. The transmission and exchange of information is carried out at your own risk.

Children’s Privacy

Our services are not intended for use by individuals under the age of 16, and we do not knowingly collect personal information from children. If you are a parent or guardian and you become aware that your child has provided us with personal information without your consent, please contact us at privacy@zeil.com. If we become aware that we have collected personal information from a child without verification of parental consent, we will take steps to remove that information from our servers.

Amendments

We may, at any time and at our discretion, vary this Privacy Policy by publishing the amended Privacy Policy on our website. We recommend you check our website regularly to ensure you are aware of our current Privacy Policy.