Privacy Policy

This Privacy Policy explains how Big Mark Studio collects, uses, stores and discloses personal information in connection with the website at bigmark.co.nz, enquiries, client work, project delivery, support and related business activities.

Mark Fa‘amaoni, trading as Big Mark Photography and operating publicly as Big Mark Studio, is the agency responsible for the personal information described in this policy for the purposes of the New Zealand Privacy Act 2020.

This policy should be read alongside the Terms and Conditions and the AI Policy. A separate quote, proposal, service agreement or other written agreement may also apply to paid professional services.

WHO THIS POLICY APPLIES TO

This policy applies to website visitors, people who make enquiries, prospective and current clients, client representatives, suppliers, contractors, collaborators and other people whose personal information is handled in the course of Big Mark Studio’s work.

PERSONAL INFORMATION WE MAY COLLECT

The information collected depends on the nature of the interaction or project. Big Mark Studio may collect:

• Identity and contact information, including names, email addresses, phone numbers, postal or business addresses, job titles and organisation details.
• Enquiry and relationship information, including messages, project requirements, referral details, meeting notes, correspondence and records of decisions.
• Commercial and administrative information, including quotes, proposals, agreements, invoices, payment records and information needed for accounting or business administration.
• Project content, including copy, documents, photographs, video, audio, logos, brand material, staff or member details, testimonials and other material supplied for a website or related project.
• Technical and access information, including domain, hosting, website, CMS and service details, login information, credentials, configuration records and support history.
• Website and usage information, including IP addresses, device and browser information, pages visited, referring pages, approximate location, form submission metadata, cookies and analytics information.
• Information about other people supplied by clients, referrers, organisations, staff, committee members or other authorised contacts.

HOW PERSONAL INFORMATION IS COLLECTED

Information may be collected directly when a person uses a Webflow contact form, sends an email, makes a phone call, attends a meeting, supplies documents or project material, signs an agreement, pays an invoice, provides website access or otherwise communicates with Big Mark Studio.

Information may also be collected indirectly through referrals, clients or organisations, public business sources, service providers or other people involved in a project. Where required by the Privacy Act, Big Mark Studio will take reasonable steps to tell the person concerned that the information has been collected, why it was collected, who may receive and hold it, and how they can exercise their rights of access and correction, unless an applicable exception applies.

A person or organisation supplying personal information about someone else should have authority to do so and should ensure the information is accurate, relevant and appropriate for the intended purpose.

WHY PERSONAL INFORMATION IS USED

• to respond to enquiries and communicate with prospective clients, clients and other contacts;
• to understand requirements, prepare quotes or proposals and decide whether work is suitable;
• to enter into, administer and perform agreements;
• to plan, design, build, maintain and support websites and related work;
• to manage domains, hosting, platforms, accounts, technical access and project records;
• to issue invoices, receive payments, maintain accounting records and meet tax or financial obligations;
• to operate, secure, analyse and improve the Website, services and internal systems;
• to preserve relevant project history, respond to support requests and manage disputes or legal claims;
• to comply with legal, regulatory, contractual or professional obligations; and
• to send service information or marketing communications where permitted, with an option to unsubscribe from marketing.

WHEN PROVIDING INFORMATION IS OPTIONAL

Providing personal information is generally voluntary. However, if requested information is not provided, Big Mark Studio may be unable to respond to an enquiry, prepare a quote, enter into or perform an agreement, complete work, provide support, process a payment or meet another request.

WHERE INFORMATION IS STORED AND PROCESSED

Personal information may be stored or processed using the systems reasonably required to operate Big Mark Studio and deliver its work. These currently include:

• Google Workspace for email, calendars, documents, files and business administration;
• Webflow for the Website, hosting and contact form submissions;
• Notion for selected notes, documentation and project information; and
• paid AI services, including ChatGPT, for AI-assisted work described in the AI Policy.

Other reputable providers may be used where reasonably necessary. Access is limited to people who need the information for an authorised purpose. Some providers may store or process information outside New Zealand.

WHEN PERSONAL INFORMATION MAY BE SHARED

Personal information may be disclosed only where reasonably necessary for an authorised purpose, including to:

• the technology and cloud service providers used to operate the Website and business systems;
• trusted contractors, collaborators or specialists who need the information to perform agreed work and are expected to protect its confidentiality;
• accountants, legal advisers, insurers or other professional advisers;
• the relevant client, organisation or authorised project stakeholders;
• government agencies, regulators, courts or law-enforcement bodies where disclosure is required or permitted by law; or
• another person where necessary to protect security, prevent fraud, respond to an emergency or defend a legal claim.

Big Mark Studio does not sell personal information.

OVERSEAS SERVICES AND TRANSFERS

Some service providers operate in, or store information in, countries outside New Zealand. Where personal information is disclosed overseas, Big Mark Studio will take reasonable steps to ensure the disclosure is permitted by the Privacy Act 2020 and that appropriate privacy and security safeguards apply.

AI-ASSISTED PROCESSING

Big Mark Studio may use paid AI services, including ChatGPT, to support planning, research, writing, development, documentation, analysis and related work.

Personal or client information will be limited to what is reasonably necessary for the task. Identifying details will be removed or reduced where practical, and sensitive or confidential information will not be submitted to an AI service unless its use is reasonably necessary and the service’s privacy and data-handling controls are considered appropriate.

AI services are operated by third parties and may process information outside New Zealand. Their use is therefore also subject to the sections of this policy covering service providers, overseas processing, security and retention.

Further information about how AI is used in project work is set out in the AI Policy.

COOKIES, ANALYTICS AND TECHNICAL DATA

The Website and its service providers may use cookies, server logs and similar technologies for essential functionality, security, form handling, analytics and understanding how the Website is used.

Technical information may include an IP address, browser and device type, operating system, referring page, pages visited, time and date of access, approximate region and information about how forms or Website features are used.

Browser settings may allow cookies to be restricted or blocked. Doing so may affect some Website functions. Third-party content or embedded services may also set cookies or collect technical information under their own privacy terms.

PROJECT CONTENT, PHOTOGRAPHS AND CREDENTIALS

Project material may contain personal information about clients, staff, members, customers, volunteers, contractors or other people. Big Mark Studio will use that material only for the relevant project, support, record-keeping or other authorised purpose.

Confidential project material or personal information will not be published in a portfolio, case study or promotional material without an appropriate basis, such as client approval or the material already being lawfully public.

Login details and credentials are used only where required for website, platform or support work. They are handled with care, access is restricted, and they are removed, returned or no longer used when they are no longer reasonably required.

SECURITY AND PRIVACY BREACHES

Big Mark Studio takes reasonable technical and organisational measures to protect personal information against loss, misuse, unauthorised access, alteration or disclosure. Measures may include access controls, secure accounts, software updates, appropriate backups and limiting information to what is needed.

No system can be guaranteed to be completely secure. Suspected privacy or security incidents will be investigated, contained and addressed, and notifiable privacy breaches will be reported to affected people and the Office of the Privacy Commissioner where required by law.

HOW LONG INFORMATION IS RETAINED

Personal information is retained only for as long as reasonably required for the purpose for which it was collected, the delivery and support of work, legitimate business records, accounting or tax requirements, legal obligations, security, dispute resolution or the establishment, exercise or defence of legal claims.

When information is no longer required, reasonable steps will be taken to delete, anonymise or securely dispose of it. Copies may remain temporarily in backups or archives until those systems are overwritten or the information can reasonably be removed.

ACCESS, CORRECTION AND OTHER REQUESTS

A person may ask whether Big Mark Studio holds personal information about them and may request access to that information or correction of information they believe is inaccurate. Requests will be handled in accordance with the Privacy Act 2020, and identity may need to be verified before information is released or changed.

If a requested correction is not made, the person may ask for a statement of correction to be attached to the information. A person may also ask whether information can be deleted or its use restricted. Those requests will be considered, but deletion or restriction may not be possible where the information is still reasonably required or must be retained by law.

Privacy requests may be made using the contact details at the end of this policy. Enough information should be provided to identify the person and the information concerned.

MARKETING COMMUNICATIONS

Big Mark Studio may send relevant updates or marketing communications where permitted. A recipient may unsubscribe at any time using the method provided in the message or by contacting Big Mark Studio. Unsubscribing from marketing does not prevent necessary project, service, account, billing or legal communications.

CHILDREN AND YOUNG PEOPLE

The Website is not directed specifically at children. Personal information about children or young people may nevertheless appear in legitimate project content, such as photographs, organisation records or public information supplied by an authorised client, parent, guardian or organisation. That information will be handled with particular care and only for an authorised purpose.

THIRD-PARTY WEBSITES AND EMBEDS

The Website may link to or embed websites, platforms or content operated by third parties. Big Mark Studio does not control those services and is not responsible for their privacy practices. People should review the relevant provider’s privacy information before supplying personal information.

CHANGES TO THIS POLICY

This Privacy Policy may be updated when business practices, technology, legal requirements or services change. The current version will be available on this page and will take effect when published.

CONTACT AND COMPLAINTS

Mark Fa‘amaoni is the privacy officer for Big Mark Studio. Questions, requests or concerns about personal information may be sent using the following details:

• Email: mark@bigmark.co.nz
• Phone: 027 495 0026
• Contact page: bigmark.co.nz/contact

Big Mark Studio will make a reasonable effort to resolve privacy concerns directly. A person who is not satisfied with the response may make a complaint to the Office of the Privacy Commissioner.

Last updated: 30 July 2026.