Privacy Policy

This policy explains how Reefer Tech Pro ("we", "us", "our") collects, uses, stores and shares information when you use our website and web application at reefertechpro.com and app.reefertechpro.com (the "Service"). We handle personal information in accordance with the New Zealand Privacy Act 2020 and its Information Privacy Principles.

1. Who we are

Reefer Tech Pro provides diagnostic tools for Carrier, Thermo King and Schmitz Cargobull transport-refrigeration equipment. We are the agency responsible for the personal information described here. You can contact us at jaco@reefertechpro.com.

Most information in the Service belongs to a fleet — the business that subscribes. We hold it on that fleet's behalf. Requests about equipment records are usually best directed to the fleet operator, though you can always come to us.

2. Information we collect from account holders

• Account details — your name, email address or username, a securely hashed password, your role (administrator, manager, technician or coordinator), and the fleet you belong to.
• Usage data — the questions and searches you submit, the alarm codes, diagrams and manuals you open, your AI usage count, and when you last used the Service.
• Content you submit — service manuals and documents you upload to your company archive, together with your email address as the uploader.
• Technical and log data — IP address, browser type and timestamps, used to operate and secure the Service.

3. Information we collect from drivers (QR alarm reports)

Refrigeration units can carry a QR sticker that lets a driver report an alarm without an account. When a driver submits a report we collect:

• the alarm code and its decoded description;
• any note the driver writes;
• a name, only if the driver chooses to type one — it is optional and the report works without it;
• a photograph of the equipment display, if the driver takes one.

We do not collect a driver's contact details, and drivers do not create accounts. Reports are visible only to the fleet that the unit belongs to.

Photographs

• Photographs are intended to capture an equipment display — a control panel showing an alarm code — not people.
• They are stored privately, are not publicly accessible, are not indexed by search engines, and are not used to train any AI model.
• A photograph is sent to our AI provider so the alarm code shown on the display can be read and explained. See section 6.
• Photographs are automatically deleted 12 months after they are submitted. The report text and alarm code remain as part of the unit's fault history.

If a person appears in a photograph, that image is personal information about them and the rights in section 10 apply. Tell us and we will remove it.

4. Information we collect from visiting technicians (service log QR)

A unit can also carry a QR sticker that lets any technician — including one who works for another company and has no account with us — log the work they did. When a technician submits an entry we collect:

• their name and the company they work for, if they enter them;
• the work note, parts fitted, hours and odometer reading;
• an alarm code and photograph, if supplied;
• a one-way hash of their IP address.

The IP hash exists solely to stop the public form being abused by limiting how many entries can be submitted from one connection in an hour. It cannot be reversed to recover the original address, but because it can distinguish one visitor from another we treat it as personal information. IP hashes are deleted after 30 days.

Entries arrive as pending and are not published to the unit's history until the fleet reviews and confirms them. Photographs attached to service log entries follow the same 12-month deletion as driver photographs.

5. Equipment and fleet data

The Service stores records about refrigeration units: serial numbers, registration numbers, make, model, software version, downloaded fault and temperature data, alarm histories, live readings captured over Bluetooth (setpoints, air temperatures, battery voltage, engine hours), and service records.

This is generally equipment data rather than personal information. It can become personal information where it is linked to an identifiable person — for example a record of which technician performed a download, or a named driver's report. Where that happens, we treat it as personal information under this policy.

A fleet may also record a customer name against a unit. Fleets should only enter business customer details, not personal ones.

6. Artificial intelligence

The Service uses AI to interpret alarm codes, explain diagrams, summarise faults and triage driver reports. To do this, the relevant content — your question, decoded equipment data, alarm details, confirmed service notes, and any photograph submitted — is sent to our AI provider, xAI, in the United States.

• AI output is generated automatically and can be wrong. It is a diagnostic aid, not a decision made about you, and it does not by itself determine any outcome affecting a person.
• We cache AI answers to reduce cost and repeat processing.
• Please do not type personal, confidential or sensitive information into the assistant.

7. Why we collect it

• To create and manage accounts and sign people in.
• To provide alarm-code lookups, manual search, download decoding and diagnostic answers.
• To route driver alarm reports to the right fleet manager so a fault can be acted on.
• To build a unit's service and fault history for the fleet that owns it.
• To take payment, and to send transactional email such as invitations and password resets.
• To keep the Service secure, prevent abuse, and meet our legal obligations.

We do not use personal information for advertising, and we do not sell it.

8. Who we share information with

We share information only with the providers that operate the Service, and where the law requires it.

Fleet separation. Every record is scoped to one fleet. Units, downloads, readings, reports, service log entries and privately uploaded documents are visible only to that fleet. No customer can see another customer's data.

9. Disclosure outside New Zealand (IPP 12)

Using the providers above means personal information may be processed outside New Zealand, principally in the United States. Before disclosing personal information overseas we take reasonable steps to satisfy ourselves that the recipient is subject to comparable safeguards, generally through the contractual protections in that provider's terms.

10. Security and retention

Data is held on secured servers. Passwords are hashed and never stored in plain text. Uploaded files are checked by size, by their actual file type rather than a claimed one, and are scanned for malware before being accepted. Access is restricted by role and by fleet. No system is completely secure, but we take reasonable steps to protect what we hold.

11. Your rights

You may ask us to give you access to the personal information we hold about you, correct it if it is wrong, or delete it. Email jaco@reefertechpro.com. We will respond within 20 working days as required by the Privacy Act 2020.

This applies whether or not you have an account. If you submitted a driver report or a service log entry and want it removed, tell us the unit and roughly when, and we will find it.

12. Cookies

We use a single essential cookie to keep you signed in. We do not use advertising cookies or third-party tracking.

13. Children

The Service is intended for professional use and is not directed at anyone under 16.

14. Complaints

If you are unhappy with how we have handled your personal information, contact us first at jaco@reefertechpro.com. If you are not satisfied with our response, you may complain to the Office of the Privacy Commissioner at privacy.org.nz or 0800 803 909.

15. Changes

We may update this policy. The "last updated" date above shows the current version. If we make a change that materially affects how we handle personal information, we will notify account holders by email.