This is version 3.0 of our privacy policy, effective 24 August 2026. How we protect the information described here is set out on our security page.
Hi, we’re RedSeed. This policy explains how we collect, use, share and protect your personal information, and the choices you have.
Who we are
“RedSeed”, “we” and “us” means RedSeed Limited (New Zealand Company Number 1908611, 1/262 Tuam Street, Christchurch 8011, New Zealand) and RedSeed Training Pty Ltd (ABN 42 607 498 804, 2/6-8 Waterloo St, Narrabeen NSW 2101, Australia).
This policy covers our websites, the RedSeed platform and our services, together the “sites”. In this policy, “personal information” and “personal data” mean the same thing.
The two ways we handle your information
We handle personal information in two different roles. It matters, because it changes who answers your questions.
When we decide how information is used
This applies to visitors to our websites, people who contact us, subscribers to our emails, and job applicants. For this information we are the “controller”, or “agency” under New Zealand law, and this policy is the main document that applies.
When your employer decides
Most people use RedSeed because their employer or training provider gives them access. In that case your organisation decides what is collected and why, and we process it on their instructions. Their privacy policy applies alongside this one. If you want your training or coaching records accessed, corrected or deleted, your organisation is usually the right first stop. We help them respond.
Information we collect
Information you give us
Your name and email address, account details, training answers and assessment responses, coaching feedback, survey responses, support queries, and anything you write in the platform, such as meeting agendas, notes and action items. If you apply for a job with us, we also collect your application, CV, cover letter and interview notes.
Information collected automatically
When you use the sites we record technical information such as your IP address, browser and operating system, the pages you open, and the date, time and length of your visit. See cookies and similar technologies below.
Information we collect from other people
We often receive your personal information from someone other than you:
- Your employer or training administrator gives us your name, email address, role and location when they set up your account or enrol you in training.
- Your manager or coach may record feedback, coaching notes, meeting agendas and action items about you.
- If you or your coach connect a work calendar, our calendar partner sends us the details needed to schedule meetings.
- If a coaching meeting is recorded, the recording and transcript include everyone who speaks on the call, and may mention people who are not on the call.
- Service providers may send us information such as sign-in details when you use a third-party sign-in option, or fraud and security warnings.
Where we collect your information indirectly like this, New Zealand law (Information Privacy Principle 3A) requires that you are made aware of the collection. This policy, the notifications inside the platform, and the information your organisation gives you are how that happens. If anything is unclear, contact us using the details at the end.
Coaching meetings, recordings and transcripts
The RedSeed platform includes one-to-one coaching meetings between a coach and a team member. If your organisation has this feature turned on:
- Meeting agendas, notes and action items are stored in the platform.
- If a meeting has a video-call link and a connected calendar, a RedSeed notetaker joins the call and records it. Everyone who joins the call is recorded, and a transcript is produced. The calling platform shows its standard “recording in progress” indicator.
- Calendar events we create may be visible to colleagues who can see your calendar, depending on your organisation’s calendar settings.
Your organisation is responsible for telling its people that meetings are recorded, and for meeting any local consent requirements before recording.
Managers, HR and what each can see
- Meeting agendas, notes and action items are visible only to the two meeting participants.
- Notes marked private are visible only to their author.
- RedSeed staff do not browse meeting content. A small number of staff can access it through internal tools for support and troubleshooting, and that access is logged.
Coaching records remain visible to the other meeting participant, including after you leave the organisation. How we protect all of this is set out on our security page.
How we use AI
Some parts of the platform use AI to help coaches and team members prepare for and follow up on coaching conversations. Where these features are turned on for your organisation:
- AI drafts meeting summaries, suggests agenda topics, action items and courses, and gives each suggestion a supporting reason.
- AI reviews meetings against coaching quality measures, with reasoning to support each score.
To generate this content we send meeting information, including participant names, agenda topics, notes that are not marked private, and the meeting transcript, to an AI service provider. The provider processes it to produce the output and does not use it to train general-purpose AI models. We do not sell meeting content.
AI suggests and drafts. People decide. A summary can be edited by the coach, a suggestion can be ignored, and no employment decision is made by AI inside the platform.
Automated recommendations and scoring
From 10 December 2026, Australian law (Australian Privacy Principle 1.7) requires us to tell you when computer programs use personal information to make, or substantially support, decisions that could significantly affect you. In the RedSeed platform:
- Training and assessment results are calculated from your answers and can affect course completion.
- AI-generated coaching quality scores and recommendations use meeting content, and may inform how your organisation supports and develops its coaches.
In each case the outcome sits with people: your organisation’s managers, coaches and administrators. If you believe an automated result is wrong, you can raise it with your organisation or with us.
How we use information
We use personal information to:
- provide the sites and services, including training, coaching and reporting
- create and manage accounts, and verify your identity when you sign in
- schedule meetings and place them in connected calendars
- record and transcribe coaching meetings, where the feature is enabled
- generate the AI summaries, recommendations and scores described above
- send service messages, such as reminders, status updates and security notices
- respond to support requests and resolve disputes
- monitor for fraud, misuse and breaches of our user terms
- analyse how the sites are used so we can improve them
- manage our legal, security and business affairs
- process job applications
- send marketing, where you have opted in
Where European or United Kingdom law applies, we rely on: performance of a contract (providing the service), our legitimate interests (running, securing and improving the sites), consent (marketing and non-essential cookies) and legal obligations (responding to lawful requests).
Sharing and sub-processors
We share personal information with:
- companies in the RedSeed group, in New Zealand and Australia
- your organisation, where it provides your access to RedSeed
- service providers that help us run the sites: hosting and storage, calendar and video conferencing, transcription, AI generation, email delivery, analytics, customer support tools and recruitment services
- our professional advisers, such as lawyers and accountants
- regulators, government agencies and law enforcement, where we are required or authorised by law
- a buyer or prospective buyer of our business or assets, and their advisers
- third parties where necessary to enforce or defend our legal rights
A current list of the service providers that process platform data, and where they process it, is available from your account team or from us on request.
International transfers
We are based in New Zealand and Australia. Your information is processed in New Zealand and Australia, and by service providers in the United States and the United Kingdom.
When we send personal information overseas we take reasonable steps to make sure it stays protected. We use written agreements that require each provider to protect your information to a standard comparable to New Zealand and Australian privacy law and, where European or UK law applies, we rely on adequacy decisions or standard contractual clauses.
How we keep information secure
We protect personal information with technical and organisational measures, including encryption, access controls, tenant isolation, two-factor authentication and staff access logging. Hard-copy records, such as recruitment files, are kept in secure locations in New Zealand and Australia. Our security page sets out the controls in detail.
If a privacy breach happens that is likely to cause serious harm, we will notify the affected people and the relevant regulator, as required by the New Zealand Privacy Act 2020 and the Australian Notifiable Data Breaches scheme. Where the affected data belongs to your organisation, we will notify your organisation so it can meet its own obligations.
How long we keep information
We keep personal information for as long as we need it to provide the services, meet our contracts and comply with the law.
Training and coaching records are kept for as long as your organisation instructs us to keep them, including after you leave that organisation, because coaching records remain visible to the other meeting participant. Ask your organisation about its own retention rules.
If you ask us to erase your information or close your account, we will do so, except where we need to keep some information for legitimate business or legal reasons, such as preventing fraud, resolving disputes or meeting our contracts. Anything we keep stays protected under this policy.
Your rights and choices
Access and correction
You can see some of your information by signing in. You can also ask us for a copy of the personal information we hold about you, and ask us to correct it.
Deletion
You can ask us to delete your information or close your account. Where your organisation controls your training and coaching records, we will refer your request to them and help them respond.
Marketing
You can opt out of marketing emails at any time using the unsubscribe link in any marketing email. Service messages, such as password resets and training reminders, are not marketing and will continue while you have an account.
Cookies
You can control cookies in your browser settings. Some parts of the sites may not work properly if you reject all cookies.
To make a request, contact our Privacy Officer using the details at the end of this policy. We will respond within the timeframes set by the New Zealand Privacy Act 2020 or the Australian Privacy Act 1988, whichever applies to you.
Cookies and similar technologies
When you visit the sites we record technical details such as your IP address, the pages you open, how you got here and how long you stay. Most of this is not linked to your identity, though some may be if you are signed in.
We use cookies and similar tools to keep you signed in, remember preferences and understand how the sites are used. We sometimes use third-party advertising services to show you our ads on other websites based on your earlier visits to our sites. For more about cookies, see allaboutcookies.org.
Information you share with others
If you share your information publicly or send it directly to other people, we cannot control how they use it. Think before posting personal information in shared spaces, and check the privacy policy of any other website before sharing information there.
People in the EEA and the UK
If you are in the European Economic Area or the United Kingdom, the EU General Data Protection Regulation or the UK GDPR gives you extra rights. Where we are the controller of your information, you can also ask us to:
- give you your information in a portable, machine-readable format
- restrict how we process it, or object to processing based on our legitimate interests
- withdraw consent at any time, where processing is based on consent
These rights have some limits. For example, we may need to keep information to meet a legal requirement. If you are not happy with our response, you can complain to the data protection authority where you live or work, or where you believe the problem happened. You can also complain to the Office of the Privacy Commissioner in New Zealand or the Office of the Australian Information Commissioner.
New Zealand holds a European Commission adequacy decision, which means personal data can flow from the EU to New Zealand with its protection recognised.
Changes to this policy
We update this policy when the law or our practices change. When we make significant changes, we will let you know, for example by email or a notice in the platform.
How to contact us
Questions, requests and complaints go to our Privacy Officer:
- Email: privacy@redseed.com
- Post: Privacy Officer, RedSeed Limited, 1/262 Tuam Street, Christchurch 8011, New Zealand
We’re glad you made it to the end. Knowing this stuff is the best way to understand how your personal information is used, and how to manage it.
RedSeed privacy policy v3.0, effective 24 August 2026.