TAUTUA by MA (Tautua Leadership Consulting Limited)

Last updated: Wednesday 24th December 2025

 

TAUTUA by MA is committed to protecting your privacy and handling personal information with care, integrity, and professionalism. This Privacy Policy outlines how we collect, use, store, and protect information when you engage with our services, visit our website, or communicate with us.

 

This policy is aligned with the Privacy Act 2020 (New Zealand) and reflects best practice for digital service providers and coaching practices.

​

 

 

1. Who we are

​

TAUTUA by MA is operated by Tautua Leadership Consulting Limited, a New Zealand registered business.

 

This policy applies to all interactions with TAUTUA by MA, including coaching, supervision, consulting, training, website enquiries, and marketing communications.

​

 

 

2. What personal information we collect

 

We may collect personal information including:

 

 

Identity and Contact Information

 

• Name, email address, phone number, role, and organisation

• Preferred communication details

• Information submitted through enquiry or booking forms

​

 

Service and Engagement Information

 

• Booking details and service history

• Coaching or supervision topics you choose to share

• Records related to service delivery such as session summaries and agreed action steps

• Feedback you submit

 

 

Financial Information

 

• Invoice details and payment records (where applicable)

 

 

Website and Technical Information

 

• IP address, device/browser type, general location data

• Website behaviour such as pages visited and time on site

• Cookies and analytics data (see section 10)

 

We aim to collect only the information that is reasonably necessary for delivering services, maintaining quality, and communicating effectively.

​

 

 

3. How we collect personal information

 

We collect information when you:

 

• Submit a form on our website (Wix/Microsoft Forms)

• Contact us by email, phone, or social media

• Register for, purchase, or participate in services

• Provide feedback or complete surveys

• Use the website (through cookies and analytics tools)

 

We may also receive personal information from third parties only where relevant (for example, a workplace referring you for leadership support) and where appropriate consent has been provided.

​

 

 

4. Why we collect your information

 

We collect and use personal information to:

 

• Respond to enquiries and communicate with you

• Deliver coaching, supervision, consulting, or training services

• Manage bookings, scheduling, client records, and service delivery

• Send service updates, resources, or marketing communications (only where you opt in, or where permitted)

• Maintain professional standards and improve service quality

• Manage invoices and financial records

• Meet legal and tax obligations

• Protect our business, clients, and systems from misuse or harm

​

 

 

5. Lawful basis and transparency

 

We collect and use information only when we have a legitimate reason, such as:

 

• You have provided the information voluntarily

• It is necessary to deliver our services

• It is needed to meet legal obligations

• It supports a legitimate operational purpose and does not unreasonably impact your privacy

 

If we need information for a new purpose not covered by this policy, we will take reasonable steps to notify you.

​

 

 

6. Storage and security (Microsoft 365 and business systems)

 

TAUTUA by MA primarily stores information within Microsoft 365 systems including Outlook, OneDrive, SharePoint, Teams, and Microsoft Forms.

 

We take reasonable security steps to protect personal information from loss, unauthorised access, misuse, alteration, or disclosure, including:

 

• strong passwords and access controls

• multi factor authentication where available

• secure cloud storage and encryption features where applicable

• restricted access to authorised personnel only

• secure device and account practices

 

No system is fully immune from risk, however we take privacy and security seriously and continually strengthen our practices.

​

 

 

7. Confidentiality, coaching, and supervision

 

TAUTUA by MA provides a respectful and confidential environment. Information shared in coaching and supervision is treated as private, except where:

 

• you give clear permission for disclosure

• there is a serious risk to your safety or the safety of another person

• disclosure is required by law

• there is suspected or disclosed abuse, harm, or criminal risk that triggers a legal reporting obligation

 

Where possible and appropriate, we will communicate with you before making any disclosure.

​

 

 

8. Session recordings and transcription (Otter.ai)

 

From time to time, TAUTUA by MA may record sessions for purposes such as:

 

• transcription accuracy and note taking

• training and quality improvement

• resource development (for example, leadership training content)

 

We will only record or transcribe sessions with your knowledge and consent.

 

If transcription is used, this may be processed through tools such as Otter.ai, which may store or process data outside New Zealand. You may request that we do not record sessions, or request deletion of recordings or transcripts, subject to any legal or professional obligations to retain records.

​

 

 

9. Photography and video

 

TAUTUA by MA may create photo or video content for:

 

• marketing and promotional purposes

• training and educational resources

• professional communication and brand storytelling

 

We will not use identifiable client imagery, voice, or likeness without clear consent. If you attend an event or group setting where content is being captured, we will make reasonable efforts to inform attendees and provide an option to opt out.

​

 

 

10. Website cookies and analytics (Wix)

 

Our website is hosted on Wix, which uses cookies and similar technologies to:

 

• provide essential website functionality

• improve performance and user experience

• measure website traffic and engagement

• support security and fraud prevention

 

Cookies may be set by Wix and third party apps integrated through Wix. You can control cookies via your browser settings. Disabling cookies may affect website performance.

​

 

 

11. Social media and marketing platforms

 

TAUTUA by MA may interact with you through LinkedIn, Instagram, and Facebook, which may collect information in accordance with their own privacy policies.

 

If you message us on social media, those platforms may retain and process those messages. We recommend that you do not share sensitive personal information through social media channels.

​

 

 

12. Sharing personal information

 

TAUTUA by MA does not sell, trade, or rent your personal information.

 

We may share information only when necessary, including:

 

• with trusted service providers that support business operations (for example, web hosting, booking tools, payment processing, transcription services, IT support)

• when required by law, court order, or regulatory authority

• with your explicit consent

 

We take reasonable steps to use providers that have appropriate privacy and security practices.

​

 

 

13. Overseas storage and disclosure

 

Some service providers used by TAUTUA by MA may store or process information outside New Zealand (for example, Wix, Microsoft, Otter.ai, and social media platforms).

 

Where personal information is disclosed to or held by overseas providers, we take reasonable steps to ensure information is handled in a way that is comparable to New Zealand privacy protections and consistent with our obligations.

​

 

 

14. Accessing and correcting your information

 

You have the right to request access to the personal information we hold about you and to request corrections if it is inaccurate.

 

To request access or correction, contact us using the details at the end of this policy. We may require identity verification to protect your privacy.

​

 

 

15. Retention and deletion

 

We keep personal information only as long as reasonably necessary for:

 

• delivering services

• maintaining professional records

• meeting legal and financial obligations

• protecting the integrity and safety of our services

 

When information is no longer required, we take reasonable steps to securely delete or anonymise it.

​

 

 

16. Privacy breaches and notification

 

If a privacy breach occurs and it has caused, or is likely to cause, serious harm, TAUTUA by MA will notify affected individuals and the Office of the Privacy Commissioner as soon as practicable, in line with legal obligations.

​

 

 

17. Updates to this policy

 

We may update this Privacy Policy from time to time. The most current version will be available on our website and will include the updated revision date.

​

 

 

18. Contact us

 

If you have questions, concerns, requests, or complaints about privacy or how your information is handled, contact:

 

TAUTUA by MA

Email: info@tautua.org.nz

Website: tautua.org.nz

Location: Auckland, New Zealand