Last updated: 13 November 2026
ICONA Limited (“ICONA”, “we”, “us”) respects your privacy. This policy explains what personal information we collect through this website and in the course of our business, how we use and protect it, and your rights under the Privacy Act 2020.
In short: we only collect what we need to supply and support our products and services, we never sell your information, we take care to keep it secure, and you can ask to see or correct the information we hold about you at any time.
1. Who we are
ICONA Limited supplies, installs and services dental, medical and veterinary equipment, and provides ICT and SCADA services, across New Zealand. We are based at 141 Harrisons Line, RD10, Palmerston North 4470.
2. What we collect
We may collect personal information such as names, email addresses, phone numbers, company or practice names, and postal and delivery addresses. In particular:
- Enquiry and quote forms: your name, email address, phone number (optional), subject, message and the product you asked about.
- Customer store accounts: if we set up an online account for your business, we hold your name, email address, company, phone number, delivery address, login details and your order history.
- Doing business with us: details you give us when you phone or email us, buy from us, book a service, or apply for credit, including billing and account information.
- Technical information: when you visit the website, our systems automatically record information such as your IP address, browser type, the pages you view and the date and time. We use this to keep the website secure and working well.
We collect most information directly from you. You don’t have to give us your personal information, but if you choose not to, we may not be able to answer your enquiry, supply products or services, or do business with you.
3. How we use your information
We will only use your personal information in line with the Privacy Act 2020, to:
- answer your enquiries and prepare quotes
- supply, deliver, install, service and support our products and services, and process your orders
- manage your account, invoicing and payments
- let manufacturers and suppliers provide information, warranty support or product updates for equipment you have bought from us
- send you information, promotional material and news, but only where you have agreed to receive it (you can unsubscribe at any time)
- improve and update our website, information and services, including by analysing how our website is used
- keep our website and systems secure and prevent fraud or misuse
- communicate with you, and meet our legal obligations.
4. Who we share it with
We will not sell, rent or lease your personal information. We may share it, only as needed for the purposes above, with:
- our related companies, agents and contractors who help us deliver products and services
- manufacturers and suppliers, for warranty, servicing and product support
- service providers that run our systems for us, such as our website host, email provider (Microsoft 365), job and order management system (AroFlo), website security and delivery services (such as Cloudflare and Wordfence), and website usage analysis services (such as Google)
- credit checking and debt collection agencies, where you have an account with us
- courier and freight companies, to deliver your orders.
We may also use or disclose your information:
- where you have authorised us to
- where we have told you about the intended use or disclosure and you have not objected
- where we believe it is reasonably necessary to assist a law enforcement agency or an agency responsible for national security
- where we believe it is reasonably necessary to enforce our legal rights, or to protect the rights, property or safety of ICONA, our customers or others
- where we are required or permitted by law.
Otherwise, we only share information in aggregate form that does not identify anyone.
5. Information stored overseas
Some of our service providers (for example Microsoft, Google and Cloudflare) may store or process information outside New Zealand. When we use them, we take reasonable steps to make sure your information is protected by safeguards comparable to those in the Privacy Act 2020.
6. Information we see when servicing equipment and IT systems
When we install, service or support equipment, software or IT systems for our clients, we may come across information our clients hold, such as patient or customer records. We only access what we need to do the job, keep it confidential, and do not copy, keep or use it for any other purpose. Our clients remain responsible for that information under the Privacy Act 2020 and, where it applies, the Health Information Privacy Code 2020.
7. Cookies and third-party content
Our website uses a small number of cookies, which are small files stored by your browser. We use them to keep you signed in to your customer account, remember your cart, and protect the website from misuse. We do not use advertising cookies.
Some pages include content from other services, such as Google Maps, YouTube videos and Google Fonts. When these load, those services may receive your IP address and set their own cookies, under their own privacy policies. We may also use website usage analysis services, such as Google Analytics, to understand how visitors use our website. You can block or delete cookies in your browser settings, although some features (such as signing in) may then not work.
8. Storage and security
Personal information is collected and held by ICONA Limited. We take reasonable steps to protect it from loss and from unauthorised access, use, disclosure, alteration or destruction. These steps include encrypted (HTTPS) connections to our website, restricting access to staff who need it, and security monitoring.
We keep personal information only for as long as we need it for the purposes above, or as required by law (for example, business and tax records must be kept for seven years). After that, we securely delete or destroy it.
9. Accessing and correcting your information
You have the right to ask for a copy of the personal information we hold about you, and to ask us to correct it if you think it is wrong. To do this, contact our Privacy Officer (details below). We will respond as soon as we can, and no later than 20 working days after we receive your request. We may need to confirm your identity first.
If you no longer want to receive marketing from us, use the unsubscribe link in our emails or contact us.
10. Privacy breaches
If a privacy breach happens that has caused, or is likely to cause, serious harm, we will notify the people affected and the Office of the Privacy Commissioner as soon as practicable, as the Privacy Act 2020 requires.
11. Other websites
Our website links to other websites, such as manufacturers’ sites. We are not responsible for the content or privacy practices of other websites, so please read their privacy policies.
12. Contact us and complaints
Our CEO, or a person they delegate, is our Privacy Officer. If you have a question, request or complaint about privacy, please contact:
Privacy Officer, ICONA Limited
141 Harrisons Line, RD10, Palmerston North 4470
Phone: 0800 367 336
Email: [email protected] (subject: Privacy)
If you are not satisfied with our response, you can complain to the Office of the Privacy Commissioner.
13. Changes to this policy
We may update this policy from time to time. The current version will always be on this page, with the date it was last updated.