We collect personal information from you, including:
- name
- contact information
- interactions with us
- billing or purchase information
- if specifically required by law, a copy of an identity credential.
We collect your personal information in order to:
- carry on our business (such as holding billing information)
- if specifically required (for AML or employment checks on behalf of a client) to carry out identity verification on behalf of organisations that are required to do so by law.
Besides our staff, we share this information with:
- authorised clients in order to meet their requirements for AML and employment purposes.
Providing some information is optional, but if you choose not to enter the information requested, we’ll be unable to provide the services.
We will never supply that information to others without your explicit consent, or where required by law.
We keep your information safe by storing it in a mainstream cloud service (GoogleDrive, Xero) and only allowing employees of the company to access it.
We keep your information for only as long as it is required to complete the service, or is required by law (usually 5 or 7 years) at which point we destroy it by securely erasing it.
You have the right to ask for a copy of any personal information we hold about you, and to ask for it to be corrected if you think it is wrong. If you’d like to ask for a copy of your information, or to have it corrected, please contact us at privacy@clavis.nz , +64 22 326 4868, or our registered address.
AI Disclosure Statement
At Clavis Limited, we are committed to delivering high-quality, innovative solutions for our clients. To maintain our standard of excellence and operational efficiency, we utilise
Artificial Intelligence (AI) and Large Language Models (LLM) as part of our toolkit.
We believe in “Human-in-the-Loop” technology. While AI assists our processes, all final deliverables are reviewed, refined, and approved by humans.
How We Use AI
We employ a variety of AI-supported tools to enhance our service delivery in the following areas:
Writing & Content Refinement: Drafting initial reports, communications, and project documentation.Research & Analysis: Assisting with data synthesis, literature reviews, and market research.Project Management: Streamlining scheduling, task allocation, and workflow optimisation
Quality Assurance & Accuracy
To mitigate the inherent risks of AI, such as “hallucinations” (instances where AI generates incorrect information), we have implemented the following safeguards:
Multi-Model Verification: We generally use multiple LLMs to cross-reference outputs and provide internal quality assurance.Prompt Engineering: Our base prompts include specific technical constraints and verification instructions designed to minimise inaccuracies.Expert Oversight: No AI-generated content is delivered to a client without rigorous human review for accuracy, tone, and context.
Data Privacy & Security
We take the security of your information seriously. Our use of AI is governed by strict data handling protocols:
Customer Information: Any activities involving customer-identifiable data are restricted to paid, enterprise-grade tools that offer higher security standards and ensure data is not used to train public models.
Sensitive Data: For highly sensitive information, we utilise private cloud environments. This ensures the data remains within a controlled, isolated infrastructure.
Secure Deletion: Once processed, material is securely deleted from our private cloud systems to prevent unauthorised access or retention.
Continuous Improvement
The AI landscape is fast-moving. Clavis Limited regularly reviews our AI policies and toolsets to ensure they meet the latest security standards and ethical guidelines under New Zealand law.
Our Commitment: We use AI to work smarter and faster, but our accountability to you remains human-led and absolute.
Clavis 