Where your data is hosted
Tiki-OS is hosted in Auckland, New Zealand with SiteHost, a New Zealand owned and operated enterprise hosting provider. Your organisation’s data, including the membership register it holds in Tiki-OS, is hosted onshore in New Zealand. There is no offshore parent company and no foreign-region fallback, and the hosting of your Tiki-OS data does not involve a cross-border transfer of personal information in normal operation.
Delivery of email and SMS messages through an outside delivery provider is separate from hosting. The default AI for the optional Awhi assistant is hosted in New Zealand on SiteHost; if your organisation connects another AI provider instead, that processing is done by that provider. See Email and SMS and Awhi AI assistant below.
Our accountability
Tiki Systems Limited is a New Zealand registered company operating under New Zealand law. We are accountable to our clients under the Privacy Act 2020.
You own and control your data
Your organisation owns the membership and related data it holds in Tiki-OS. Governance, access permissions and user controls stay with your organisation: you create and remove users, assign roles, and set read and write permissions for each role.
Māori Data Sovereignty
We align with the Māori Data Sovereignty principles promoted by Te Mana Raraunga. We do not commercialise, mine, analyse or repurpose client data for secondary use. Data is processed only for the purposes your organisation authorises.
Export and deletion
You may request an export of your organisation’s data, or ask us to delete data we hold for you, subject to any legal or contractual retention requirements. Contact us at [email protected] to make a request.
Security in transit
All public traffic to Tiki-OS passes through Cloudflare and is served over HTTPS, so data moving between your users and our servers is encrypted in transit. Our servers only accept traffic from Cloudflare, and HTTPS (port 443) is the only open port.
Backups
Your organisation’s data in Tiki-OS is backed up automatically every night and kept for seven days as standard. Optional enhanced backups are stored on a separate storage volume in a separate environment.
Email and SMS
When your organisation sends mass email or SMS, messages are created and sent from within Tiki-OS without exporting your member data. There is no need to download spreadsheets, store files on personal computers or upload member lists to mailing platforms such as Mailchimp.
Delivery is handled by an outside email and SMS delivery provider, which processes the recipient details and message content needed to deliver each message.
Awhi AI assistant
Awhi is an optional add-on. When your organisation uses it, your users’ questions and relevant content from the Tiki-OS help library or your organisation’s own documents and articles are sent to Awhi’s AI to generate answers.
By default, Awhi’s AI is hosted in Aotearoa on SiteHost, so with the default AI your questions and content are processed onshore and stay within New Zealand. Your organisation can instead choose ChatGPT, Gemini, Grok or another AI provider using its own key. In that case, questions and relevant content are sent to that provider.
Content your administrators upload to Awhi is visible only to your organisation. Questions Awhi cannot answer are stored within Tiki-OS so they can be answered in future and the help library can grow.
Questions
If you have questions about this policy or about how your organisation’s data is handled, email [email protected] or call 0220 742 818.