Privacy policy
Last updated 31 October 2026
EPO ("Easy Purchase Orders") is a service provided by Easy Purchase Orders Limited (NZBN pending), Auckland, New Zealand ("we", "us"). This policy explains what personal information EPO collects, why, who we share it with, and your rights under the New Zealand Privacy Act 2020.
Who this applies to
- Staff of our clients who call EPO or use the EPO web app to request a purchase, or who approve purchases.
- Account owners and managers who manage a business's EPO account.
- People who contact us, for example to ask about a trial.
- Visitors to this website.
When a business uses EPO, that business decides whose details are loaded into it and how purchase orders are used. We process that information on the business's behalf.
What we collect
- Staff details supplied by your employer: name, role, work email address and mobile number. We use the mobile number to recognise you when you call.
- Call information: the number you called from, the time and length of the call, and what was said. Calls are handled by an automated voice assistant, and a written transcript of each call is produced.
- Purchase details: the items, cost, supplier, job, and the approval history (who approved or declined, when, and any reason given).
- Contact details you give us when you email us.
- Attachments: photos or PDFs (for example a supplier's quote) that staff attach to a request in the web app. They're kept with the purchase order and shown only to the people involved in it.
- Account managers: the name, email and mobile of each person who manages a business's EPO account, and a record of the changes they make.
- Sign-in: when you sign in to the web app or the dashboard, we send a one-time code to your mobile or a link to your email.
- Demo callers: if you try Sarah from our sign-up page, your first name and mobile, so she can greet you. We delete them within a week.
This website (www.epo.nz) does not use cookies, analytics or advertising trackers. The EPO app (app.voicepo.app) uses one cookie to keep you signed in, and nothing else.
How we use it
- To take purchase requests by phone or in the web app, and send them to the right approvers.
- To tell requesters the outcome by text message and email, and to send issued purchase orders to the client's accounts team.
- To keep a record of purchase orders for the client.
- To check the service is working correctly and to fix problems, including by reviewing call transcripts.
- To reply to enquiries and to set up and support trials.
- If you sign up for a two-minute trial: one email from us each month. Unsubscribe at any time. We never send it to your staff.
We never sell or share personal information, and nobody else uses it to contact you.
Who we share it with
EPO is built on the services below. Each one processes information only so that EPO can work. Some are based overseas. Where information goes overseas, we choose providers bound by privacy and security obligations comparable to those in New Zealand.
| Provider | What for | Where |
|---|---|---|
| Microsoft Azure | Hosting EPO and storing purchase orders, attachments and staff lists | New Zealand |
| Microsoft Azure Communication Services | Sending EPO's emails | Australia |
| Microsoft Azure Maps | Suggesting addresses as you type your business address when signing up | United States / Europe |
| Microsoft 365 | Our mailboxes, including hello@epo.nz | Australia / New Zealand |
| Twilio | Connecting phone calls, and sending WhatsApp messages | United States |
| Meta (WhatsApp) | Delivering WhatsApp messages to staff who choose WhatsApp over text | United States and other countries |
| ElevenLabs | The voice assistant: speech recognition, voice, and call transcripts | United States |
| Google (Gemini) | Language processing for the voice assistant, through ElevenLabs | United States |
| Sinch (MessageMedia) | Sending text messages | Australia |
| Intuit Mailchimp | Sending our monthly email to trial contacts, and handling unsubscribes | United States |
Purchase details are also shared with the people involved in each request: the approvers on the job, the requester, and the client's accounts team.
This website uses Google Fonts, so your browser fetches font files from Google.
How long we keep it
We keep purchase orders and staff details for as long as the client uses EPO, so they have a complete purchasing record. Account owners can download a full backup of their information at any time from the EPO dashboard. When a client stops using EPO, we delete their information within 90 days, unless they ask us to keep it longer or the law requires us to. If EPO stops altogether (see our terms of service), we may not be able to return information, so owners should keep their own backups. Call transcripts are kept only as long as we need them to run and improve the service.
How we protect it
EPO runs in Microsoft Azure with encrypted connections throughout. Passwords and keys are held in a secure key vault, not in our code. Approval links and links to attachments are signed so they can't be guessed or altered, and approving or declining always needs a deliberate action, not just opening a link. Signing in to the web app needs a one-time code sent to your mobile or email; the dashboard needs both.
Your rights
You can ask to see the personal information we hold about you, and ask us to correct it. If you're a client's staff member, you can also ask your employer, who controls the staff list. Email hello@epo.nz and we'll respond within 20 working days.
If you're not happy with how we've handled your information, please tell us first. You can also complain to the Office of the Privacy Commissioner.
Contact
Easy Purchase Orders Limited, Auckland, New Zealand
Email: hello@epo.nz
Changes
We'll update this page if anything changes, and show the date of the last update at the top.