PRIVACY POLICY
We are committed to protecting the privacy of your personal information. By accessing and using our website or our services, you consent to the collection, use, storage and disclosure of your personal information in accordance with this policy and the Privacy Act 2020 (including its Information Privacy Principles), as amended from time to time.
HOW WE COLLECT YOUR INFORMATION
We collect personal information about you when you or a third party provide it to us, including when you visit our website, sign up to our newsletters, engage us to provide you with our services, or when you interact with us, whether by email, telephone, in person, or otherwise. We may also collect personal information from publicly available sources where relevant to providing our services or meeting our legal and regulatory obligations.
We may use third party identity verification providers (such as APLYiD) to collect and verify your personal information on our behalf. This may include identity document information, biometric information (such as facial images), and technical information relating to the verification process.
We will only collect personal information relevant to our business relationship with you. The personal information we collect will generally include your name, address, telephone numbers, email address, bank account details, date of birth, driver licence and/or passport details and any other information collected in the course of undertaking client due diligence or providing our services to you.
We need you to keep us informed of any changes to your personal information to help ensure it remains accurate. You may choose to not provide us (or any third party we may collect your personal information from) with this personal information, but not doing so may affect our ability to provide you with our services.
We may also collect aggregated information generated by our system, which tracks your use of our services but does not identify you personally.
OUR WEBSITE
Our website uses server logs and web analytic tools (such as “cookies”). Cookies are small text files that are downloaded to your device by websites that you visit. When you use our website, these tools collect information such as the browser and operating system that you use, the internet protocol address of the device you use to access the site, search terms, your location and the content that you view when visiting the website.
You can set your browser to block all cookies, including cookies associated with our website, or to indicate when a cookie is being set by us. If you set your browser to reject cookies you may not be able to access all the features of the website.
Our website may contain links to third party websites. Some of these links may request or record information from users or use cookies or other methods to collect information from you. We have no control over the content or privacy policy practices of those sites and encourage you to review the privacy policies of those sites before using them.
HOW WE USE YOUR INFORMATION
We may use your personal information to:
- verify your identity and perform client due diligence;
- conduct your matter, including carrying out your instructions and provide our services to you;
- communicate with you;
- carry out our business which includes maintaining your account, planning, training, research and analysis;
- enforce our agreement with you in any way;
- fulfil our legal requirements (for example, disclosure to law enforcement agencies or the courts); or
- for any related purpose in connection with the above, or any other specific purpose we notify you of when the information is collected.
We may use any information that we collect from you that is not personal information (so you cannot be personally identified from it) for our business purposes, including:
- to assess how our clients use our services;
- to improve our services; and
- for marketing and promotional purposes
We may also use your name and contact details to send you newsletters, legal updates and other communications that we believe will be relevant and useful to you. You can notify us at any time if you do not wish to receive these communications by emailing us at the address below. We will act on any such request within a reasonable time.
WHO WE DISCLOSE YOUR INFORMATION TO
We may disclose information we retain about you, including your personal information, to the following persons or their agents:
- our employees and contractors;
- other parties involved in your matter(s);
- identification verification and screening agencies and third party electronic databases;
- third party service providers engaged by us, such as data storage, IT service providers, artificial intelligence (AI) service providers, software management, auditors, insurers and financial services providers;
- third parties we may engage to assist us to provide you with services (such as barristers, mediators, subject matter experts and arbitrators);
- Government departments, regulators or law enforcement agencies (including the Police);
- liquidators, administrators or other persons appointed to administer your financial affairs; and
- debt collection services or credit reporting agencies.
Some of the persons listed above may be located overseas. We will only transfer your personal information to an overseas recipient in accordance with the Privacy Act 2020, including where the recipient is subject to comparable safeguards to those contained in the Act, where you have consented to the transfer, or where another permitted basis for disclosure applies under the Act.
We may disclose, sell or transfer to third parties any non-personal, aggregated information that we collect from you and our other clients.
YOUR INFORMATION IS SECURE
We take the security of your personal information seriously and implement a range of technical and organisational measures to keep your personal information secure and confidential and to protect it from loss, unauthorised access, use, modification, or disclosure.
This includes the following:
- only our staff and those who perform services on our behalf, and are authorised to handle your information, will have access to your personal information; and
- we will only retain your personal information for as long as it is required for the purposes for which it was collected, or as required by law.
ACCESSING AND CORRECTING YOUR INFORMATION
You can request access to your information by emailing us at the address below. Unless we have a lawful ground for withholding your information, we will provide you with a copy of the personal information we hold about you, including information held on our behalf by our service providers.
You may also request correction of your personal information by emailing us at the address below. If we agree that the information is incorrect, we will take reasonable steps to correct it. If we do not agree that the information should be corrected, you may request that a statement of the correction sought is attached to the information.
In some cases, personal information processed using third party systems may not be readily retrievable in a form that identifies you. Where this applies, we will explain any limitations on access or correction.
QUESTIONS AND COMPLAINTS
If you have a question or complaint about the way we have dealt with your personal information, please email us at the address below. We will respond to your question or complaint within a reasonable time, and to any request for access to or correction of personal information in accordance with the timeframes required under the Privacy Act 2020.
BREACHES OF YOUR PRIVACY
We take our privacy responsibilities seriously. In the unlikely event that a suspected or actual breach of your personal data occurs, we will investigate the breach. If we believe or ought reasonably to believe that the breach has caused serious harm to you or another affected individual, or is likely to do so, we may be required to notify the Privacy Commissioner and you or the other affected individual(s) in accordance with the Privacy Act 2020.
CHANGES TO POLICY
We may change this policy at any time by publishing the amended policy on our website.
CONTACT DETAILS
Email our Privacy Officer: privacy@jacksonrussell.co.nz