Privacy Policy

Corporate Services New Zealand Limited

The following Privacy Policy has been published to provide a clear and concise outline of how and when personal information is collected, stored, used and disclosed by Corporate Services New Zealand Limited (“we/us”).  We are bound by the New Zealand Privacy Act 2020 and are committed to protecting and respecting your privacy.

This policy applies to the collection, use, management and disclosure of personal information (about an identifiable individual) when you engage with us or interact with us.  The personal information may be in physical and electronic form.

Personal Information Collected

Personal Information we collect can come from and may include:

  • Identification documentation; bank account details; your professional title and occupation; age and marital status; source of wealth and source of funds financial information; tax ID number, other “Know Your Client details” and other information you provide to us;
  • Sensitive information that may relate to checks required for the prevention of money laundering, sanctions, financial crime and fraud; and
  • Information from you or your authorised representatives such as application forms, agreements and other materials submitted during your relationship with us; information from AML/KYC checks; interactions, discussions, correspondence, instructions provided to us; transactions; dealings with us via email, telephone, video conferencing or otherwise; any recording or monitoring tools that may be used for security or compliance purposes.

Providing personal information is optional however we may not be able to provide you with the services you require if you do not provide us with the necessary information when requested to do so.

Consent

Your personal information is processed by us with your written or oral consent.  You can withdraw your consent at any time by notifying us in writing.  Consent can only be withdrawn going forward and does not affect consent given until that time.  However, if you withdraw your consent we may not be able to proceed with your business relationship with us.

Use of Personal Information

As a business-to-business provider of professional services, the personal information we collect from you generally helps us:

  • Verify your identity and complete customer due diligence (under AMLCFT) laws on you as an officer or employee of a prospective or current client
  • Deliver the information, products and services you request from us
  • Provide updates and reports on the services provided to you
  • In statistical analysis to improve, develop and market our services to you
  • Carry out our obligations under contracts entered into between you and us and carry out fee calculations
  • Identify and deal with any conflicts that may arise
  • Comply with our legal obligations
  • Report regulatory and tax related information as required
  • Meet our prudential and risk management requirements
  • Other purposes required or permitted by law

On occasion we may use your personal information to keep you up-to-date with industry information or introduce you to new services or to other service providers who are offering complementary professional services (e.g. visa specialists).  Please let us know if you do not wish to continue receiving these types of electronic communications.

Sharing and Disclosure of Personal Information

We may disclose your personal information to third party service providers who help us provide services or perform functions on our behalf (e.g. data storage providers, payroll software providers).  We will not sell, rent or trade your personal information.  We will not disclose personal information to third parties for them to market goods and services to you without your consent.

We will disclose your personal information to a third party if it is required by law.  We may also disclose your personal information if it is required and authorised by you or an affiliated entity or it is reasonably necessary to comply with any applicable law, legal process or government request (including in a foreign jurisdiction) or to enforce our agreements and policies and to perform our obligations in accordance with our agreement with you.

We use Google analytics on our website which gathers your IP address and which city and country you are based in. None of this data collected is personally identifiable information.  This data helps us administer our website and more closely target our marketing efforts.

We also use cookies on our website which record how many times a user or computers within a user’s network of computers visit the website, the number of times various pages of the website have been accessed and other such information.  You may disable receipt of cookies using features of your web browser that disable or turn off cookies. We do not use cookies to retrieve information that is unrelated to your visit or your interaction with the website.

Personal Information Security

We are committed to keeping secure the data you provide to us and we have appropriate measures in place to protect your personal information from unlawful destruction or accidental loss, misuse or improper disclosure or unauthorised access or alteration.

We use third party IT systems and support processes and securely store your information in the Cloud.  We put in place appropriate due diligence and contractual documents to ensure third party providers are obliged to respect the confidentiality of such personal information and to process personal information appropriately and in compliance with our legal and regulatory obligations.

We will report any data breaches to the authorities within 72 hours and we will take steps to minimise any harm.

We will comply with NZ record retention laws and any obligations under the EU General Data Protection Regulation or similar legislation around the world.  We will destroy personal information when it is no longer required by law to be retained.

Your rights

This Privacy Policy shall be governed by the laws of New Zealand.  You agree to submit to the non-exclusive jurisdiction of the New Zealand courts.

You have a right to ask for a copy of any personal information that we have about you.  You can ask for it to be updated, transferred or deleted.  

EU General Data Protection Regulation

You may also have rights under the EU General Data Protection Regulation to erasure of Personal Information or restriction of processing of personal information or to object to processing, as well as the right to data portability and the right to lodge a complaint with a supervisory authority.  If you have any questions please contact us.

Personal Information Quality

We seek to keep your personal information accurate, complete and up-to-date.  To assist us with this, please contact us if any of the details you have provided change.   Further, if you believe that the information we have about you is not accurate, complete or up-to-date, contact us and we will correct it.

Links to other sites

We may provide links to websites outside of our website.  These linked sites are not under our control, and we cannot accept responsibility for the conduct of companies linked to our website.  Before disclosing your personal information on any other website, we advise you to examine the terms and conditions of using that Web site and its privacy statement.

Changes to This Policy

We may make changes to this Privacy Policy from time to time for any reason.  We will publish those changes on our website.

Contact Us About Privacy

If you would like further information regarding this Privacy Policy or if you believe that the privacy of your personal information has been compromised, please contact us directly.