Purpose
The purpose of this Privacy Policy is to outline our processes for collecting, using, handling and disclosing personal information that we collect in the course of our business activities and in accordance with the Privacy Act 2020 (“Act”).
Personal Information Collected
We collect and hold personal information about several individuals, including but not limited to:
• Clients, prospective clients, their representatives, and other relevant persons such as beneficial
owners and controlling persons;
• Employees and prospective employees; and
• Suppliers and their employees.
The type of personal information we collect may include, but not be limited to:
• Names and dates of birth;
• Contact information such as phone numbers, home and email addresses;
• Photo identification;
• Citizenship and residency details;
• Employment details;
• Financial information;
• Information to enable us to comply with our legal obligations, in particular those under the
AntiMoney Laundering and Countering Financing of Terrorism Act 2009 (“AML/CFT Act”); and
• Any other information that may be required to carry out your engagement with us.
Purpose of Collection
The personal information that we collect may be used by us:
• To verify your identity and perform customer due diligence;
• To provide services to you as a client or a representative of a client;
• To invoice you for services provided, make payments to you or on your behalf and to collect money
that you owe us;
• To comply with our legal and professional obligations;
• For recruitment and employment purposes;
• To check for and manage conflicts of interest;
• For communication regarding our services; and
• For any other purpose authorised by you or the Act.
How Information is Collected
• Directly from you (email, phone, in-person meetings, online forms).
• From third parties authorised by you (e.g., banks, other professionals).
Disclosure of Information
We may disclose your personal information to third parties to undertake any of the purposes set out above. Recipients of your personal information may include, but not be limited to:
• Government or regulatory authorities;
• Professional indemnity or other relevant insurers;
• Lloyd Troon Law’s bank;
• Third parties who provide services to us such as, IT application and platform providers and document
destruction providers;
• Third parties who assist in providing services to you such as barristers, mediators, accountants;
• Third party organisations who carry out checks on our behalf to ensure that we are complying with
the AML/CFT Act. This includes organisations who maintain databases that allow your identity to be
verified by checking your information against relevant data sources, which can include but not be
limited to: government agencies such as the Department of Internal Affairs, Waka Kotahi NZ
Transport Agency and the Australian document verification service (where the personal information
involved will be transmitted to and from Australia); and credit reporting agencies. This also includes
organisations who maintain international databases, which allow us to check if you are a politically
exposed person, as defined in the AML/CFT Act or subject to sanctions. Such third party
organisations may also use your information to provide AML/CFT services to other organisations;
• Trust account and AML/CFT Act auditors; and
• Any other person authorised by you.
Some of the parties that we may disclose your personal information to might be located internationally. We will take steps to ensure that such parties will protect your information to the same standard as required in New Zealand. If this is not possible, we will obtain your consent prior to disclosure.
Storage and Security
We will take all reasonable steps to protect your personal information from loss, unauthorised access, use, modification, or disclosure. Information is stored in hard copy or electronic form at our offices or external storge facilities, including database storage operated by third party providers that may be internationally based. We will only hold information for as long as needed to fulfill the purpose for which it was collected or to meet legal retention requirements.
Access and Correction
You have the right to request a copy of the personal information I hold about you and to request that it be corrected if you think it is wrong. Please contact us at info@ltlaw.co.nz to make a request. We will also need to verify your identity before providing you with the relevant personal information.
Policy Amendments
This policy will be reviewed and amended when required with the latest version available on Lloyd Troon Law’s website.
If you have any queries relating to this Privacy Policy, or in relation to your privacy please do not hesitate to contact us at info@ltlaw.co.nz.