Privacy Policy

Our business provides accounting services which necessarily involves the collection and use of your personal information.

The purpose of this Privacy Policy is to tell you how we manage your personal information and should be read in conjunction with our letter of engagement. In the event of any inconsistency, our letter of engagement takes precedence over this Policy.

To the extent this Privacy Policy is inconsistent with a requirement of any applicable privacy laws in a particular country, the applicable laws shall apply. The applicable legislation in New Zealand includes the Privacy Act 2020, as amended from time to time (Act).

Personal information means any information about an identifiable natural person. It includes the following sorts of information:

• name;
• contact details including physical address, email address and phone numbers;
• dates of birth;
• financial records;
• employment records;
• government identifiers such as driving licence, passport, and visa/work permit status;
• information about associated relationships e.g. employer or company names;
• notes, emails, recordings, photos and scans containing any of the above or other personal information.

If an individual cannot be identified from the information (because it has been anonymised or otherwise) then this Privacy Policy does not apply.

We collect and use personal information supplied by you when you engage us to provide services to you. We use the information supplied to provide you with the services outlined in our letter(s) of engagement.

Where we receive personal information from a client, we will take reasonable steps to ensure the client has complied with the relevant obligations under the Privacy Act, for example obtaining the necessary consent from the individuals concerned for us to collect, use and disclose that information.

We will not collect personal information that is not necessary for the provision of our services.

The failure to provide personal information when requested may make it impossible for us to provide you with our services. The failure to provide information required for Anti-Money Laundering (AML) customer due diligence checks means we are unable to act or continue acting for you.

When you visit our website, we may receive information about you for statistical purposes, such as your IP address and what links you clicked on when on our site. Some of this information is collected using cookies (small text files stored in a user’s browser). These statistics do not generally contain any personally identifiable information but to the extent they do, that information shall be treated in accordance with our privacy obligations under this Policy and the Act. Further information on the use of cookies can be found in our Cookie Policy.

We may collect personal information about you from third party service providers if you agree to the release of such information to us and will not otherwise collect any personal information about you unless we have your permission or you knowingly provide the information to us.

We may use your personal information in the following ways:

• for the purpose of providing our agreed services in accordance with our letter(s) of engagement, communicating with you or your associated persons, or for any purpose directly related to those services;
• promotional materials or newsletters about the services provided by us (subject to your ability to opt-out of receiving such materials);
• operational communications, such as changes to our services, terms of engagement, policies etc;
• to assist in developing and improving our services;
• to protect or enforce our rights or to comply with a legal or professional duty, in accordance with our terms of engagement and other contractual or legal rights;
• in accordance with our legal obligations.

In the course of providing our services, we may need to disclose your personal information to certain third parties, including:

• The Back Room Limited Partnership located in Clark Global City, Clark Freeport Zone, Pampanga, Philippines;
• Report Right Limited located in Christchurch, New Zealand;
• First AML located in Auckland, New Zealand;
• Applicable government agencies;
• To such other persons that you may have agreed to provide your personal information to.

By engaging our services, you consent to disclosure of your personal information to the above-mentioned entities notwithstanding that the entity may not be required to protect your information in a way that, overall, provides comparable safeguards to those under the Act.

Subject to the above, we may not disclose your personal information to overseas third parties without your consent, unless the jurisdiction of that third party provides similar safeguards to those in the Act.

We may disclose your personal information if required to do so by law. We may also disclose information about someone whose activities could cause harm to themselves or others (i.e. fraud). Where possible, and appropriate, we will notify you of this type of disclosure.

The information you provide to us is only made available to our staff and third party providers to the extent required to provide you with our services and who have agreed to treat the information confidentially.

We take steps that are reasonable in the circumstances, to protect your personal information from misuse, interference, loss, unauthorised access or modification by:

• Securing personal information both in physical and electronic form;
• Educating staff on their privacy obligations when handling your personal information;
• Limiting access to personal information only to those that need access for the purpose of providing you with our services;
• Protecting our systems with appropriate technology solutions including firewalls and anti-virus software.

Whilst we cannot ensure or guarantee that loss, misuse or alteration of personal information will not occur, we use our best efforts to prevent this.

You have a legal right to:

• Request confirmation of whether we hold any personal information about you;
• Request access to the personal information we hold about you;
• Request a correction to any personal information we hold about you.

Please send any requests to admin@kaca.co.nz with the heading ‘privacy request’.

It is your responsibility to ensure the information we hold about you is correct and you warrant that all information you provide to us from time to time is accurate, up to date, complete, relevant and not misleading.

We will keep your personal information for as long as necessary to achieve the purpose we collected it for and for such periods as necessary to comply with any relevant legislation or regulations, for example as required under s 189 of the Companies Act 1993.

We may modify or amend this Privacy Policy from time to time and will update the date at the top of the page. The amended Policy shall apply from the revision date. We encourage you to periodically review this Privacy Policy to keep informed about any updates.

If you have any queries or concerns regarding your privacy, or would like to make a complaint, please raise that with us in the first instance by email to admin@kaca.co.nz. We will endeavour to respond to your complaint within 20 working days.

If you require further information or are not satisfied with our response, you may contact or lodge a complaint with the New Zealand Privacy Commissioner (privacy.org.nz).

Last updated November 2022.

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