numio is committed to protecting the privacy of our clients and of the individuals whose information we handle while providing accounting and advisory services. This policy explains our information practices under the Privacy Act 2020 (NZ).
By engaging our services, you acknowledge that you have read and understood this policy.
1. What personal information we collect
We collect the information we need to deliver our services, which may include:
- Identity information — full name, date of birth, IRD number, passport or driver licence details
- Contact details — address, phone number, email address
- Financial information — income, assets, liabilities, bank account details, tax records
- Business information — company and trust details, financial statements, transaction records
- AML/CFT information — source of funds and beneficial ownership details
- Other information you provide during your engagement with us
- Email communications processed through AI tools for content analysis and response drafting
2. How we collect personal information
Information comes directly from you, from third parties you authorise (such as Inland Revenue, banks, the Companies Office and previous accountants), and from publicly available sources. Some information is legally required, particularly under anti-money laundering legislation. If we cannot obtain the information we need, we may be unable to deliver our services.
Our website collects technical information through cookies and analytics, including IP address and browser type. You can disable cookies in your browser settings, although some features may not function properly if you do.
3. How we use personal information
We use personal information to:
- Provide accounting, tax, advisory and related services, including Companies Office services and trusteeship
- Meet our legal obligations under anti-money laundering and tax legislation
- Comply with our professional obligations to Chartered Accountants Australia and New Zealand
- Communicate with you about your engagement
- Manage billing and administration
- Send newsletters or service updates where you have consented to receive them
4. Disclosure, outsourcing and AI tools
Information may be shared with third parties necessary for service delivery or where required by law, including regulatory bodies, legal advisors, professional indemnity insurers, cloud software providers, outsourced support providers and AI tools. Credit control providers may receive outstanding invoice details if payment remains unpaid.
These providers must protect your information consistent with this policy and the Privacy Act 2020.
Some providers are based overseas, which constitutes an overseas disclosure under Information Privacy Principle 12. We take reasonable steps to ensure overseas providers apply confidentiality obligations and data security practices consistent with New Zealand standards. Once information is disclosed overseas, however, our ability to enforce those standards becomes limited. Engaging our services constitutes your consent to these disclosures.
We use AI tools to improve accuracy and efficiency when preparing accounts, drafting correspondence, analysing documents and summarising information. In doing so we:
- Use only providers whose terms prevent your information being used to train AI models
- Have qualified staff review all AI-assisted work before it is delivered
- Limit the personal information submitted to these tools
- Maintain internal data usage policies and staff training
5. Data security
We take reasonable steps to protect personal information from loss, unauthorised access, disclosure or misuse, including:
- Secure, access-controlled file storage systems
- Confidentiality obligations on all staff, contractors and outsourced providers
- Regular review of third-party security practices
If a privacy breach is likely to cause serious harm, we will notify the affected individuals and the Office of the Privacy Commissioner as soon as practicable, as required by the Privacy Act 2020.
6. Retention of information
We retain personal information for as long as necessary to deliver your engagement, comply with our legal and professional obligations, and manage any potential disputes or claims.
7. Your rights
Under the Privacy Act 2020 you have the right to:
- Access the personal information we hold about you
- Request correction of inaccurate or incomplete information
- Make a complaint if you suspect a privacy breach
Contact our Privacy Officer to exercise these rights. We will respond within 20 working days, as required by law. If you are not satisfied with our response, you can contact the Office of the Privacy Commissioner at www.privacy.org.nz or on 0800 803 909.
8. Changes to this policy
We may update this Privacy Policy to reflect operational changes, legal developments or changes to the tools we use. The current version is always available here and is dated so you can identify which version applied at the time of your engagement.
Contact us
Privacy Officer
Tarryn Powell
[email protected]
Our offices
South Auckland
33 Coles Crescent, Papakura
09 299 6596
Christchurch
Level 2, 299 Durham Street North, Christchurch 8013
03 365 3666
Nelson
6 Cube Court, Richmond
03 545 6565
Napier
Maritime Building, 3 Byron St, Napier 4110
06 281 2935