RSM New Zealand Privacy Policy

1. OUR PRIVACY COMMITMENT 

The RSM New Zealand Group includes RSM Auckland, RSM Auckland North and RSM Auckland Central practicing as RSM, and a member of the global RSM Network. Each member of the RSM network is an independent accounting and consulting firm each of which practices in its own right. 

The Firm endeavours to take all reasonable steps in order to comply with the NZPrivacy Act 2020 and any other applicable privacy laws. 

This Privacy Policy explains how we collect, hold, use and disclose personal information in the course of providing our professional services, through interactions on our website and through our employment and marketing activities. 

We are committed to being open and transparent about how we manage the personal information you provide to us. Our Privacy Policy aims to communicate, in the clearest way possible, how we treat personal information. We encourage you to read this Privacy Policy carefully. It will help you make informed decisions about sharing personal information with us. 

At RSM we have a few fundamental principles: 

• We will always collect, store, use and disclose personal information in accordance with all applicable privacy laws. However, we have also put in place this Privacy Policy to protect personal information you submit, or we collect. 
• We will only use the personal information when it is necessary for us to deliver to you our services or perform other necessary business functions and activities. 
• We will not use or disclose personal information for purposes unrelated to our business activities and the services we provide unless we first obtain your consent.

2. PRIVACY POLICY 

This Privacy Policy sets out how we comply with our privacy obligations under applicable laws. We are bound by the requirements of those laws, which regulate how we may collect, store, use and disclose personal information. Those laws also specify other requirements, such as how individuals may access, correct, and delete information held about them. 

In this Privacy Policy: 

"Personal information" means information about an identifiable individual, such as name, email, address, telephone number, work experience, qualifications and so on. 

Your "Stakeholders" refers to your shareholders, members, customers, employees, and other individuals with whom you have dealings with, and who you provide us personal information about. 

"we", "us" and "our" and "RSM" collectively refers to RSM New Zealand Group Limited (comprising of trading firms RSM Hayes Audit, RSM New Zealand (Auckland) and RSM New Zealand (Auckland North), and “you” and ““your” refers to each individual who has provided or authorised our collection of their personal information in accordance with this Privacy Policy.

 3. YOUR CONSENT 

RSM provides a full range of accounting and advisory services, including specialist Audit, Tax and Business Consultancy services, and other related services to assist our clients (“Services”). We rely on the collection of personal information that is submitted by you, or with your authority, to enable us to provide you with our Services.

By using our Services or providing any personal information to us, you consent to our collection, storage, use and disclosure of personal information in accordance with this Privacy Policy. 

4. CHANGES TO THIS PRIVACY POLICY 

We may amend the terms of this Privacy Policy from time to time and will notify you of any changes by posting an updated version on our website or by sending you a notice via email. It is your responsibility to check this Privacy Policy periodically for changes, and to keep your email address with us current. 

Your continued use of our Services following notification of any changes to this Privacy Policy constitutes acceptance of those changes. If you do not agree with any aspect of the updated Privacy Policy, you must immediately cease all use of our Services and tell us.

5. WHAT INFORMATION DO WE COLLECT

 Information you provide to us directly: Our usual practice is to collect your personal information directly from you when you complete any form, including online forms, register to use our Services, or provide any other information in connection with your use of our Services. A few examples include: 

• Personal details: given name(s). 
• Contact details: telephone number; email address; physical address. o Billing information: bank details; your account with us. 
• Financial information: bank statements; balance sheets. 

You can always choose not to provide your personal information to RSM, but it may mean that we are unable to provide you with the Services. 

Depending on the nature of the Services we provide to you, we may need to collect personal information about your Stakeholders from you. It is your responsibility to ensure each relevant Stakeholder has authorised you to provide us with their personal information as set out in this Privacy Policy before you provide us with that personal information.

Information we get from third parties: We may collect or obtain your personal information from authorised third parties (e.g., credit reference agencies or law enforcement agencies). This includes information such as public information, references, or background checks such as credit and criminal record checks. 

Information we collect automatically: We may collect personal information about you automatically when you visit our website or use our Services, like your IP address and device type. Some of this information may be collected using cookies and similar tracking technologies.

Information we create in the performance of the Services: We may also create or obtain personal information about your interactions with us, and any interactions we have with others on your behalf. Some of this information may be confidential to us.

Information you make public: We may collect or obtain personal information that you manifestly choose to make public, including via online channels.

6. HOW IS PERSONAL INFORMATION PROCESSED 

Where we collect personal information from or about you, we will only process it: 

• to perform a contract with you; or 
• where we have legitimate interests to process the personal information and these interests are not overridden by your rights; or
• in accordance with a legal obligation; or 
• where we have your consent. 

RSM collects personal information so that we can provide the Services and any related services you may request. In doing so, we may use your personal information and your Stakeholder’s personal information for purposes related to the Services including:

• the management and administration of the Services including but not limited to the administration of accounts, providing audit, tax and consulting products and services including electronic, product management, client service and support, business development, marketing, goods or services, gifts and entertainment, donations, managing disputes and collecting debts, security including prevention, detection of crime and fraud, auditing compliance; 
• to facilitate the delivery of international client Services across multiple RSM Firms; o to help us develop, improve, manage, administer and facilitate our Services and business operations; o to process personal information for RSM’s internal business purposes; 
• to verify your identity and user details; for general internal purposes (such as record keeping, database management, billing); o to assist with the resolution of any issues relating to the Services; 
• to comply with all laws and regulations in all applicable jurisdictions; and/or 
• to communicate with you. 

By using the Services, you consent to the personal information submitted by you or with your authorisation being collected, stored, used and disclosed in this way and for any other use you authorise. RSM will only use your personal information for purposes described in this Privacy Policy, or with your consent. 

 7. IN WHAT VERY LIMITED CIRCUMSTANCES MIGHT WE DISCLOSE PERSONAL INFORMATION? 

Your personal information and your Stakeholder’s personal information will not be sold, traded rented or otherwise provided to others without your consent. 

We will only disclose personal information if it is necessary and appropriate to facilitate the purpose for which the personal information was collected pursuant to this Privacy Policy, including the provision of the Services, or a directly related purpose. By way of example, RSM NZ is a member of the RSM International network of firms, and we may disclose personal information collected under this Privacy Policy to other member firms in connection with providing our Services. 

We will not otherwise disclose personal information unless we believe on reasonable grounds that you have provided your authorisation. However, you should be aware that we may be required to disclose your personal information without your consent to comply with any court orders, subpoenas or other legal process or investigation including by tax authorities, if such disclosure is permitted or required by law. Where possible and appropriate, we will notify you if we are required by law to disclose your personal information. 

8. INTERNATIONAL DATA TRANSFERS

In connection with providing the Services, you accept that personal information collected under this Privacy Policy may be collected or held in New Zealand and be disclosed to recipients in, or transferred to, or processed in, countries other than New Zealand. We may provide personal information to third parties in countries other than New Zealand if we have reasonable grounds to believe the recipient is required to protect that personal information in a way that, overall, provides comparable safeguards to those required by New Zealand’s privacy laws. 

However, there may be differences between New Zealand's privacy laws and those of the overseas locations in which we may store and process personal information. If we cannot ensure that recipients in those locations are required to protect your personal information using comparable safeguards to those under New Zealand’s privacy laws, then we will only provide your personal information to recipients in those locations if you authorise us to do so. 

For further information, please contact us using the details set out in the contact section below. 

9. STORAGE AND SECURITY 

We are committed to protecting the security of your personal information and we take reasonable precautions to protect it from unauthorised access, modification, or disclosure. 

RSM implements and maintains organisational and technical security measures that are designed to provide reasonable protection against the loss, interference, or misuse of your personal information and to prevent unauthorised access, modification or disclosure of that information.

10. WHAT ABOUT LINKS TO OTHER WEBSITES? 

Our website may contain links to other websites that are not under our control. These websites may use cookies. It is the responsibility of those third parties to collect appropriate consents from you to permit their own cookies (to the extent this is required by law) and to inform you about the cookies they use. You should check the privacy policy on all third-party websites to ensure you are comfortable with third party cookies. 

We have no responsibility for linked websites and provide them solely for your information and convenience. We specifically disclaim responsibility for their content, privacy practices and terms of use, and we make no endorsements, representations or warranties about their accuracy, content, or thoroughness. Your disclosure of personal information to third party websites is at your own risk. 

11. EMAIL, TEXT, AND TELEPHONE COMMUNICATIONS 

By subscribing to emails and/or text communications, or otherwise providing your email address and/or mobile number, you consent to receiving emails and/or texts to keep you informed about developments in areas relevant to the Services, other accounting or financial services or seminars we offer, or the products and services of others (e.g., subjects you are interested in). We are committed to full compliance with the Unsolicited Electronic Messages Act 2007. If you do not want your personal information used for this purpose, please let us know. 

You can unsubscribe from our email communications and/or text communications at any time by clicking the “Unsubscribe” link in any promotional or marketing email or text received or by emailing our privacy officer at [email protected] 

Once you have unsubscribed from email or text communications, you will be removed from the corresponding marketing list as soon as is reasonably practicable. 

12. HOW YOU CAN ACCESS OR CORRECT YOUR PERSONAL INFORMATION 

It is your responsibility to ensure that the personal information you provide is accurate, complete, and up to date. 

You may request access to the information we hold about you, or request that we update or correct any personal information we hold about you, or ask us to restrict or cease processing your personal information or even delete your personal information, by setting out your request in writing and sending it to us at [email protected] 

We will review your request as soon as reasonably practicable to comply with our legal obligations. If we are unable to give you access to the information you have requested, we will give you reasons for this decision when we respond to your request. 

13. RETENTION 

The length of time we keep your personal information depends on what it is and whether we have an ongoing business need to retain it (for example, to provide you with a service you've requested or to comply with applicable legal requirements such as money laundering and financial reporting legislation).

We'll retain your personal information for as long as we have a relationship with you and for a period of time afterwards when we have an ongoing business need to retain it, in accordance with our internal retention policies and practices. Following that period, we'll make sure it's deleted or anonymised. Otherwise, as a rule, we only keep your personal information for as long as we require it for the purposes of providing you with our Services. 

14. PRIVACY OFFICER

We take your concerns seriously. If you have any concerns about privacy or the use or collection of your personal information by RSM please contact our Privacy Officer at [email protected] and include the words 'ATT: THE PRIVACY OFFICER'. We will respond as quickly as possible (our target response is 20 days) and handle all complaints in a way that is fair and consistent. However, if you remain dissatisfied, you can make a formal complaint with the Office of the Privacy Commissioner. See https://www.privacy.org.nz/ for how to make a complaint. 

RSM New Zealand entitled to amend this Privacy Policy from time to time by publishing and updated version on this website. This represents our Privacy Policy as of September 2023