Introduction
Optima Chartered Accountants Limited ("we," "us") respects your privacy and values the information you share with us. This Privacy Policy outlines how we collect, use, and protect your personal information in compliance with New Zealand’s Privacy Act 2020 and related regulations.
Information We Collect
We may collect personal information, including but not limited to:
- Contact Information: Name, office/home address, phone numbers, and email address.
- Personal Details: Date of birth, gender, languages spoken, and background.
- Financial Information: Employment details, business history, Inland Revenue numbers, and source of wealth.
- Sensitive Information: Wills, Trust Deeds, Memoranda of Wishes, or other documents required for engagements as trustees.
- Billing Information: Payment details and invoicing information.
- Technical Information: IP address, device details, and browser information.
- Identification Documents: Driver’s license, passport, or other identification (as required under AML/CFT regulations).
How We Collect Information
We collect information:
- Directly from you when you contact us, engage our services, or interact with our website or social media platforms.
- Through cookies and online tracking technologies on our website.
- From third parties such as public databases, government bodies, or credit agencies.
Use of Your Information
We use your information to:
- Provide accounting, tax, and advisory services.
- Comply with professional and legal obligations, including AML/CFT requirements.
- Communicate with you about our services, promotions, and events (with your consent, where required).
- Perform quality assurance reviews and audits.
- Improve our website, products, and customer service.
Sharing Your Information
We do not sell, rent, or trade your personal information. We may share your information with:
- Related companies or service providers to deliver our services.
- Government agencies, regulatory authorities, or courts as required by law.
- Third-party IT or marketing service providers under strict confidentiality agreements.
- Professional advisers, including accountants, auditors, and legal counsel.
Cookies and Website Usage
Our website uses cookies to:
- Enhance your browsing experience.
- Collect anonymised data for analytics and advertising purposes.
- Support remarketing activities via platforms like Google Ads and Facebook.
You can disable cookies through your browser settings, but this may impact your experience on our website.
Security
We implement robust security measures to protect your personal information, including encryption, secure storage, and restricted access. However, no electronic system is entirely secure, and we cannot guarantee absolute protection against unauthorised access.
Retention of Information
We retain personal information only as long as necessary to fulfill the purposes for which it was collected and comply with legal requirements. When no longer needed, information is securely deleted or anonymized.
Your Rights
You have the right to:
- Access personal information we hold about you.
- Request corrections to inaccurate or incomplete information.
To exercise these rights, contact our Privacy Officer at matt@optimaca.nz. We will respond to your request promptly in accordance with the Privacy Act 2020.
If we cannot satisfactorily resolve your concerns about our handling of your personal information, you may contact the Office of the Privacy Commissioner at: PO Box 10-094, The Terrace, Wellington 6143, phone 0800 803 909. http://privacy.org.nz/.
Changes to This Policy
We may update this Privacy Policy from time to time. The latest version will always be available on our website.
