Privacy Policy
1. Introduction
Bizdom Limited (“we”, “us”, “our”) is committed to protecting the privacy of our clients and the individuals whose information we handle in the course of providing accounting and advisory services. This Privacy Policy explains how we collect, use, store, disclose, and protect personal information, and sets out your rights under the Privacy Act 2020 (NZ).
By engaging our services, you acknowledge that you have read and understood this policy.
2. What Personal Information We Collect
We collect personal information that is necessary to provide our services. This may include, but is not limited to:
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, beneficial ownership details
Other information you provide in the course of your engagement with us
Email communications: emails and correspondence you send us, which we sometimes process through AI tools to analyse the content and help draft responses (see Section 5)
3. How We Collect Personal Information
We collect information directly from you, from third parties you authorise us to contact (such as Inland Revenue, banks, the Companies Office, and previous accountants), and from publicly available sources where relevant to your engagement.
Some of the information we collect is required by law — for example, the identity and source-of-funds information we must verify under anti-money laundering legislation. If you choose not to provide information we reasonably require, we may be unable to act for you or to complete your engagement.
When you visit our website, we may also collect technical information through cookies and similar analytics tools, such as your IP address, browser type, and how you interact with the site. You can disable cookies through your browser settings, although some features of the site may not work properly as a result.
4. How We Use Personal Information
We use your personal information to:
Provide accounting, tax, advisory, and related services as described in your engagement, including Companies Office services (such as acting as your registered office and preparing and filing annual returns) and trusteeship services
Meet our legal obligations, including under the Anti-Money Laundering and Countering Financing of Terrorism Act 2009 and the Tax Administration Act 1994
Comply with our professional obligations to Chartered Accountants Australia and New Zealand (CA ANZ)
Communicate with you about your engagement and related matters
Manage our relationship with you, including billing and administration
Send you newsletters or updates about our services, where you have agreed to receive them and have not opted out
5. Disclosure, Outsourcing and AI Tools
We may share your personal information with third parties where this is necessary to deliver our services or where required by law or our professional obligations. This may include:
Regulatory and professional bodies, such as Inland Revenue, the Companies Office, and Chartered Accountants Australia and New Zealand (CA ANZ)
Our legal advisors and professional indemnity insurer, where necessary to protect our interests
Third-party service providers — including cloud software, outsourced support providers, and AI tools — that help us deliver our services
Credit control and debt recovery providers — where an invoice remains unpaid, we may share outstanding invoice details and your contact information with an external provider we engage to manage credit control and debt recovery on our behalf
These providers are required to protect your information to a standard consistent with this policy and the Privacy Act 2020.
Some of these providers — including certain outsourced support and AI tools — are located overseas. Where your information is shared with an overseas provider, this constitutes an overseas disclosure under Information Privacy Principle 12 of the Privacy Act 2020. Before disclosing your information, we take reasonable steps to ensure these providers are bound by confidentiality obligations, appropriate data security practices, and contractual terms consistent with New Zealand privacy standards. You should be aware that once information is disclosed to an overseas recipient, we may have limited ability to enforce these protections, and the recipient may be subject to the laws of its own jurisdiction. By engaging our services, you consent to these disclosures.
We use AI tools to help our team work more accurately and efficiently — for example, to assist with preparing and reviewing accounts, drafting correspondence, analysing documents, and summarising information. Information from your engagement, which may include personal or financial details, may be processed by these tools. When using AI tools, we:
Use only providers whose terms mean your information is not used to train their AI models in the course of routine client work
Have all AI-assisted work reviewed and signed off by our qualified staff before it reaches you
Limit the personal information we submit to these tools
Maintain an internal data usage policy and train our staff on their appropriate use
6. Data Security
We take reasonable steps to protect your personal information from loss, unauthorised access, disclosure, or misuse. These steps include:
Secure, access-controlled systems for storing client files
Confidentiality obligations on all staff, contractors, and outsourced providers
Regular review of our third-party providers’ security practices
If we experience a privacy breach that we assess is likely to cause serious harm, we will notify the affected individuals and the Office of the Privacy Commissioner as soon as reasonably practicable, as required under the Privacy Act 2020.
7. Retention of Information
We retain your personal information for as long as required to deliver your engagement, comply with our legal and professional obligations, and manage any potential disputes or claims.
8. Your Rights
Under the Privacy Act 2020, you have the right to:
Access the personal information we hold about you
Request correction of information that is inaccurate or incomplete
Make a complaint if you believe we have breached your privacy
To exercise any of these rights, please contact us using the details in Section 10. We will respond within 20 working days as required by the Act.
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.
9. Changes to This Policy
We may update this Privacy Policy from time to time to reflect changes in our operations, the law, or the tools we use. The current version will always be available on request and will be dated so you can identify what was in force at the time of your engagement.
10. Contact Us
If you have any questions about this Privacy Policy, or you wish to make a privacy request or complaint, please contact our Privacy Officer:
Tarryn Powell
tarryn@bizdom.co.nz
+64 6 281 2935