K3 LEGAL LIMITED
PRIVACY AND INFORMATION SECURITY POLICY
K3 Legal Limited, with our registered office at 83 Albert Street (entrance At Kingston Street), Auckland Central (K3 Legal) is a New Zealand law firm.
This policy outlines the way in which K3 Legal (we, us, our) manages the personal information we collect and hold about our clients, potential clients, staff, potential staff, contractors or potential contractors and others (you, your).
K3 Legal is bound by the laws of New Zealand in this respect, principally the Privacy Act 2020 (Privacy Act) but also the Lawyers and Conveyancers Act 2006 and the Lawyers and Conveyancers Act (Lawyers: Conduct and Client Care) Rules 2008.
Personal information is information about an identifiable individual. We collect various types of personal information from you when you interact with us, including information about your:
- date and place of birth
- contact information
- nature and purpose of relationship with us and other parties
- source of funds and source of wealth
- assets and liabilities
- interactions with us and other parties
- New Zealand residency / visa status
- employment history
- criminal history
- education history and academic performance
- testimonials and feedback
- billing and payment information
- unique identifiers given to you by Government and other agencies, such as driver licence numbers, passport numbers and IRD numbers
- identity and personal features (for example, when viewing and taking copies of photographic identification)
The type and extent of information we collect and hold depends upon the nature of your interaction with us.
Except as otherwise permitted by law, we collect personal information:
- from you directly, for example when you provide your details to us
- from you indirectly, for example through emails, forms, subscription applications, face-to-face meetings, video conferences, interviews, registration and attendance at seminars and events we host, business cards, telephone conversations and through the use of the services and facilities available through our website and social media channels
- from third parties in some instances, for example:
- when we obtain a report provided by a medical professional or an employment reference from another person
- when we obtain a criminal conviction history report
- we might request a third party to act on our behalf in the collection of personal information
- from publicly available sources and websites
Purposes for which we use your personal information
We collect your personal information in order to:
- conduct our business
- act in accordance with your instructions and complete the work you ask us to do
- provide and market our services to you
- engage third parties on your behalf
- communicate with you
- purchase goods and services
- help us manage and enhance our services
- where applicable, check your identity and history (e.g., criminal or employment history) against governmental databases and through third parties
- conduct invoicing and receipting, make payments to you or on your behalf and for debt recovery (which may involve disclosing information to debt collectors)
- comply with all legal and regulatory requirements arising in the course of acting for you and operating a law firm
engage and employ people and contractors to work in and for us
- fulfil any other specific purposes we might tell you about or you might authorise
We may disclose and/or share your personal information (to the extent necessary to perform our functions and services as requested by you and/or as required by law and regulation) to:
- any other party to whom or to which you authorise us to disclose it
- companies or individuals who assist us in providing services or who perform functions on our behalf (such as hosting and data storage providers, specialist consultants and barristers, our bankers)
- other companies or individuals who perform checks that are necessary or desirable under any law or regulation, including in order to verify information for the purposes of Anti-Money Laundering and Countering Financing of Terrorism 2009 (AML/CFT Act) requirements
- other companies, agencies or individuals that maintain databases against which your identity may be verified, which may include the New Zealand Department of Internal Affairs, the Ministry of Justice and the New Zealand Transport Agency
Land Information New Zealand in order to provide all necessary information when dealing with land in New Zealand, including fulfilling the information requirements of Land Transfer Tax Statements
- other Government registries, such as the Companies Office and the Personal Property Securities Register
courts, tribunals and regulatory authorities
- social media sites on which we have a presence
- the New Zealand Law Society in order to comply with audit and other regulatory requirements
auditors we appoint for the purposes of having our risk assessment and compliance programme audited in accordance with the AML/CFT Act
- any other party where we are required to do so by law
We may store personal information we collect either at our offices or at locations outside our offices, including data storage facilities based overseas, which may be operated by independent service contractors. Please note, the privacy laws of other countries may not require the same or substantially similar privacy protections as the laws of New Zealand. By providing us with your personal information, you agree to the disclosure of your personal information to overseas persons in accordance with this Privacy and Information Security Policy and acknowledge in such a case that your personal information may not receive the same protections that it would in New Zealand.
Providing some personal information is optional. If you choose not to provide the information we require, we will be unable to provide some (or any) of our services to you.
Where we no longer require your personal information, we will comply with our legal obligations in respect of that information.
You have the right to ask for a copy of any personal information we hold about you, and to ask for it to be corrected if you think it is wrong or outdated.
If you’d like to ask for a copy of your information, or to have it corrected, please contact us by email at firstname.lastname@example.org, or by phone on (09)366 1366, or by post to PO Box 2137, Auckland 1140.
We take reasonable steps to protect the security of your personal information.
We have reasonable security measures in place to prevent the loss, misuse and alteration of information under our control. Our systems are subject to ongoing monitoring (including activity logging), analysis and auditing, which are intended to maintain information security. All of our personnel are also obliged to maintain the security of the information they access, for example by not disclosing passwords and PIN information to any other persons. We also implement physical security measures and restrict access to electronic records.
We may use information about your use of our website and other IT systems to prevent unauthorised access or attacks on these systems or to resolve such events. We may use this information even if you are not involved in such activity. We may also utilise services from one or more third party suppliers to monitor or maintain the cyber security of our systems and information. These third party suppliers may have access to monitoring and logging information as well as information processed on our website and other systems.
Last updated: September 2021