Diprose Miller - Enabling better business

Introduction

This Privacy Policy outlines how Diprose Miller Limited ("we", "our" or " the Company") collects, uses, stores and discloses personal information collected from or about individuals who engage our services, access our website(s) including www.diprosemiller.co.nz ("Site") or otherwise share personal information with us. This Privacy Policy also applies to our subsidiary company Agricore Limited regarding how it collects, uses, stores and discloses personal information.

Grounds for collection

Personal information means any information about an identiﬁable individual ("Personal Information").

The collection and processing of Personal Information by us is necessary for a range of purposes in connection with the operation of our business functions and activities, including the following:

The performance of our contractual obligations to you;
Providing you with our products and services;
To communicate about our Site, our products and services, and to respond to any queries you may have from time to time about us.
Protecting our legitimate interests;
Compliance with legal and ﬁnancial regulatory obligations; and
For any other purposes that you authorise.

This Privacy Policy describes how we collect, use, disclose and store Personal Information in accordance with the requirements of the New Zealand Privacy Act 2020 (the “Privacy Act”). When you use the Site or otherwise give us your Personal Information, you consent to the collection, storage, use, disclosure and other uses of your Personal Information as described in this Privacy Policy.

We encourage you to carefully read the Privacy Policy. If you don’t agree with our Privacy Policy or don’t want us to collect your Personal Information, then please refrain from using our Site, or interacting with us, in a way where you provide us with your Personal Information. By using our Site, purchasing our products or services, or interacting with us, you consent to the terms of this Privacy Policy.

What information do we collect?

We collect two types of data and information from you.

The ﬁrst type of information is un-identiﬁed and non-identiﬁable information, which may be made available or gathered via your use of the Site (“Non-personal Information”). We are not aware of the identity of a user from which the Non-personal Information was collected. Non-personal Information which is being collected may include your

aggregated usage information and technical information transmitted by your device, including certain software and hardware information (e.g. the type of browser and operating system your device uses, language preference, access time, etc.) in order to enhance the functionality of our Site. We may also collect information on your activity on the Site (e.g. pages viewed, online browsing, clicks, actions, etc.).

The second type of information is Personal Information which is individually identiﬁable information, namely information that identiﬁes you or may with reasonable effort identify you. Such information includes:

Device Information: We collect Personal Information from your device. Such information includes geolocation data, IP address, unique identiﬁers (e.g. MAC address and UUID) and other information which relates to your activity through the Site.
Personal Information about the User: We collect Personal Information from you when you use the Site including when you contact us. This information may vary depending on our needs, however, at a minimum it may include:
Identiﬁcation information including but not limited to your legal name, contact details (for example phone number and email address), date of birth, IRD number and driver’s licence;
Financial information including but not limited bank account details insurance, and any other ﬁnancial information you provide to us; and
Any other Personal Information that may be required to provide you with our products and services or information about our products and services.

How do we collect information about you?

We collect Personal Information from various sources:

When you voluntarily provide your personal details on our contact form located on our Site, via phone, electronic meeting platforms, email or in person;
When you use or access our Site in connection with your use of our products or services;
From third party providers, services and public registers (for example, traffic analytics vendors) and including the following third-parties:
Inland Revenue (IRD);
The Accident Compensation Corporation (ACC);
Fonterra Co-operative Group Limited (company number 1166320) and its subsidiaries; and
Xero Limited (company number 1830488) and its subsidiaries.

How do we use your Personal information?

We do not rent, sell, or share your Personal Information with third parties except as described in this Privacy Policy.

We may use the information for the following:

Communicating with you, for example, sending you correspondence regarding our products and services, providing you with technical information and responding to any customer service issue you may have;
To communicate with you and to keep you informed of our latest updates and services;
To serve you advertisements when you use our Site (see more under "Advertisements");
To market our websites and products (see more under "Marketing");
Conducting statistical and analytical purposes, intended to improve the Site; and
To provide our products and services to you, including (but not limited to) audit assurance services (accounting insurance) and ACC account audits using third- party software such as ACC Accelerate Engine.

In addition to the different uses listed above, we may transfer or disclose Personal Information to our subsidiaries, affiliated companies and subcontractors.

We may share Personal Information with third party providers, who may be located in different jurisdictions across the world, for any of the following purposes:

Hosting and operating our Site;
Providing you with our products and services;
Providing you with a personalized display of our Site;
Storing and processing such information on our behalf;
Serving you with advertisements and assist us in evaluating the success of our advertising campaigns and help us retarget any of our users;
Providing you with marketing offers and promotional materials related to our Site and services; and
Performing research, technical diagnostics or analytics.

We tale all reasonable steps to ensure that the third party is required to keep your Personal Information in a way that, overall, provides comparable safeguards to those in the Privacy Act.

We may also disclose information if we have good faith to believe that disclosure of such information is helpful or reasonably necessary to:

Comply with any applicable law, regulation, legal process or governmental request;
Enforce our policies (including any agreements), including investigations of potential violations;
Investigate, detect, prevent, or take action regarding illegal activities or other wrongdoing, suspected fraud or security issues;
Establish or exercise our rights to defend against legal claims;
Prevent harm to the rights, property or safety of us, yourself or any third party; or
Collaborate with law enforcement agencies and/or in case we ﬁnd it necessary in order to enforce intellectual property or other legal rights.

User Rights

You may request access to your Personal Information that we hold. You can request that we correct it, if you consider that it is incorrect. If there is a legal reason why we cannot provide you with access you request, or we otherwise disagree with your request to correct Personal Information we hold about you, then we will inform you in writing of such.

If you wish to exercise any of the above rights, or receive more information, please contact our office (See “How to Contact Us/Complaints” below).

If you wish to lodge a complaint with the Office of the Privacy Commissioner, you can do so via www.privacy.org.nz/your-rights/how-to-complain/.

Retention

We will retain your Personal Information for as long as necessary to provide our products and services, and as necessary to comply with our legal obligations, resolve disputes, and enforce our policies. Retention periods will be determined taking into account the type of information that is collected and the purpose for which it is collected, bearing in mind the requirements applicable to the situation and the need to destroy outdated, unused information at the earliest reasonable time. Under applicable law, we will keep records containing Personal Information, account opening documents, communications and anything else as required by applicable laws and regulations.

We may rectify, replenish or remove incomplete or inaccurate information, at any time and at our own discretion.

Cookies

We use cookies and other technologies in our related services, including when you visit our Site or access our services.

A "cookie" is a small piece of information that a website assigns to your device while you are viewing a website. Cookies are very helpful and can be used for various different purposes. These purposes include allowing you to navigate between pages efficiently, enable automatic activation of certain features, remembering your preferences and making the interaction between you and our Services quicker and easier. Cookies are also used to help ensure that the advertisements you see are relevant to you and your interests and to compile statistical data on your use of our Services.

The Site uses the following types of cookies:

'session cookies' which are stored only temporarily during a browsing session in order to allow normal use of the system and are deleted from your device when the browser is closed;
'persistent cookies ' which are read only by the Site, saved on your computer for a ﬁxed period and are not deleted when the browser is closed. Such cookies are used where we need to know who you are for repeat visits, for example to allow us to store your preferences for the next sign-in; and
'third party cookies' which are set by other online services who run content on the page you are viewing, for example by third party analytics companies who monitor and analyse our web access.

Cookies do not contain any information that personally identiﬁes you, but Personal Information that we store about you may be linked, by us, to the information stored in and obtained from cookies. You may remove the cookies by following the instructions of your device preferences; however, if you choose to disable cookies, some features of our Site may not operate properly, and your online experience may be limited.

We also use a tool called “Google Analytics” to collect information about your use of the Site. Google Analytics collects information such as how often users access the Site, what pages they visit when they do so, etc. We use the information we get from Google Analytics only to improve our Site and services. Google Analytics collects the IP address assigned to you on the date you visit sites, rather than your name or other identifying information. We do not combine the information collected through the use of Google Analytics with personally identiﬁable information. You can ﬁnd Google Analytics Terms of Service and information on how Google uses information from sites or apps that use our services here.

Third party collection of information

This Privacy Policy only addresses the collection, use, disclosure and storage of Personal Information we collect from you. To the extent you disclose your Personal Information to other parties or sites throughout the internet, different rules may apply to their use or disclosure of the information you disclose to them. Accordingly, we encourage you to read the terms and conditions and privacy policy of each third party that you choose to disclose information to.

This Privacy Policy does not apply to the practices of companies that we do not own or control, or to individuals whom we do not employ or manage, including any of the third parties which we may disclose information as set forth in this Privacy Policy.

How do we safeguard your information?

We implement and maintain the security of the Site and your Personal Information. We employ industry standard procedures and policies to ensure the safety of the information we collect and retain and prevent unauthorised use of any such information. This includes complying with the Chartered Accountants Australia and New Zealand (CAANZ) Codes of Ethics and Professional Standards required by its members. We also require any third parties to comply with similar security requirements, in accordance with this Privacy Policy. Although we take reasonable steps to safeguard information, we cannot be responsible for the acts of those who gain unauthorised access or abuse our Site, and we make no warranty, express, implied or otherwise, that we can prevent such access.

We may use a third-party advertising technology to serve advertisements when you access the Site. This technology uses your information with regards to your use of the products or services to serve advertisements to you (e.g., by placing third-party cookies on your web browser).

Marketing

We may use your Personal Information, such as your name, email address, telephone number, or other contact information ourselves or by using our third-party subcontractors for the purpose of providing you with promotional materials, including newsletters concerning our products and services, and invitations to our seminars or workshops, which we believe may interest you.

You will have the option to decline receiving further marketing offers from us should you choose. If you unsubscribe, we will remove your email address and/or contact details from our marketing distribution lists. If you unsubscribe from receiving marketing emails from us, we may continue to send you other types of communications without offering you the opportunity to opt out of receiving them. These may include customer service announcements, administrative notices, or other communications as necessary and appropriate regarding the products or services we provide to you.

Corporate transaction

We may share your Personal Information in the event of a corporate transaction (e.g. sale of a substantial part of our business, merger, consolidation or asset sale). In the event of the above, the transferee or acquiring company will assume the rights and obligations in respect of your Personal Information as described in this Privacy Policy.

Minors

We understand the importance of protecting children’s privacy, especially in an online environment. The Site is not designed for or directed at children. Under no circumstances shall we knowingly allow use of our products services by minors. Such would only occur on receiving prior consent or authorization by a parent or legal guardian. We do not knowingly collect Personal Information from minors. If a parent or guardian becomes aware that his or her child has provided us with Personal Information without their consent, he or she should contact us at mail@diprosemiller.co.nz

Changes to this Privacy Policy

We reserve the right to periodically amend or revise this Privacy Policy. Material changes will be effective immediately upon the display of the revised Privacy Policy on our Site. Your continued use of the Site, or your continuation of engagement and/or interaction with us following the amendments, constitutes your acknowledgment and consent of such amendments to the Privacy Policy and your agreement to be bound by the terms of such amendments.

How to contact us/complaints

If you have a complaint regarding the way in which we have dealt with your Personal Information, you can contact our Privacy Officer or complain to the New Zealand Privacy Commissioner. If you have any general questions about the Site or the information we collect about you, and how we use, store or disclose it, you can contact us at mail@diprosemiller.co.nz

Diprose Miller Privacy Policy