Privacy Policy

Reliable Professional Services Limited (“Reliable”, “we”, “us” or “our”) respects your privacy and is committed to protecting the personal information entrusted to us.

This Privacy Policy explains how we collect, use, store and disclose personal information when you visit our website, contact us, become a client, or use our accounting, tax, bookkeeping, payroll, business advisory or other professional services.

We handle personal information in accordance with the Privacy Act 2020 and the New Zealand Information Privacy Principles.

1.⁠ ⁠Information We May Collect

The information we collect depends on the services you use and may include:

• Your name, address, email address and telephone number.
• Date of birth and other identification information.
• IRD numbers and other government or registration identifiers.
• Company, trust, charity and business information.
• Bank account and financial information.
• Income, expenses, assets, liabilities and transaction information.
• Tax returns, GST information and Inland Revenue correspondence.
• Payroll, employment and employee information.
• Accounting records and supporting documentation.
• Information contained in Xero, MYOB or other accounting and business systems you authorise us to access.
• Identification and verification information where required for legal or regulatory purposes.
• Communications between you and Reliable.
• Information submitted through our website, contact forms or consultation booking process.
• Technical information associated with use of our website, such as IP address, browser, device and cookie information where applicable.
  
  

We only seek information that is reasonably necessary for our business activities, professional services or legal obligations.

2.⁠ ⁠How We Collect Information

We may collect personal information directly from you when you:

• Contact or engage us.
• Complete a website or enquiry form.
• Book a consultation.
• Provide documents or financial information.
• Give us access to accounting or payroll software.
• Communicate with us by email, telephone, messaging applications or other means.
• Engage us to act as your accountant or tax agent.
  
  

We may also collect information from other sources where necessary or authorised, including:

• Inland Revenue.
• Companies Office.
• Charities Services.
• Xero, MYOB and other accounting or payroll systems.
• Banks and financial institutions.
• Your employees, contractors, business partners or advisers.
• Previous accountants or professional advisers.
• Government agencies and publicly available registers.
• Other persons or organisations where you have authorised disclosure or where collection is permitted by law.
  
  

Where we collect personal information about you from another source, we will take reasonable steps to notify you where required by the Privacy Act 2020.

3.⁠ ⁠Why We Collect and Use Your Information

We may use personal information to:

• Provide accounting, tax, bookkeeping, payroll and advisory services.
• Prepare and file tax returns, GST returns, financial statements and other regulatory filings.
• Act as your registered tax agent and communicate with Inland Revenue on your behalf.
• Process and administer payroll.
• Maintain and reconcile accounting records.
• Provide business, tax and financial advice.
• Establish companies, businesses and other entities.
• Assist charities and not-for-profit organisations with accounting and reporting requirements.
• Verify identity and meet legal, regulatory and professional obligations.
• Communicate with you and respond to enquiries.
• Prepare quotes, proposals and engagement documentation.
• Manage our client relationship with you.
• Operate, maintain and improve our website and services.
• Protect our systems, clients and business against fraud, misuse and security threats.
• Recover amounts owed to us.
• Comply with legal obligations and lawful requests from government or regulatory authorities.
  
  

If you choose not to provide information that is necessary for a particular service, we may be unable to provide that service or complete work on your behalf.

4.⁠ ⁠Sharing and Disclosure of Information

We do not sell your personal information.

We may disclose personal information where reasonably necessary to provide our services or where permitted or required by law.

This may include disclosure to:

• Inland Revenue and other government agencies.
• Companies Office and Charities Services.
• Xero, MYOB and other accounting, payroll or business software providers.
• Banks and financial institutions where authorised.
• IT, cloud storage, website hosting, email and technology service providers.
• Payment processing providers.
• Professional advisers, contractors or service providers assisting us.
• Regulatory, enforcement or government authorities where legally required.
• Other parties where you have authorised us to disclose the information.
  
  

We limit disclosure to information reasonably necessary for the relevant purpose.

5.⁠ ⁠Third-Party and Cloud Services

Reliable uses third-party technology and service providers to operate our business and provide services efficiently.

These may include accounting software, payroll systems, cloud storage, email services, website hosting, document management, communications platforms and other business software.

Where personal information is processed by a third-party provider on our behalf, we take reasonable steps to use reputable providers and appropriate privacy and security safeguards.

Third-party providers may also have their own privacy policies governing their handling of information.

6.⁠ ⁠Information Stored or Processed Overseas

Some technology, cloud and service providers we use may store or process information outside New Zealand.

Where personal information is disclosed outside New Zealand, we will take reasonable steps to ensure that the information is protected in accordance with the requirements of the Privacy Act 2020, including the overseas disclosure requirements where applicable.

7.⁠ ⁠Inland Revenue and Other Authorised Access

Where you appoint Reliable as your tax agent or otherwise authorise us to act for you, we may obtain and use information held by Inland Revenue or other authorised sources in order to perform the services you have requested.

This may include tax records, filing information, account balances, notices, correspondence and other information relevant to your tax and accounting affairs.

We only access and use this information for legitimate professional purposes and within the authority provided to us.

8.⁠ ⁠Security of Your Information

We take reasonable steps to protect personal information against:

• Loss.
• Unauthorised access.
• Misuse.
• Modification.
• Disclosure.
• Other inappropriate use.
  
  

These measures may include access controls, secure software and cloud services, authentication measures, password protection and appropriate internal procedures.

However, no method of electronic transmission or storage can be guaranteed to be completely secure.

9.⁠ ⁠Retention of Information

We retain personal information only for as long as reasonably necessary for the purposes for which it was collected and to meet our legal, tax, accounting, professional and regulatory obligations.

When information is no longer required, we may securely delete, destroy or anonymise it where appropriate.

Certain accounting, tax and client records may need to be retained for periods prescribed by law.

10.⁠ ⁠Privacy Breaches

If a privacy or security incident occurs involving personal information held by Reliable, we will assess the incident and take appropriate action.

Where the Privacy Act 2020 requires notification of a privacy breach, we will notify the affected individuals and/or the Office of the Privacy Commissioner as required.

11.⁠ ⁠Accessing and Correcting Your Information

You may ask us to provide access to personal information we hold about you.

You may also ask us to correct information that you believe is inaccurate, incomplete or out of date.

In some circumstances, the Privacy Act permits us to refuse or limit access. If this applies, we will explain this where required.

To make an access or correction request, please contact our Privacy Officer using the details below.

12.⁠ ⁠Communications and Marketing

We may occasionally contact clients or people who have made enquiries about:

• Our services.
• Tax or accounting
• information.
• Service updates.
• Other information relevant to our professional relationship.
  
  

You may ask us to stop sending marketing communications at any time.

Service-related communications that are necessary to provide services or manage your account may still be sent.

13.⁠ ⁠Website, Cookies and Analytics

Our website may use cookies and similar technologies to help the website operate, understand how visitors use the site and improve the user experience.

Cookies may collect technical information such as your browser type, device, pages visited and general website usage.

You can control or disable cookies through your browser settings. Disabling some cookies may affect certain website functionality.

Our website may also contain functionality or content supplied by third-party providers, which may be subject to those providers’ own privacy practices.

14.⁠ ⁠External Links

Our website may contain links to external websites or third-party services.

Reliable is not responsible for the privacy practices or content of external websites. We recommend reviewing the privacy policy of any third-party website you visit.

15.⁠ ⁠Privacy Officer and Contact Details

Reliable Professional Services Limited has a designated Privacy Officer responsible for privacy matters.

For questions about this Privacy Policy, to request access or correction of your information, or to raise a privacy concern, please contact:

• Privacy Officer
• Reliable Professional Services Limited
• Auckland, New Zealand
• Email: accounts@reliable.nz
• Phone: 022 031 4613
  
  

We will endeavour to address privacy concerns promptly and appropriately.

16.⁠ ⁠Making a Privacy Complaint

If you believe we have not handled your personal information appropriately, please contact us first so we have an opportunity to investigate and resolve your concern.

You also have the right to make a complaint to the Office of the Privacy Commissioner of New Zealand.

17.⁠ ⁠Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes to our services, technology, business practices or legal obligations.