Oxford Edge

1. Introduction

Oxford Edge is strongly committed to protecting personal information. This Privacy Policy applies to our obligations under the New Zealand Privacy Act 2020 and describes why and how we collect and use personal information, and it provides information about individuals’ rights.

‘Personal information’ means information relating to an individual which can be used to identify that individual. When “you” or “your” are used in this Policy, we are referring to the individual who is the subject of the personal information.

By providing personal information to us you are consenting to our collection, use and disclosure of your personal information in accordance with this Privacy Policy.

We may, from time to time, amend this Privacy Policy. Any changes will be effective immediately upon the updating of this Policy on our website. Following any changes, should you continue to use our services, it will be deemed that you have agreed to such changes.

2. Collection 

The type of personal information we collect, hold and process include:

• Personal details such as date of birth, place & country of birth, gender, spouse or partner details, IRD number.
• The contact details and organisational roles of our actual and prospective clients, suppliers and other business contacts. Typically, this information includes names, addresses, telephone numbers, e-mail addresses and job titles.
• All information and documentation required to be collected and held by us under anti-money laundering legislation and international tax reporting agreements.
• Personal information about employees, prospective employees, suppliers and their employees.
• Personal information collected in the course of providing products and services to our clients (for instance financial details if we are engaged to perform financial services, or credit information).

How do we collect personal information?

We collect most personal information directly from individuals when we deal with them.  It may be provided in forms filled out by individuals, face to face meetings, email messages, telephone conversations, or by third parties.

In some circumstances Oxford Edge may be provided with personal information about an individual from a third party, such as lawyers, investment advisors, financiers or Inland Revenue on your behalf, and information held by a previous accountant.

Oxford Edge also collects personal information from the website www.oxfordedge.co.nz through receiving subscription applications and emails. We use third parties to analyse traffic at our web site, which may involve the use of cookies.

3. Why do we collect personal data?

Oxford Edge OE collects this personal information in the course of running its business, acting for its clients, employing staff and meeting its legal obligations.

4. Disclosure

Oxford Edge may disclose personal information to:

• Other companies or individuals who assist Oxford Edge in providing services or who perform functions on our behalf (such as, specialist consultants, other accounting firms, the Companies Office and the Inland Revenue).
• Courts, tribunals and regulatory authorities.
• Anyone else to whom a client authorises us to disclose it.

We will never sell your information, and we do not disclose personal information unless:

• We believe it is necessary to provide you with a product or service which you have requested.
• Disclosure is permitted by this policy.
• Such disclosure is otherwise required or permitted by law, regulation, rule or professional standard.

5. Generative AI

Oxford Edge acknowledges the evolving nature of generative AI and the potential privacy risks associated with its use. To safeguard personal information when using GenAI tools, we have implemented robust measures, including: 

• We only use secure, enterprise level GenAI tools and personal information remains within protected Enterprise Grade environments.
• All Oxford Edge client deliverables are subject to our stringent accuracy, quality and review processes, and Gen AI assisted work always has human review.
• We have a Responsible AI Use policy and business rules for the use of AI tools.

6. Security

Oxford Edge takes our security obligations seriously and all personal information is regarded as confidential. We employ all reasonable precautions to prevent the loss, misuse, or alteration of personal information. We hold personal information digitally in secure databases operated by our third-party service providers.

Access to your information within our organisation is limited to employees that are entitled to access this information as a requirement of their role.

We only retain your personal information for as long as is necessary for the purposes for which that personal information was collected, and to the extent permitted or required by law.

7. Accessing

Oxford Edge endeavours to ensure that the personal information it holds is accurate, complete and up to date. We encourage clients and external parties to contact Oxford Edge to update any personal information held by us.

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. If you would like to ask for a copy of your information, or to have it corrected, please contact us on (0)3 379 6710 or by email to enquiries@oxfordedge.co.nz.

8. Concerns and Enquiries

If you have a complaint regarding the way we have handled your information, or questions about this Privacy Policy and the personal information we hold, please contact our Privacy Officer Pip Karsten on (0)3 379 6710 or by email to enquiries@oxfordedge.co.nz.

We will endeavour to respond to your complaint or enquiry within a reasonable period from when it is received. If you are not satisfied with our response to your complaint or enquiry you can contact the Office of the New Zealand Privacy Commissioner (NZPC) at www.privacy.org.nz.