This Policy outlines the obligations Lawhub has in managing the Personal Information it holds about its clients, potential clients, contractors and others. Lawhub is bound by the Privacy Act 2020 (Privacy Act) and the privacy principles set out in that Act.
Why does Lawhub collect personal information?
Lawhub collects personal information in order to conduct its business, to provide and market its services and to meet its legal obligations.
Who does Lawhub collect personal Information about?
The type of information Lawhub may collect and hold includes (but is not limited to) personal information about:
1. clients, business associates and potential clients and their employees;
2. suppliers and their employees;
3. prospective employees, employees and contractors; and
4. other people who come into contact with a member of Lawhub.
What kind of personal Information does Lawhub collect?
In general, the type of personal information Lawhub collects and holds includes (but is not limited to): names, addresses, contact details, occupations and other information which assist it in conducting its business, providing and marketing its services and meeting its legal obligations. In most cases, if personal information that Lawhub requests is not provided, it may not be able to supply the relevant product or service.
How does Lawhub collect personal information?
Lawhub will generally collect personal information by way of forms filled out by people, face-to-face meetings, interviews, business cards, telephone conversations and from third parties.
In some circumstances Lawhub may be provided with personal information about an individual from a third party, for example a report provided by a medical professional or a reference from another person.
How might Lawhub use and disclose your personal information?
Lawhub may use and disclose your personal information for the primary purpose for which it is collected, for reasonably expected secondary purposes which are related to the primary purpose and in other circumstances authorised by the Privacy Act.
In general, Lawhub uses and discloses your personal information for the following purposes:
1. to conduct its business;
2. to provide and market its services;
3. to communicate with you;
4. to purchase from you;
5. to comply with its legal obligations, and
6. to help manage and enhance its services.
Who might Lawhub disclose your personal information to?
Lawhub may disclose your personal information to:
1. other companies or individuals who assist Lawhub in providing services or who perform functions on their behalf (such as mailing houses, specialist consultants and barristers);
2. courts, tribunals and regulatory authorities, and
3. anyone else to whom you authorise them to disclose it.
Lawhub also collects personal information from these organisations and individuals and deals with that information in accordance with this Policy.
Disclosures related to AML/CFT processes
To confirm your identity and to enable it to undertake other identity related checks for the purposes of complying with its obligations at law, and in particular its obligations under the Anti-Money Laundering and Countering Financing of Terrorism Act 2009 and associated regulations (“AML/CFT”). Lawhub uses AML information for the following identity related checks:
1. to check that the AML information matches the information in the relevant government databases, e.g. passport databases. This includes accessing the New Zealand and Australian document verification services. Lawhub has arrangements in place to work with third parties to use these third-party systems to undertake the information matching process. These third parties include, APLY Green ID Limited and VIX Verify Pty Limited. Lawhub provides an information match request and receives an information match result and other information match data from the service. The information involved will be transmitted to and from Australia when accessing the Australian document verification service
2. to check we are not prohibited from acting for you under the AML/CFT. Lawhub accesses several other databases, many of which are outside of New Zealand, in order to undertake these checks. We may also use third parties to facilitate such access which occurs in a similar manner.
All such use of the AML information when accessing those databases is limited to compliance with our obligations under the AML/CFT and any other applicable law.
Lawhub can only undertake these checks with your consent, which is given by signing a consent form or by using any electronic service we make available for that purpose. You may withdraw your consent at any time prior to us undertaking our identity check process. To do so, please contact your usual Lawhub lawyer.
We may provide a copy of the form we collect to the third parties used if they require it to evidence your consent in the information matching process, they undertake for us.
Management of personal information
The Privacy Act requires Lawhub to take reasonable steps to protect the security of Personal Information. Lawhub’s personnel are required to respect the confidentiality of personal information and the privacy of individuals.
Lawhub takes reasonable steps to protect personal information held from misuse and loss and from unauthorised access, modification or disclosure, for example by use of physical security and restricted access to electronic records.
Where Lawhub no longer requires your personal information for a permitted purpose under the Privacy Act, they will take reasonable steps to destroy it.
How does Lawhub keep personal information accurate and up to date?
Lawhub endeavours to ensure that the personal information it holds is accurate, complete and up to date. They encourage you to contact Lawhub to update any Personal Information held about you. Contact details are available on the following page lawhub.nz/contact.
You have the ability to seek access to your personal information. Subject to the exceptions set out in the Privacy Act, you may seek access to the Personal Information which Lawhub holds about you by contacting Lawhub’s General Manager.
Lawhub will require you to verify your identity and specify what information you require. A reasonable fee may be charged for providing access. Lawhub will advise you of the likely cost in advance.
Updates to this policy
This policy will be reviewed from time to time to take account of new laws and technology, changes to our operations and practices and the changing business environment. The most current version of this policy can be obtained by contacting Lawhub’s General Manager.
If you have any questions about privacy-related issues, please contact Lawhub directly.