Personal information is information about an identifiable individual (a natural person) or by which a person’s identity can be reasonably determined. Classic Collectives collects personal information about you for a number of reasons. The personal information we collect and how we use it differs depending on our relationship with you.
We do not and will not sell personal information to any other party and we will make sure that any personal information you give us is stored securely and used appropriately. Details follow below.
As part of the application process, Classic Collectives ensures that it obtains the consent of all clients to use their personal information.
If you visit and browse our website, we will log some information about how you got to the website, where you go within the website and any features you might use.
Classic Collectives uses this information to understand how people are using our website and to improve it. You can change your browser settings to notify you when you receive a cookie or to disable cookies. If you disable cookies, our website may not work properly for you.
If you interact with us on social media – if you comment, follow, like or mention us on LinkedIn, Facebook or Instagram we will have access to your interactions and your profile information. We get this information from our interaction with you or from the social media platform. We use this information to communicate with you, for example by responding to your comments or to advertise to you in the way we have discussed above in our cookies section.
Newsletters and Articles
From time to time we may email newsletters or articles to our clients about developments or services that are relevant to you.
You may also opt in to receiving marketing and promotional materials, in which case we will collect personal information, such as your name and email address.
If you decide you no longer wish to receive these emails you can click unsubscribe at the bottom of any of the emails or let us know.
What personal information do we collect?
If a client is:
- an individual, we may collect personal information such as your name, date and/or place of birth, address (email, physical and postal), contact phone numbers, identification and address verification;
- a company or incorporated society, we may collect personal information about the organisation’s (or a related company’s) officers, directors, shareholders or employees or about you personally if you are a sole trader or in a partnership. This may include names, addresses and contact numbers, identification and address verification;
- a trust, we may collect personal information about the trust’s settlor(s), trustees and beneficiaries, including names, addresses and contact numbers, identification and address verification.
We are required by law to collect information to enable us to comply with our obligations under anti-money laundering and countering financing of terrorism laws. This includes verifying our client’s identity, and the identity of relevant persons in a client’s organisation. To do this we may require you to provide identifying documents and information about yourself and individuals and/or entities associated with you (such as directors, shareholders and beneficial owners). From time to time we may ask you to provide updated versions of this information.. To meet our obligations, we may require a third-party data supplier to verify identity information you supply to us.
Collection of personal information
Whenever possible, we collect personal information directly from you. We may collect personal information during a telephone call or a face-to-face meeting or when exchanging emails with you. We may also collect personal information from other of your advisors, such as accountants, brokers and agents with your consent.
We may also collect your personal information from publicly available sources, for example to carry out customer due diligence or as part of providing services to you. We will always collect your personal information in a way that is legal and reasonable.
Use of personal information
We use your personal information for:
- communicating with you;
- responding to queries or requests from you;
- providing you with updates and information that may impact you;
- engaging with third parties on your behalf or at your request;
- complying with our legal obligations to you;
- enforcing our, or our clients, rights and interests;
- responding to audit requests from third parties;
- inviting you to functions;
- other specific purposes if you consent to them from time to time.
If you do not provide us with this information, we may not be able to:
- provide clients with the advice or services they require;
- engage suppliers to provide goods or services to us, provide suppliers with access to our sites or pay them in a timely manner for goods and services supplied to us.
We retain your personal information in our registry systems for the benefit of our clients. This information is stored either by third-party specialist registry service providers or within our in-house systems. Typically, personal data is stored electronically.
Our systems are diligently safeguarded according to the security measures outlined in our policy. Additionally, all external service providers are legally obligated to handle personal information in full compliance with the Privacy Act.
Disclosure of personal information
We will only disclose your personal information in a way that is consistent with the purpose we collected it for, to:
- our employees, agents or service providers to help us to provide services to clients and to monitor whether our suppliers are meeting their obligations to us;
- any person or entity you have requested or authorised us to disclose your personal information to;
- an external party, such as a government entity, a regulator or law enforcement agency, if required or authorised by law; or
- a party, if we are required by law to do so.
We will make sure that anyone in (a) is contractually bound or will otherwise use best endeavours to ensure that recipients of the information will only use your personal information only for the purpose we shared it with them.
If you are a client, we may need to disclose personal information in order to provide you with advice or services you have engaged us to provide. Which personal information and who we need to disclose it to will depend on the nature of the advice or services we are providing. Some examples include:
- if the matter relates to a sale or purchase of property or to a lease, we may need to disclose personal information including names, contact details, copies of identifying documents and financial information to financial institutions (such as banks), accountants, brokers, real estate agents, insurers and to the other party to the transaction (and their advisors);
- if the matter relates to a trust, we may need to disclose information including names, contact details, a copy of the trust deed, information about trustees and beneficiaries and financial information about the trust (which may be considered financial information about its settlor(s) and/or beneficiaries) to trustees and/or beneficiaries of the trust, the trust’s advisors or to other parties the trust is transacting with;
- if the matter relates to an investment, we may need to disclose information such names, contact details, bank account details, Inland Revenue number and previous investment history to the entity offering the financial product;
- if the matter involves unpaid debts, we may need to disclose information such as names, contact details and invoices to enforce our legal rights or to notify credit agencies;
- if any transactions with you appear suspicious or unusual, we may be required by law to report these transactions to a governmental or regulatory authority.
When you instruct us to act on our behalf we will be able to give you further details on what personal information we may need to disclose and who we may disclose the information to.
Accessing and correcting your personal information
Subject to some exceptions, you have a right to access and correct personal information we hold about you. You can check or update the information we hold about you by emailing us at firstname.lastname@example.org. Please include evidence of who you are and the details of your request.
If we think a request for correction is reasonable and we are reasonably able to change the personal information, we will make the correction. If we do not make the correction, we will take reasonable steps to note on the personal information that you requested the correction.
Protecting your personal information
At Classic Collectives, we prioritise the security of our clients’ Personal Information. We take all reasonable measures to protect this information from loss, unauthorised access, and misuse.
To achieve this, we have implemented the following safeguards:
- Limiting physical access to clients’ files solely to our employees.
- Requiring third-party providers to have acceptable security measures in place before accessing any Personal Information.
- Implementing robust cyber security measures to protect data integrity and prevent unauthorised access.
- Adhering to the requirements of section 50 of the AML/CFT Act to ensure the proper destruction of Personal Information when necessary.
All our employees and contractors are obligated to maintain strict confidentiality regarding the information they handle.
We employ passwords, firewalls, and virus protection to safeguard the integrity of our information technology systems holding your data.
Any service providers handling personal information are contractually bound to comply with the Privacy Act, and we periodically verify the adequacy of their information security management.
If you believe Classic Collectives has breached the Privacy Act 2020, please contact our Privacy Officer at:
Classic Collectives Limited
We may ask you to put your complaint in writing or to supply further details about your complaint. We’ll try to resolve your complaint within a reasonable time. If you aren’t satisfied with how we’ve handled your complaint, you can lodge a complaint with the Privacy Commissioner at www.privacy.org.nz.
We may amend this policy from time to time. Our current policy will be displayed on our website. This policy was last updated in August 2023.