Privacy Policy

We are committed to protecting privacy and confidentiality in accordance with the Privacy Act 2020 ("Privacy Act), and it one of our prime responsibilities, that any personal or sensitive information provided to us is not used for any other purpose than that of which is intended and expected.

Our Privacy Policy describes our current policies and practices for collecting, handling, using and disclosing personal information. It also deals with how to complain and how we report a breach of the privacy laws, how individuals can access the personal information we hold about them and how to have that information corrected.

Privacy Policy

Purpose

This privacy policy applies to Kerryn Douglas Payroll Consultant Limited Trading As Pay Check.

This policy explains how Pay Check handles personal information and complies with the requirements of the New Zealand Privacy Act 2020 (“Privacy Act”). Exclusions: This policy relates to Pay Check’s collection and handling of personal information that is covered by the Privacy Act. It is not intended to cover categories of personal information that are not covered by the Privacy Act.

Policy

Collection of personal information

Pay Check collects and holds personal information from clients, suppliers, candidates, employees, contractors, and other individuals. We collect and hold this information when it is necessary for business purposes. Typically, the personal information we hold includes names, addresses, proof of identity, telephone numbers, e-mail addresses and job titles. While providing professional services to our clients, we may collect and hold more detailed personal information (for instance financial details, if we are engaged to perform payroll services); and when recruiting employees, we will collect and hold CVs and other evaluative information.

We collect most information directly from individuals or the employers of employees when we deal with them. The personal information we collect may be provided in forms filled out by individuals, face to face meetings, email messages, telephone conversations or by third parties. If you contact us, we may keep a record of that contact.

Because of the nature of our business, it is generally impracticable for us to deal with individuals on an anonymous basis or using a pseudonym, although sometimes this is possible (for example, when seeking staff, client, or industry feedback generally).

Use of personal information

The main purposes for which we collect, hold, and use personal information are:

to provide our services
to respond to an individual’s requests
to maintain contact with clients
for general management and reporting purposes, such as invoicing and account management
for recruitment purposes
for purposes related to the employment of our personnel and providing internal services to our staff.

If you choose not to provide us with personal information, we may be unable to do such things.

If we collect, hold, or use personal information in ways other than as stated in this policy, we will ensure we do so pursuant to the requirements of the Privacy Act.

Employee records are not generally subject to the Privacy Act and therefore this policy may not apply to the handling of information about employees by Pay Check.

For information about our practices relating to employee information, please contact us directly.

Disclosure of personal information

Pay Check does not routinely disclose personal information to other organisations unless:

use or disclosure is permitted by this policy
we believe it is necessary to provide you with a product or service which you have requested
to protect the rights, property, or personal safety of any member of the public or a customer of Pay Check, or the interests of Pay Check
some or all the assets or operations of Pay Check are transferred to another party as part of the sale of some or all of Pay Checks business
you give your consent; or
such disclosure is otherwise required or permitted by law, regulation, rule, or professional standard.

We may also share non-personal, de-identified and aggregated information for research or promotional purposes. Except as set out in this policy, we do not sell to or trade personal information with third parties.

Pay Check uses a range of service providers to help us maximise the quality and efficiency of our services and our business operations. This means that individuals and organisations outside of Pay Check will sometimes have access to personal information held by Pay Check and may collect or use it from or on behalf of Pay Check. This may include, but is not limited to, independent contractors and consultants, mail houses, off-site security storage providers, information technology providers, event managers, credit managers and debt collecting agencies. We require our service providers to adhere to our privacy guidelines and not to keep, use or disclose personal information we provide to them for any unauthorised purposes.

If Pay Check staff obtain products or services offered by a third party pursuant to an agreement or arrangement between that third party and Pay Check, such as a credit card provider, we may provide your personal information to that third party, including information that relates to your use of such services.

Access to Information

We will provide access to personal information upon request by an individual, except in the limited circumstances in which it is permitted for us to withhold this information (for instance, where granting access would infringe another person’s privacy).

When you make a request to access personal information, we will require you to provide some form of identification (such as a driver’s licence or passport) so we can verify that you are the person to whom the information relates. In some cases, we may also request an administrative fee to cover the cost of access.

If at any time you want to know what personal information we hold about you, you may contact us by email info@paycheck.nz.

Corrections and Concerns

If you believe that the information, we hold about you is incorrect or out of date, or if you have concerns about how we are handling your personal information, please contact us and we will try to resolve those concerns.

If you wish to have your personal information deleted, please let us know and we will take reasonable steps to delete it (unless we need to keep it for legal, auditing, or internal risk management reasons).

If Pay Check becomes aware of any ongoing concerns or problems concerning our privacy practices, we will take these issues seriously and work to address these concerns. If you have any further queries relating to our privacy policy, or you have a problem or complaint, please contact us at info@paycheck.nz. If you are not satisfied with our handling of your problem or complaint you may make a complaint to the Office of the Privacy Commissioner.

Effect of Policy

Pay Check operates in a dynamic business environment and we aim to review this policy annually to keep it current.

Updated 29 August 2022