This Privacy Statement explains how Allen + Clarke collects, stores, uses and shares your personal information, and how you can access or request correction of your personal information. We are committed to protecting your privacy and handling your personal information in a safe, open and transparent way.
This statement applies to personal information we collect, handle or store:
- when we provide professional services to our clients
- when you use our websites or digital services
- when you participate in our webinars, events, surveys or other activities
- when you communicate or otherwise interact with us
- as part of our other business and professional activities.
Where we collect information on behalf of a client—for example, through a survey hosted on our website—we may be acting as that client’s agent. In those circumstances, the client’s privacy policy, contractual requirements and information-handling protocols may also apply.
We handle personal information in accordance with the Privacy Act 2020, its Information Privacy Principles and other applicable legislation. We may occasionally update this Privacy Statement to reflect changes to our practices or legal obligations.
Personal information we collect when providing professional services
Allen + Clarke may receive personal information from our clients or from people and organisations with whom we interact while carrying out work for our clients.
The personal information we collect or receive will depend on the nature of the work. It may include:
- names and contact details
- demographic information
- employment, occupational or organisational information
- responses to surveys, interviews, consultations or other research
- opinions, experiences and other information people choose to provide
- complaints or feedback
- health information and other sensitive personal information where this is relevant to the work.
Where appropriate, our project plans and contractual arrangements set out how personal information will be collected, used, stored, shared and disposed of. We will comply with applicable ethical requirements and seek formal ethics approval where necessary.
We use personal information provided to us through contracted services to carry out the work for which it was collected and to meet our contractual, legal and professional obligations. We will not use or disclose that information for an unrelated purpose unless the person concerned or our client has authorised us to do so, or the use or disclosure is otherwise permitted or required by law.
Personal information we collect through our websites, digital services and business interactions
You can browse many parts of our websites and access publicly available information without directly providing us with your name or contact details. However, we may still collect technical and usage information through cookies, analytics tools and similar technologies.
We may collect personal information when you interact with Allen + Clarke, including when you:
- register for a webinar or event
- subscribe to our marketing communications
- create or use an account for our resource hub
- download or request a resource from our website or social-media channels
- complete a form, survey or assessment
- contact us through our website, by email or through another channel
- interact with our content or communications
- apply for a position with us
- engage with Allen + Clarke as a client, prospective client, business stakeholder, supplier or professional contact.
The personal information we collect may include your:
- name and contact details
- organisation and role
- location
- communication preferences
- employment history and other information provided as part of a job application
- complaints, enquiries, feedback or other information you choose to provide.
We may collect this information directly from you. We may also receive or record personal information through our client relationships, business-development activities, customer relationship management systems, professional contacts, service providers and publicly available professional sources.
Where required by the Privacy Act 2020, we will take reasonable steps to notify you when we collect personal information about you from another source. Exceptions may apply where, for example, you have already been made aware of the collection, the information is publicly available, notification would prejudice the purpose of collection, or another exception under the Act applies.
Technical and usage information
When you use our websites, digital services or electronic communications, we may collect information such as:
- the search terms you use
- the pages you access and links you click
- resources you view, download or request
- forms, surveys or assessments you begin or complete
- webinars or events for which you register
- whether and how you interact with our electronic communications
- the date and time of your visit or interaction
- the referring website or channel through which you reached us
- your device type and operating system
- your web browser
- your approximate location
- your IP address
- cookie or similar technology identifiers
- screen resolution, browser language and similar technical information.
Some technical and usage information may be collected on an aggregated or anonymised basis. Depending on the technology used and your previous interactions with us, some information may be associated with you or your contact record.
We use this information to operate, maintain and secure our websites and digital services, understand how people use and interact with them, improve the services and content we offer, and support our communications and business activities.
How we use personal information for marketing and business development
We may use personal information collected through our websites, digital services and business interactions to:
- respond to enquiries and provide requested information or resources
- administer webinars, events, surveys, assessments and resource-hub accounts
- communicate with clients, prospective clients and professional contacts
- provide information about our services, resources, insights, events and other activities
- understand engagement with our websites, resources and communications
- improve our websites, services, content and communications
- maintain our client and professional relationships
- conduct business development and related business activities
- consider and administer employment applications
- meet our legal and regulatory obligations.
Where lawful, we may combine information from your interactions with Allen + Clarke to better understand your interests and relationship with us and to provide information that is more relevant to you.
We will send commercial electronic messages only where you have consented to receive them or where sending them is otherwise permitted under the Unsolicited Electronic Messages Act 2007.
Cookies and similar technologies
We may use cookies, analytics tools and similar technologies to collect technical and usage information and understand how people interact with our websites, digital services and communications.
You can control or disable cookies through your browser settings. Disabling some cookies may affect the operation or functionality of parts of our websites or digital services.
When we share personal information
We will not disclose personal information to another person or organisation without authorisation unless the disclosure is connected with the purpose for which the information was collected or is otherwise permitted or required by law.
We may share personal information with service providers that help us operate our websites, digital services, resource hub, webinars, events, surveys, communications, analytics, recruitment processes and customer relationship management systems.
These service providers may include providers of:
- website hosting and maintenance
- cloud storage and information technology services
- customer relationship management systems
- email and marketing platforms
- webinar and event platforms
- survey and assessment tools
- analytics and reporting tools
- recruitment and professional services.
We will share only the information reasonably necessary for the relevant service. Some service providers may also collect or use personal information under their own privacy statements or terms.
Personal information may be stored or processed in New Zealand or in other countries. Where we disclose personal information to an overseas person or organisation, we will comply with the requirements of the Privacy Act 2020, including the requirements governing disclosure outside New Zealand.
We may also disclose personal information:
- at your request or with your authorisation
- to a client where we collected the information on that client’s behalf
- where necessary to provide a service you have requested
- to protect the rights, property or safety of Allen + Clarke or another person
- where the disclosure is otherwise permitted or required by law.
Your marketing choices
You can unsubscribe from our marketing communications at any time by using the unsubscribe facility included in the message.
You may also contact us to update your communication preferences or ask us to stop sending marketing communications to you.
Unsubscribing from marketing communications will not prevent us from contacting you where the communication is necessary to:
- respond to an enquiry or request
- administer an event, webinar, account or service
- perform work for you or one of our clients
- manage an existing client, supplier or professional relationship
- provide important operational or service information
- meet a contractual, legal or professional obligation.
How we protect personal information
At Allen + Clarke, we take reasonable steps to protect personal information against loss, misuse, unauthorised access, modification, disclosure and other misuse.
We maintain physical, administrative and technological safeguards designed to provide a secure information-management environment. We regularly review these measures to ensure they remain appropriate.
Access to personal information is limited to staff members, contractors and service providers who require it to perform their roles or provide an authorised service. Our staff and contractors are subject to confidentiality and information-management requirements.
Where we provide services to a client, we also comply with applicable confidentiality, privacy, security and information-management requirements contained in our contract with that client.
Allen + Clarke staff must comply with our internal information-management and privacy policies.
How long we retain personal information
We retain personal information only for as long as it is reasonably required for the purpose for which it was collected, or as required to meet our contractual, legal, professional or record-keeping obligations.
When personal information is no longer required, we will securely delete, destroy or anonymise it, subject to any lawful reason for retaining it.
Accessing or correcting your personal information
You have the right to request access to, and correction of, personal information that we hold about you, subject to the provisions of the Privacy Act 2020.
Allen + Clarke has appointed a Privacy Officer who is responsible for considering requests to access or correct personal information, responding to privacy complaints and managing potential privacy breaches.
To request access to or correction of your personal information, or to raise a concern about how we have handled it, please contact:
The Privacy Officer
Allen + Clarke
PO Box 10 730
Wellington 6011
New Zealand
Email: [email protected]
We may need to verify your identity before providing access to or correcting personal information.
More information about your privacy rights is available from the Office of the Privacy Commissioner.
Privacy breaches and complaints
If a privacy breach involves your personal information, we will take appropriate steps to contain and assess the breach and comply with our notification and other obligations under the Privacy Act 2020.
If you have concerns about a potential privacy breach or believe we have not handled your personal information appropriately, please contact the Allen + Clarke Privacy Officer using the details above.
You may also make a complaint to the Office of the Privacy Commissioner.
