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Privacy Policy

Effective Date: 01.10.2025

VCFox Advisors (“we”, “us”, “our”) is committed to protecting the privacy of our clients, suppliers and website users. This policy explains how we collect, use, store and disclose personal information in accordance with the Privacy Act 2020 (NZ) and our professional obligations as Chartered Accountants.

What information we collect

We collect personal and business information necessary to provide our services, including: name and contact details, company and business information, IRD numbers and tax details, payroll and employee data, financial records, and information supplied via website enquiry forms. We will only collect sensitive personal information if it is necessary for the purpose for which it is collected.

How we use personal information

We use personal information to: provide accounting, tax, payroll and advisory services; prepare and file tax and compliance obligations (GST, PAYE, FBT, income tax); communicate with you; manage our relationship; and meet our legal and professional obligations. We will not use your personal information for unrelated purposes without your consent.

Legal & professional obligations

As CAANZ members, we handle client information in line with CAANZ ethical obligations (confidentiality, professional standards) and any applicable professional regulations. We only disclose confidential information if required by law or authorised by you.

Disclosure to third parties & service providers

We may disclose personal information to trusted third-party providers (for example cloud accounting platforms, payroll or IT providers, banks or lenders) where necessary to deliver our services. We require those providers to implement appropriate safeguards and confidentiality obligations. We do not sell personal information. Large-firm practice pages use similar wording to make third-party use transparent.

Overseas transfers

From time to time, VCFox Advisors may engage carefully selected overseas contractors or service providers to assist with accounting, bookkeeping, or tax-related tasks. When personal information is transferred or accessed from outside New Zealand, we take reasonable steps to ensure it is protected by appropriate contractual and security safeguards. All overseas contractors and providers engaged by VCFox Advisors are bound by strict confidentiality obligations consistent with the Privacy Act 2020 and the professional standards of Chartered Accountants Australia and New Zealand (CAANZ). Personal information is only used for the specific purpose of providing our services, and we will not transfer it overseas unless we are satisfied that it will receive an adequate level of protection or you have given informed consent.

Security and storage

We take reasonable steps to protect personal information from loss, unauthorised access, misuse, alteration or disclosure. Information is stored securely (electronically and/or physically). Access is limited to authorised staff and contracted providers who are bound by confidentiality.

Retention and disposal

We retain records for the period required by law and our professional obligations (generally up to seven years for tax and assurance records), and securely destroy or de-identify information once retention is no longer required. (This aligns with common practice among NZ accounting firms.)

Access and correction rights

You may request access to, or correction of, the personal information we hold about you. We will respond within a reasonable time and, if we refuse access or correction, we will explain why and how you can complain. These rights are set out in the Privacy Act 2020.

Privacy breaches and notifications

If we suspect a privacy breach that has caused or is likely to cause serious harm, we will investigate promptly and, where required by law, notify the affected individuals and the Privacy Commissioner. This follows the strengthened breach obligations under current NZ privacy guidance.

Cookies and website analytics

Our website may use cookies and analytics tools to improve user experience and monitor site performance. Cookies do not usually identify you personally; you can disable cookies using your browser settings. We may also use third-party analytics (e.g., Google Analytics) — see our cookie notice for details.

Who to contact

If you have questions, requests for access or correction, or a privacy concern, contact our Privacy Officer:

If you are not satisfied with our response, you may complain to the Office of the Privacy Commissioner.

Changes to this policy

We may update this policy from time to time. The latest version will be published on our website with an updated effective date.

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