TecFin Limited Privacy Statement

TecFin Limited Privacy Statement

New Zealand Company Number 7072094

Last Updated: July 29, 2025

At TecFin Limited ("we," "us," or "our"), we are committed to protecting the privacy of the personal information we collect and hold. This Privacy Statement outlines how we comply with our obligations under the New Zealand Privacy Act 2020 ("the Privacy Act") and other applicable privacy laws when collecting, holding, using, and disclosing personal information.

1. What is Personal Information?

Personal information is any information about an identifiable living individual. This includes, but is not limited to, your name, contact details, financial information, employment history, and any other information that can identify you.

2. Why We Collect Personal Information

We collect personal information that is necessary for a lawful purpose connected with our functions and activities as a consulting firm. This may include:

  • Providing our consulting services to clients.

  • Managing and administering our client relationships.

  • Communicating with clients, suppliers, and other stakeholders.

  • Marketing and promoting our services (with your consent where required).

  • Recruiting and managing employees and contractors.

  • Complying with our legal and regulatory obligations.

  • Managing our internal business operations.

3. What Personal Information We Collect

The types of personal information we collect will depend on the nature of your interaction with us and the services we are providing. This may include:

  • Contact Details: Name, address, email address, phone number.

  • Professional Details: Job title, company, professional memberships, work history, qualifications.

  • Financial Information: Billing details, payment information (for invoicing and payment processing).

  • Engagement-Specific Information: Information relevant to the consulting projects we undertake, which may include business data, operational details, and other information that may contain personal information about individuals within your organisation or related entities.

  • Communication Records: Records of your interactions with us (e.g., emails, phone calls, meeting notes).

  • Website Usage Data: Information collected through cookies and analytics when you visit our website (see Section 10 for more details).

  • Recruitment Information: CVs, cover letters, references, and other information provided during job applications.

We generally do not collect "sensitive information" (e.g., health information, political opinions, religious beliefs) unless it is directly relevant and necessary for the services we provide or is required by law, and only with your explicit consent where required.

4. How We Collect Personal Information

We collect personal information directly from you where practicable. This may occur when you:

  • Engage our consulting services.

  • Communicate with us via email, phone, or in person.

  • Visit our website or interact with our online forms.

  • Apply for a position with us.

  • Provide us with your details at networking events.

We may also collect personal information from third parties where necessary for our lawful purposes, such as:

  • Publicly available sources (e.g., company websites, professional directories).

  • Referrals from existing clients or business partners.

  • Professional advisors or other third parties involved in a project.

5. How We Use and Disclose Personal Information

We use and disclose your personal information only for the purposes for which it was collected, or for directly related purposes that you would reasonably expect, or where otherwise permitted or required by law.

This may include disclosing your information to:

  • Our employees, contractors, and sub-consultants involved in delivering our services.

  • Professional advisors (e.g., accountants, lawyers, financial advisors) when necessary.

  • Third-party service providers for CRM and accountingThird-party service providers who assist us with our business operations (e.g., IT support, data storage, marketing platforms), subject to strict confidentiality agreements.

  • Regulatory bodies or law enforcement agencies if required by law.

  • Potential purchasers of our business or assets, in the event of a merger, acquisition, or sale.

We will not sell or rent your personal information to third parties.

6. Storage and Security of Personal Information

We take reasonable steps to protect the personal information we hold from loss, misuse, unauthorised access, disclosure, alteration, or destruction. We implement various technical and organisational security measures, including:

  • Secure storage of electronic and physical records.

  • Access controls and password protection for our systems.

  • Regular security assessments and updates.

  • Staff training on privacy and data security.

While we strive to protect your personal information, no data transmission over the internet or storage system can be guaranteed to be 100% secure.

7. Retention of Personal Information

We will retain your personal information only for as long as necessary to fulfil the purposes for which it was collected, to comply with our legal obligations and to resolve disputes. This will likely include retention of your contact information and relevant notes in our secure CRM as necessary for follow-up, ongoing customer and project management or support. Once personal information is no longer required by us, we will securely dispose of it. Only with permission, your information may be shared with the loan supply company or another of our partners or lenders, and in that case their privacy policies will apply. Please contact TecFin LImited on +64 21 564 799 regarding your rights to access or discuss shared information, or to opt out of TecFin retaining your contact and other details.

8. Accessing and Correcting Your Personal Information

You have the right to:

  • Access: Request access to the readily retrievable personal information we hold about you.

  • Correction: Request correction of any inaccurate or incomplete personal information we hold about you.

To make an access or correction request, please contact our Privacy Officer using the details below. We will respond to your request within 20 working days. We may ask for evidence to confirm your identity before processing your request. In certain circumstances, we may refuse your request for access or correction in accordance with the Privacy Act, and if so, we will provide you with a reason for our decision.

9. International Disclosure of Personal Information

In some instances, we may use third-party service providers located outside of New Zealand for data storage or processing. When we disclose personal information to overseas recipients, we will take reasonable steps to ensure that the overseas recipient is subject to privacy obligations that are comparable to those in the Privacy Act, or that you have authorised the disclosure.

10. Website and Cookies

When you visit our website, we may collect certain information automatically through cookies and similar technologies. This information may include your IP address, browser type, operating system, and pages visited. This helps us to:

  • Improve the functionality and user experience of our website.

  • Analyse website traffic and usage patterns.

  • Deliver relevant content and advertisements.

You can manage your cookie preferences through your browser settings. Please note that disabling cookies may affect the functionality of our website.

11. Privacy Breaches

In the event of a privacy breach that we reasonably believe has caused or is likely to cause serious harm, we will notify the Office of the Privacy Commissioner and affected individuals as required by the Privacy Act.

12. Your Rights and How to Complain

If you have any concerns about how we have handled your personal information, please contact our Privacy Officer in the first instance. We will endeavour to resolve your concerns promptly and fairly.

If you are not satisfied with our response, you have the right to make a complaint to the Office of the Privacy Commissioner:

Office of the Privacy Commissioner PO Box 10094 The Terrace Wellington 6143 Phone: 0800 803 909 Website: www.privacy.org.nz

13. Changes to this Privacy Statement

We may update this Privacy Statement from time to time to reflect changes in our practices or legal requirements. We will post the updated version on our website, and the updated statement will be effective from the date of posting. We encourage you to review this Privacy Statement periodically.

14. Contact Us

If you have any questions about this Privacy Statement or our privacy practices, please contact our Privacy Officer:

J D Rayner, Managing Director, Privacy Officer, TecFin Limited, 23M Walkers Road, Lyttelton, Christchurch 8082, jd@tecfin.nz, +64 21 564 799.