Firm Compliance

Privacy Policy

Read Quay Law's privacy policies and data protection protocols. Learn how we collect, store, verify, and safeguard your personal information under New Zealand's Privacy Act 2020.

Contact Privacy Officer

Statutory Retention

Under Law Society guidelines and the AML/CFT Act 2009, we are legally required to retain all client files and identities for a minimum of **7 years**.

Retention Priority: This statutory retention obligation overrides typical customer "right to be forgotten" requests under the Privacy Act.

Privacy Act 2020 Compliance Framework

At Quay Law, we recognize that your privacy is of paramount importance. As a provider of professional legal services, we are committed to safeguarding the personal details, financial records, and transaction structures you share with us. This policy details our compliance with the **Information Privacy Principles (IPPs)** established by the New Zealand Privacy Act 2020.

2. Purpose of Collection and Use

We collect and use your personal information solely for the following business purposes:

Providing legal representation and advice for residential and commercial transactions.
Fulfilling statutory obligations, specifically executing customer identity audits under AML/CFT legislation.
Registering property transactions and ownership interest changes on Landonline via LINZ.
Communicating transactional updates, processing fee bills, and administering client trust accounts.

3. Secure Storage and Data Retention

We employ strict physical and digital security protocols to protect your personal information against loss, unauthorized access, misuse, or disclosure:

**Digital Protections**: All electronic data is stored on secure servers and encrypted cloud platforms utilizing multi-factor authentication (MFA) and monitored firewalls.
**Physical Protections**: Paper documents, signed deeds, and historic wills are stored in locked filing cabinets located inside our secured boardroom offices.
**Retention Policies**: In accordance with the New Zealand Law Society Rules and the AML/CFT Act, client records are retained for a minimum of **7 years** following the completion of your legal matter, after which they are securely shredded or permanently deleted.

4. Disclosure of Personal Information

We do not sell, rent, or trade your personal information to third parties. We disclose data to external organizations only when necessary to complete your transaction or satisfy compliance mandates:

**Land Information New Zealand (LINZ)**: For registering deeds and ownership titles.
**Government & Regulatory Agencies**: Such as the Inland Revenue Department (IRD) or NZ Police if required by law.
**Verification Agencies**: Independent third-party identity checkers to satisfy AML verification.
**Banks & Mortgage Providers**: To coordinate mortgage settlement funds and refinance deeds.

5. Your Rights: Access and Correction

Under Information Privacy Principles 6 and 7, you have the right to request access to any personal information we hold about you, and to request that we correct any inaccuracies. If you wish to access your files or request a correction, please contact our Privacy Officer at info@quaylaw.co.nz. We will respond to your request within 20 working days.

1. Information We Collect

To perform property conveyancing, trust audits, and estate drafting services, we collect various types of personal information directly from you:

**Identity Verification Data**: Certified copies of passports, driver licences, and utility bills required to verify your identity under the Anti-Money Laundering and Countering Financing of Terrorism (AML/CFT) Act 2009.
**Financial & Wealth Data**: Bank accounts, mortgage pre-approval letters, and source-of-wealth records (such as trust assets, share certificates, or inheritance receipts).
**Contact Coordinates**: Full names, email addresses, phone numbers, and physical residential coordinates.
**Matter-Specific Files**: Marriage certificates, wills, separation agreements, business leases, and company registry files.
**Digital Usage Analytics**: IP addresses, browser types, cookie settings, and web form submissions collected via our site.

Contact Our Privacy Officer

For questions regarding this policy, to request access to your records, or to submit a correction request, please reach out to our privacy compliance coordinator:

Privacy Compliance Officer

**Firm Name**: Quay Law Solicitors

**Email Coordinates**: info@quaylaw.co.nz

**Phone Contact**: 09 522 2402

**Postal Address**: PO Box 28345, Remuera, Auckland 1541

Frequently Asked Questions

New Zealand's Anti-Money Laundering and Countering Financing of Terrorism (AML/CFT) Act 2009 places strict compliance duties on law firms. Under Section 92 of this Act, we are legally required to retain all customer identity verifications and source-of-wealth records for a minimum of **7 years** following the end of our business relationship. This statutory requirement overrides typical personal requests for immediate data deletion.

Access to our encrypted cloud servers is restricted strictly to authorized staff members of Quay Law who require access to administer your transaction. We enforce multi-factor authentication (MFA), role-based permissions, and logged audit trails to prevent unauthorized access by third parties.

No. Under the Privacy Act 2020, requesting a copy of the personal information we hold about you is entirely free of charge. Please submit your request in writing to info@quaylaw.co.nz, and we will locate and compile your records within 20 working days.