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Privacy Policy

1. Purpose

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Liquid IT Limited (“Liquid IT”) (NZBN 9429051640668) and all its related bodies corporate adhere to the Privacy Act 2020 (“Privacy Act”), including the New Zealand Privacy Principles (“IPP’s”) contained in the Privacy Act.

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The Privacy Act regulates how personal information is handled. The Privacy Act defines personal information as information about an identifiable individual.

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Common examples of personal information include an individual’s name, address, telephone number, date of birth, medical records and bank account details.

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2. About this Policy

 

This policy outlines why and how Liquid IT collects, uses, and discloses your personal information.  As part of those wider descriptions, this policy also outline the information required in accordance with section 22 of the Privacy Act, including intended recipients of personal information, the name and address of the agency collecting the information and the name and address of the agency that will hold the information, any consequences for users if information is not provided, and user right to access and correct information.

 

We understand that your privacy is important to you, and we value your trust. That’s why we protect your information in accordance with the Privacy Act and aim to be clear and open about what we do with it.

 

By engaging Liquid IT to provide you with any goods or services, communicating with Liquid IT through email, by telephone, in writing or by using any of Liquid IT’s services, including any of Liquid IT’s websites, face-to-face conversation or meetings, products and services, you agree to the use and disclosure of your personal information in the manner described in or reasonably connected to the descriptions of use of personal information in this policy.

 

In some situations, users may provide us personal information over platforms that are outside our control; for example, through social media or forums (such as LinkedIn). Whilst any information collected by us is governed by this Privacy Policy, the platform by which it was communicated will be governed by its own privacy policy. Liquid IT recommends that you review the privacy policies of any third parties under which you provide your personal information to Liquid IT.

 

3. Collecting Your Personal Information

 

Liquid IT may collect personal information including but not limited to:

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  • name, address, and contact details;

  • credit or debit account details;

  • user IDs and passwords;

  • details of any Liquid IT goods or services provided to you;

  • any and all records of your communications with Liquid IT (including on third party platforms);

  • website usage information; and

  • information provided for reference checking.

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We will only collect personal information necessary for our lawful purposes in accordance with the Privacy Act 2020. The primary purpose of collecting your personal information is for conducting Liquid IT’s business operations. This includes:

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  • providing you with Liquid IT’s goods and services;

  • improving and developing Liquid IT’s goods and services;

  • performing our business functions;

  • understanding consumer statistics and product/service use;

  • communicating with you, including support and feedback for our goods and services;

  • improving and developing our business relationship with you; and

  • marketing purposes, including telemarketing.

 

We may also collect your personal information through third parties, including our third-party marketing providers. Where this collection occurs via a third party, unless one of the Privacy Act exceptions apply, we will take reasonable steps to ensure that you are notified of relevant information including the fact of collection; the purpose for which the information has been collected; intended recipients of the information; the name and address of the agency that has collected the information and is holding the information; any law authorising or requiring the collection; and the rights of access to, and correction of, the information.

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Except where collection occurs via third parties, personal information is only collected:

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  • Directly from the individual it is about, unless one of the exceptions under IPP3 exists;

  • In a way that does not intrude to an unreasonable extent on the personal affairs of the individual whose information is being collected; and

  • if necessary for Liquid IT’s operations; and

  • by lawful and fair means in the circumstances.

 

Liquid IT takes reasonable steps to ensure that you are aware of:

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  • the likely use of the information;

  • the fact the information is being collected;

  • our name and address; your right of access to the information;

  • your right to correct inaccurate information;

  • the identity and contact details (including name and address) of the organisations to whom we disclose personal information, including the IRD, our legal advisers if and when required, work photos and/or information about staff members to platforms, such as LinkedIn;

  • any law requiring or authorising collection of the information (including whether the supply of that information is voluntary or mandatory); and

  • the main consequences of failure to provide the information.

 

4. Cookies

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Our web servers may automatically collect information when you visit our websites, including:

  • your IP address;

  • the date and time of your visit;

  • the parts of our website you access during your visit;

  • your actions on our website; and

  • the browser you are using.

 

In using our websites, your personal information may be collected through the use of cookies. These are small text files placed on your mobile device or computer by our websites which automatically collect information about you without you providing that information to us directly. Most browsers are set by default to accept cookies. However, if you do not wish to receive any cookies, you may set your browser to either prompt you whether you wish to accept cookies on a particular site, or by default reject cookies.

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Please note that rejecting cookies may mean that some or all of the functions on our website will not be available to you.

The Liquid IT website may contain links to other websites. When you access a website other than our website, we are not responsible for the privacy practices of that site. We recommend that you review the privacy policies of each website you visit.

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5. How We May Use and Disclose Your Personal Information

 

Liquid IT discloses personal information:

  • to related entities of Liquid IT inside and outside of New Zealand; or

  • to Liquid IT’s staff and contractors; or

  • to third party contractors (including overseas), who help us conduct our business; or

  • in accordance with the lawful purpose(s) for which it was collected, or in connection with that purpose; or

  • where the individual would reasonably expect this; or

  • where the individual has consented; or

  • for direct marketing by Liquid IT.

 

Liquid IT does not disclose your personal information for any secondary purposes unless your consent has been given, or we reasonably believe disclosure of the information is directly related to the purposes in connection with which the information was obtained, or as required by law. This includes using the information for a secondary purpose related to the purpose it was originally obtained for or as otherwise permitted by the Privacy Act.

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Liquid IT will not sell or license any personal information that it collects from you.

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6. Direct Marketing

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Where Liquid IT conducts direct marketing, we provide you the opportunity to opt out of such direct marketing and include our contact details and opt out procedures in all direct marketing. You may also opt out of direct marketing by using the contact details outlined below.

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7. During Employment

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As a business, Liquid IT takes reasonable steps to ensure that all employees are suitable for their nominated role and comply with all applicable laws and regulations (such as the right to work in New Zealand). If you are an employee of Liquid IT or a contractor (with full-time, part-time or casual status), Liquid IT may:

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  • collect personal information, including sensitive information (such as health information), about you with your consent;

  • disclose your personal information to government agencies, if required or authorised by law;

  • keep records of your time worked and whereabouts (for payroll and security purposes and as part of Liquid IT’s internal operational requirements) – this is undertaken using available technology;

  • use monitoring systems including, but not limited to:

    • CCTV and surveillance equipment in and around offices as part of the security requirements of our business – biometric information about employees may be collected using this equipment;

    • swipe card and access control systems that record entry and exit times and locations;

    • monitoring of IT systems, devices, and digital communications, in accordance with our Acceptable Use and Information Security policies; and

    • other surveillance or monitoring technologies, where reasonably necessary for lawful business purposes, health and safety, asset protection, or to meet legal obligations.

    • with consent, disclose information for references;

    • use personal and psychological assessments (undertaken with consent) to establish job suitability and training requirements;

    • utilise background and security checks – this may require cross border personal information exchange with authorised agencies; and

    • keep your employment records on file for legal purposes after you have ceased your engagement with Liquid IT. Any such information on file is treated as CONFIDENTIAL with limited access. This includes (but is not limited to) records such as biometric personal records medical records and other personal information which is received, communicated and/or provided to Liquid IT in a solicited manner and with your knowledge. Liquid IT will only retain this information for as long as it is required for the purposes for which the information may lawfully be used.

 

As an employee, if you become aware of a privacy breach you must contact your supervisor/manager and our Privacy Officer immediately with a description of the type of breach, timing, and information involved.

 

8. Accurate and Up-to-date Information

 

Liquid IT takes steps to ensure personal information is accurate and up-to-date by updating its records whenever changes to the personal information come to its attention. Liquid IT disregards information which seems likely to be inaccurate or out-of-date by reason of the time which has elapsed since it was collected, or by reason of any other information in its possession.

 

Liquid IT acknowledges that users have a right to correct personal information that we hold about you. If any personal information we hold about you is outdated or otherwise incorrect, please contact our Privacy Officer (details provided below in paragraph 15) to have that updated. Where Liquid IT does not consider that the information should be corrected, we will attach a note to the information with your requested update.

 

For most correction requests, your information will be corrected free of charge, however, we may charge a reasonable fee depending on the cost, labour, material and urgency (if applicable) involved in adhering to your request.

Where the personal information is held by another agency we may direct that request to the appropriate agency, as permitted by the Privacy Act.

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9. Security of Your Personal Information

 

Liquid IT protects personal information from misuse or loss by restricting access to the information in electronic format, and by appropriate physical and communications security. As part of our information security management system, we continuously validate and update our contracts. Any information that is being destroyed is disposed of in a manner that protects the privacy of information in an appropriate manner, in accordance with the Privacy Act. Your personal information will only be retained for as long as is required for the purpose(s) for which the information may lawfully be used by us.

 

10. Dealing with Unsolicited Information

 

Liquid IT takes all reasonable steps to ensure that all unsolicited information is destroyed immediately. Any unsolicited personal information or information received will be addressed and affected entities will be notified.

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11. Access to Your Personal Information

 

Liquid IT acknowledges that individuals have a right of access to their personal information that we hold. If you wish to access any personal information Liquid IT holds about you, please contact Liquid IT’s Privacy Officer (details provided below in paragraph 15). You may be required to put your request in writing for security reasons. We will respond no later than 20 working days after the day on which the request is received.

 

For most access requests, your information will be provided free of charge, however, we may charge a reasonable fee depending on the cost, labour, material and urgency (if applicable) involved in adhering to your request.

If we refuse to provide you with access to your personal information, we will provide you with our lawful reason for the refusal and inform you of any exceptions relied upon under the Privacy Act.

 

Where the personal information is held by another agency we may direct that request to the appropriate agency, as permitted by the Privacy Act.

 

12. Anonymity When Dealing with Liquid IT

 

Liquid IT allows individuals the option not to identify themselves when dealing with us, where practicable. If you decide to interact with Liquid IT anonymously, the products and/or services we are able to provide to you, and/or how we interact with you, may be limited. Even in dealing with us anonymously, we still may collect some of your personal information.

 

13. Cross-border Disclosure

 

Your personal information may also be processed by or disclosed to employees or other third parties operating outside of New Zealand, who work for/alongside Liquid IT in other countries, or by the representatives and employees of Liquid IT’s parent company.

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Liquid IT will take reasonable steps, in the circumstances, to ensure that the overseas recipient has similar safeguards in place to protect your personal information in a way that is comparable to the safeguards in the Privacy Act (“the Required Steps”). This may include Liquid IT having data transfer agreements with its own agencies overseas and third-party agencies overseas, and performing data training for its employees. Liquid IT will also take reasonable steps in the applicable circumstances to ensure that the information disclosed is accurate, up to date, complete, relevant, and not misleading.

 

The Required Steps do not apply if you consent to the disclosure of your personal information to an overseas recipient. To be clear, any overseas recipient may not be required to protect the information in a way that, overall, provides comparable safeguards to those under the Privacy Act. By supplying your personal information to Liquid IT, you consent to the disclosure of your personal information to an overseas recipient (as necessary and lawfully allowed), acknowledge that you are aware that the overseas recipient may not be required to protect your personal information in a way that, overall, provides comparable safeguards to those under the Privacy Act, and agree that the Required Steps do not apply. If you consent to the disclosure of your personal information to an overseas recipient, the overseas recipient will not be accountable under the Privacy Act, and you will not be able to seek redress for breaches by the overseas recipient under the Privacy Act.

Liquid IT, due to the nature of its business, may from time to time send, receive or monitor information outside New Zealand. The nature of such information is limited to business and operational activities as contemplated by this policy. In addition to New Zealand, Liquid IT has related entities currently owned and operating from Australia, the Philippines and the United Kingdom and personal information may be disclosed to these related entities located in these countries.

 

14. Privacy Breach

 

Liquid IT is committed to protecting your personal information. In the event of a notifiable privacy breach, Liquid IT will act in accordance with its obligations under the Privacy Act and any obligations imposed by the Office of the Privacy Commissioner.

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15. Who Should You Contact for Further Information?

 

To contact our Privacy Officer if you have an enquiry or a complaint about the way we handle your personal information, or to seek to exercise any of your privacy rights in relation to the personal information we hold about you, please use the following details:

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Privacy Officer, Liquid IT

Address: B / 200 Bourke Road, Alexandria NSW 2015

Phone: 1300 900 000

Email: isms@orro.group

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If you are dissatisfied with our response, you may direct your complaint to the Office of the Privacy Commissioner.

 

16. How This Policy Changes

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This policy is reviewed on a regular basis and may change from time to time. A current version of this policy is published on Liquid IT’s website or may be obtained free of charge upon request.

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