Admin and Accounting Solutions Ltd · Last updated Nov 2, 2026

Admin and Accounting Solutions Ltd is committed to protecting your privacy. This statement explains how we collect, use, store, share and protect personal information in line with the Privacy Act 2020 and its Information Privacy Principles.

What information we collect

We collect only the personal information we need to provide our services and meet our legal obligations. This may include:

• Contact details: name, phone number, email address, and postal and physical addresses

• Identity information: date of birth, and passport or driver licence details used to verify your identity

• Tax and financial information: IRD numbers, bank account details, financial records, invoices, receipts and other business records

• Payroll information: details about your employees, such as names, IRD numbers, pay rates, tax codes, KiwiSaver details and bank accounts

• Billing information: details of the services we provide to you and the payments you make

Some of this information may be about people other than you, such as your employees, business partners or family members. Where you provide it, you confirm you are authorised to do so.

How we collect it

We usually collect personal information directly from you, for example through our online onboarding system, by email or when you share access to your accounting software.

We may also collect information from other sources when you authorise us to, or when it is needed to provide our services. These include Inland Revenue, your bank, your other professional advisers and identity verification services.

When we collect information about a person from someone else, we take reasonable steps to make sure that person knows we hold it, as required by the Privacy Act 2020. For example, if you give us your employees' details for payroll, we ask you to let them know that we will hold and process their information on your behalf.

How we use it

We use personal information to:

• provide the bookkeeping, payroll, GST and other services you ask us for

• verify your identity and assess your application for our services

• meet our legal and regulatory obligations, including anti-money laundering and countering financing of terrorism (AML/CFT) requirements and checks against sanctions lists

• communicate with you and respond to your enquiries, concerns and complaints

• send you invoices and collect money owed to us

• protect our interests, for example, if needed, by registering a security interest on the Personal Property Securities Register

• send you information about our services, where you have agreed to receive it

• any other purpose we tell you about when we collect the information, or that you agree to

We do not sell your personal information.

Who we share it with

We share personal information only where it is needed for the purpose we collected it, where the law requires it, or where you authorise us to. This may include:

• Inland Revenue, the Companies Office and other government agencies, when we file returns or act on your behalf

• your other professional advisers, such as your accountant or lawyer

• the software and service providers described below

• subcontractors (if any) who help us deliver our services

• debt collection agencies and legal advisers, if fees remain unpaid

• government agencies or others where we are required to disclose information by New Zealand law

We require anyone we share information with to keep it confidential and to protect it to standards consistent with the Privacy Act 2020.

Software, cloud and AI tools

We use trusted third-party software and cloud-based services to deliver our services. These include accounting and payroll software, our client onboarding system, document storage, email, and artificial intelligence (AI) tools that help our staff work efficiently.

These providers store or process information on our behalf and may not use it for their own purposes. When we use AI tools, we use business versions whose terms do not allow the provider to use your information to train its models. We limit the personal information we enter into AI tools to what the task requires, and our staff review all AI-assisted work before it is relied on or provided to you.

Some of these providers store or process information outside New Zealand, for example in Australia or the United States. We choose providers that protect information to standards comparable to those in the Privacy Act 2020.

How we protect and keep it

We take reasonable steps to protect personal information from loss, misuse and unauthorised access. These include password-protected and access-controlled systems, limiting access to staff who need it, and secure cloud storage.

We keep personal information only for as long as we need it, or as long as the law requires. We do not keep physical copies of your business records. Your financial records are held in accounting software, such as Xero, and you are responsible for keeping them for seven years as New Zealand tax law requires. We keep our own records, such as engagement, billing and identity verification records, only for as long as we need them or the law requires, including AML/CFT record-keeping periods. After that, we securely destroy or delete the information.

Privacy breaches. If a privacy breach involving your information has caused, or is likely to cause, serious harm, we will notify you and the Office of the Privacy Commissioner as soon as practicable, as required by the Privacy Act 2020.

Marketing and testimonials

With your consent, we may send you emails or other messages about our services, updates and events, in line with the Unsolicited Electronic Messages Act 2007. Every marketing email includes an easy way to unsubscribe, and you can opt out at any time by contacting us. We do not share your details with other organisations for their marketing.

We will still send you messages about the services you receive from us, such as invoices, reminders and updates on your work.

We may publish client testimonials, including on social media. We will always ask for your consent before publishing a testimonial with your name or other identifying details.

Accessing and correcting your information

You have the right to ask for a copy of the personal information we hold about you, and to ask us to correct it. Contact our Privacy Officer using the details below. We will respond within 20 working days, as the Privacy Act 2020 requires.

We may refuse access in some circumstances allowed by the Act, for example where the information relates to anticipated legal proceedings or the request is frivolous or vexatious. If we refuse, we will tell you why in writing, unless it would be unreasonable to do so.

If we decline to correct your information, you can ask us to attach a statement of the correction you requested.

Complaints. If you have a concern about how we have handled your personal information, please contact our Privacy Officer first so we can try to resolve it. If you are not satisfied, you can complain to the Office of the Privacy Commissioner at www.privacy.org.nz or 0800 803 909.

Contact us

Privacy Officer: Joanne Martin

Email: info@adminsolution.co.nz

Telephone: 07 578 3510

Postal address: 6b Mansels Road, Greerton, Tauranga 3112

We may update this privacy statement from time to time. The latest version will always be available on our website.