This statement applies to personal information collected by Sweetman Law Limited. Personal information is any information about an identifiable person (a natural person).

Collection of Personal Information

We may collect personal information from you, including but not limited to:

1. contact details;

2. date of birth;

3. gender;

4. financial details;

5. employment information;

6. identity documents;

7. account details.

How do we collect Personal Information?

You may provide personal information directly to us, including via the website and any related service, through our on-boarding process, or through contact and communication with us. Information may also be collected by RealAML for the purposes of identity verification under the Anti-Money Laundering and Countering Financing of Terrorism Act 2009.

We may collect information from third parties when you have authorised us to do so, or where the information is in the public domain.

How will we use your Personal Information?

We will use your personal information in various circumstances, not limited to and including the following:

1. to verify you identity;

2. to meet the New Zealand Law Society’s requirements for providing services;

3. to comply with the Anti-Money Laundering and Countering Financing of Terrorism Act 2009 (“AML”);

4. to deliver and provide services to you;

5. to invoice you and to collect money that you owe us;

6. to authorise and process transactions;

7. to communicate with you;

8. to protect and/or enforce Sweetman Law Limited's legal rights and interests;

9. for any other purpose authorised by you or the Privacy Act 2020.

When will we Disclose Your Personal Information?

We may disclose your personal information to:

1. any third parties we have engaged on your behalf to assist to provide you with our legal service;

2. any other person or agency authorised by you.

We may also be required to disclose your personal information where:

1. there is a legal or professional duty to disclose the information; or

2. to comply with legal or regulatory obligations or requests, such as under the Anti-Money Laundering and Countering Financing of Terrorism Act 2009.

Protecting Your Personal Information

While we take reasonable steps to maintain a secure website, if you provide us with personal information over the internet, the provision of that information is at your own risk.

We will take reasonable steps to keep your personal information safe and we will comply with the Privacy Act 2020.

We apply appropriate technical and organisational safeguards to protect all personal information, including biometric data (via our agent RealAML), from unauthorised access, use, or disclosure.

Use of Artificial Intelligence (AI)

We use generative Artificial Intelligence (AI) tools, including Microsoft 365 Copilot and Google Gemini, to support internal research, drafting, and productivity. These tools are used under strict governance controls and do not process personal or confidential client information unless hosted within our secure Microsoft 365 and Google Workspace environments.

We do not use AI to make automated decisions about clients. Any AI-assisted outputs are reviewed by a qualified staff member before use.

We are committed to the responsible use of AI in line with the Ministry of Business, Innovation and Employment’s Responsible AI Guidance for Businesses, including principles of transparency, accountability, and data protection.

We also use RealAML, which may use AI-powered biometric verification (e.g., facial recognition and liveness detection) to confirm identity. This is done solely for AML compliance and fraud prevention, and is subject to strict privacy and security controls.

Use of Biometric Information

As part of our obligations under the Anti-Money Laundering and Countering Financing of Terrorism Act 2009, we may verify your identity using biometric information (e.g., facial recognition) through our third-party provider, RealAML. This biometric data is used solely for identity verification purposes and is processed in accordance with the Biometric Processing Privacy Code 2025. You will be informed and asked for your consent before any biometric data is collected, and alternative verification methods are available upon request.

For further information please refer to our Biometric Compliance Statement or contact us.

Breach Notification

If there is a breach of privacy involving your personal information, we will comply with any legal obligations pursuant to the Privacy Act 2020.

Accessing and Correcting Your Personal Information

You have the right to ask for a copy of any personal information we hold about you, and to ask for it to be corrected if you think it is wrong. If you would like to ask for a copy of your information, or to have it corrected, please contact us at reception@sweetmanlaw.co.nz.

If you require further information on the Privacy Act 2020, the Privacy Commissioner's website has useful guides (www.privacy.org.nz).

Queries or Complaints in relation to Australian Personal Information

If you have any queries or complaints about our collection, use or storage of your personal information (including a complaint relating to any failure by us to comply with our obligations under the credit reporting provisions of the Privacy Act 1988 (Cth) or under the Credit Reporting Privacy Code), or if you wish to exercise any of your rights in relation to your personal information, please contact reception@sweetmanlaw.co.nz and address your email to The Privacy Officer. We will investigate and attempt to resolve any such complaint or dispute regarding the use or disclosure of your personal information. If you are dissatisfied with the handling of your complaint, you may contact the Office of the Australian Information Commissioner or Australian Financial Complaints Authority (AFCA):

Office of the Australian Information Commissioner

GPO Box 5218, Sydney NSW 2001

Telephone: 1300 363 992
Mail: GPO Box 5218 Sydney NSW 2001
Fax: +61 2 9284 9666
Email: enquiries@oaic.gov.au