Privacy Policy

Jacobs Florentine ("we", "us", "our") is committed to protecting your privacy. This policy explains how we collect, use, store, and disclose personal information in accordance with the Privacy Act 2020, and applies to information collected through our website, in person, by phone, and by email.

Information We Collect

Depending on your dealings with us, we may collect:

Contact details, such as your name, address, phone number, and email address
Information you provide when instructing us on a legal matter, such as property, trust, estate, employment, or business details
Financial information relevant to your matter, such as bank account details for conveyancing or trust settlements
Identification information required to meet our legal obligations, including anti-money laundering and counter-terrorism financing checks
Information submitted through our website contact form
Technical information such as your IP address and browsing behaviour when you visit our website

How We Collect Information

We usually collect personal information directly from you, whether through our website contact form, in person, over the phone, or by email. In some cases, we may collect information from third parties, such as other parties to your transaction, real estate agents, banks, government agencies, or other lawyers, where relevant to your matter. Where we do, we will take reasonable steps to make you aware of this.

Why We Collect Your Information

We collect personal information to:

Provide legal advice and services relevant to your matter
Verify your identity, as required under the Anti-Money Laundering and Countering Financing of Terrorism Act 2009
Communicate with you about your matter
Manage our billing and accounts
Comply with our legal and regulatory obligations as a law firm
Respond to enquiries made through our website
Improve our website and services

Use and Disclosure of Information

We will only use your personal information for the purpose it was collected, or a directly related purpose. We do not sell your personal information.

We may disclose your information to:

Other parties involved in your transaction (for example, the other party's lawyer, a bank, or a real estate agent), where necessary to progress your matter
Government agencies, such as Land Information New Zealand or the Companies Office, where required to complete your matter
Our professional advisers, such as accountants or auditors, where necessary
Regulatory bodies, including the New Zealand Law Society, where required by law
Service providers who support our practice, such as IT and document management providers
We will not disclose your personal information to any other third party without your consent, unless required or authorised by law.

Storage and Security

We take reasonable steps to keep your personal information secure, including physical, electronic, and procedural safeguards. Client files and records may be stored in physical form at our office or electronically, including with New Zealand or overseas-based service providers who host our practice management and document systems. Where information is held or processed overseas, we take reasonable steps to ensure it is protected to a standard comparable to the Privacy Act 2020.

Retention

We retain personal information for as long as necessary to provide our services, meet our professional obligations as lawyers, and comply with legal and regulatory record-keeping requirements. Client files are generally retained for the period required by the Law Society's rules before being securely destroyed or deleted.

Access and Correction

Under the Privacy Act 2020, you have the right to ask for access to the personal information we hold about you, and to ask us to correct it if you believe it is inaccurate, incomplete, or out of date. To make a request, please contact us using the details below. We will respond within the timeframes required by law.

Our Website

Our website may use cookies or similar technology to help it function and to understand how visitors use the site. You can adjust your browser settings if you do not wish to accept cookies. Our website may also contain links to other websites; we are not responsible for the privacy practices of those sites.

If you contact us through our website form, the information you provide is used solely to respond to your enquiry.

Complaints

If you have a concern about how we have handled your personal information, please contact us first so we can address it. If you are not satisfied with our response, you may contact the Office of the Privacy Commissioner:

Website: www.privacy.org.nz Phone: 0800 803 909

Changes to This Policy

We may update this policy from time to time to reflect changes in our practices or the law. The latest version will always be available on our website.

If you have any questions about this policy or how we handle your personal information, please contact us:

Jacobs Florentine 500 Main Street, Palmerston North PO Box 12058, Palmerston North 4444 Phone: (06) 358 8129 Email: info@jfl.co.nz

This policy was last updated in July 2026.