Robinson Legal (referred to in this privacy policy as "we", "our" or "us") is a sole principal law firm pursuant to the Lawyers and Conveyances Act 2006, comprising Marty Robinson and a team of employed lawyers and support staff managed and supervised by Marty. Robinson Legal is bound by the Privacy Act 2020. We acknowledge that personal information about you is given in trust and confidence, and as such, the privacy and protection of your information is of absolute importance to us.
This policy explains how we collect, hold, use, disclose, and protect your personal information. This policy also informs you of your
rights in relation to your personal information.
We may update or revise this privacy statement from time to time, changes will be published on this website.
We collect, use and store personal information necessary to effectively provide legal services, to:
We will not use personal information for any other purposes without your consent unless we are required to do so by law. We will also generate personal information about you when we carry out services you have engaged us to provide.
As far as possible, Robinson Legal will collect personal information from you directly.
Depending on the nature of the legal services we are providing, we may also collect this type of information indirectly from a person you have authorised us to collect information from. Indirect collection is used to aid the timeliness and quality of our legal advice. Some examples of third parties we may collect information from are the AML/CFT Supervisors, the Ministry of Justice (including legal aid and/or the courts), the Police, Corrections, parties to your case, expert witnesses, or others who may hold information associated with your legal matter. We ensure you are aware and agree to this via our Standard Terms of Engagement and/or your instructions.
If we are providing you with legal services and you do not wish to provide us with personal information or allow us to obtain your personal information from a third party, this could affect our ability to provide you with legal services. As appropriate, we will discuss this with you, so you understand the consequences of your decision.
We also collect information from publicly available sources.
We currently use Google Analytics, a tool for web analytics. We collect non-identifying statistical information about visits to our website and any publications. Those statistics allow us to assess the number of visitors to different sections of the website and publications, identify what information is of interest, monitor system performance, and help us make the website and publications more useful to visitors. Only authorised personnel have access to this data.
We are also likely to use a technology commonly referred to as cookies. Cookies are small text files that are placed in your browser by the website you visit. They are widely used to help users navigate websites efficiently, to perform certain functions on the sites, and/or to provide site owners with information about how their sites are used.
Robinson Legal has a presence on social media via sites such as LinkedIn, or others we may use to promote our services. We may also have links on our website to third party sites. These sites have their own privacy policies and may track your use of our website on those pages where their links are displayed via cookies. If you are logged into those services (including any Google service) while using our site, their tracking will be associated with your profile with them.
Most web browsers are set to accept cookies. If you do not wish to receive cookies from Robinson Legal you can set your browser to refuse them or to warn you when you are about to receive one. Turning off cookies will not affect your ability to use this site. www.allaboutcookies.org
In connection with the purposes specified above, we may disclose your personal information to:
Robinson Legal staff may have access to your personal information. Staff are made aware of their obligations under the Privacy Act 2020 and other relevant legislation and understand the confidential (and as relevant, legally privileged) nature of such information and the steps we take to keep it secure.
In our provision of legal services, we will generally be able to communicate with you using the means you nominate, email, post or phone. However, we are by and large unable to use social media accounts to communicate with you and we may not receive information you send us via social media. The security of your personal information is at your own risk if you choose to use the medium.
If documents need to be sent to you and you provide us with an email address, we will use this, unless you instruct otherwise. Please ensure you have taken steps to help the security of this communication e.g. using a strong password, accessing via a device that is your own and not in public.
If only a physical address is provided, correspondence will be sent there noting the confidential (and legally privileged) nature of the content. But please be aware that Robinson Legal is unable to prevent others from opening physical correspondence, so please bear this is mind when nominating a physical address for delivery.
Robinson Legal may store your personal information in hard copy or electronic form and will do so securely in accordance with the law.
We use third party providers to store and process our data.
We use Microsoft Office 365 for our email and other office applications. We store personal information we collect and generate electronically in the cloud on Microsoft OneDrive. We are satisfied that Microsoft has adequate security and privacy safeguards in place to protect information it holds on our behalf. Security passwords are used to limit access to these Microsoft facilities. Further information about Microsoft’s privacy and security can be found here: Microsoft OneDrive Security
Aunoa, a cloud-based client management system, is used for most of our litigation matters. Personal information will frequently be stored within Aunoa. Aunoa uses cloud services provided by Amazon Web Services and Atlassian for the purpose of maintaining ongoing service and data security. Data is held in a Sydney-based data centre: https://aws.amazon.com/compliance/data-center/data-centers/. Aunoa includes built-in DDoS mitigation and DNSSEC threat-detection technology which protects data from malicious attacks around the globe. Additionally, all data transfers are encrypted in transit, preventing access by third parties during usage.
All staff devices are password protected and security software is utilised which includes anti-virus and firewall protections.
Our other third-party service providers deliver business support functions. For example, we use Xero for accounting services and a local provider for IT support. They are subject to the Privacy Act 2020.
Live hardcopy files are stored onsite at Robinson Legal’s offices, which are locked when no staff are on site and only accessible with security cards and physical keys out-of-hours. Staff are also briefed on how to help ensure file security when physical files need to be taken out of the office for any reason. Archived files are stored at a secure private third-party site in Wellington.
You have the right to access and correct any personal information held about you in accordance with the Privacy Act 2020. Robinson Legal endeavours to ensure that the personal information held is accurate, complete and up-to-date. But we encourage you to contact us to correct any personal information held about you. Our contact details are set out below. A fee may be charged for reasonable costs incurred by us for providing access to your personal information. If a fee is to be charged, we will advise you of any costs in advance.
We retain your personal information for 10 years unless we advise you otherwise.
Privacy Officer: Sarah Mann sarah@robinsonlegal.nz 0210444523
