How We Protect Your Information

Built on Google’s enterprise services

We run our business on Google’s enterprise services. We have chosen to keep our core systems with one provider, so that your confidential information is not spread across many different companies. The fewer organisations that hold your information, the fewer places it can go wrong.

We chose Google because its security is independently audited and certified to recognised international standards, including ISO 27001 and SOC 2, and because it makes clear commitments about how client information is treated.

How we use AI, and how we do not

AI helps us get your details right the first time and spend more of our time on your advice.

• What it does. It helps us read the documents you give us, summarise long statements and meeting notes, and cross-check figures.
• What it does not do. It does not make decisions about you, and it does not give you financial advice.
• A person is always responsible. Your adviser checks what the AI produces before it is used, and remains responsible for the advice you receive.
• It is not used to train AI. Under Google’s enterprise terms, Google does not use your information to train or improve its AI models.

Recording and notes

So that we have an accurate record of what was discussed, our calls and meetings with you may be recorded, transcribed and summarised by Google’s AI. The notes are kept on your client file.

You can ask us not to record. If you would rather a call or meeting was not recorded or transcribed, tell us and we will switch it off. We will take notes by hand instead.

Where your information is kept

• Your documents. The documents you give us through our client portal are stored on Google Cloud servers in Sydney, Australia.
• Email and meeting notes. These are stored in Google Workspace, which may hold them in Google’s data centres outside New Zealand.
• How long. We keep client records for 7 years after our work with you ends, as our record-keeping obligations require, and then delete or securely archive them.

How we keep it safe

• Encryption. Your information is encrypted when it is sent and when it is stored.
• Limited access. Only our own staff can sign in to our systems, and access to client documents is logged.
• Our instructions only. Google processes your information as our service provider, on our instructions, and not for its own purposes.
• If something goes wrong. If a privacy breach is likely to cause you serious harm, we will tell you and the Privacy Commissioner as soon as we can.

Where to read more

Google publishes its own security and privacy commitments. These pages are Google’s, not ours, and explain them in full.

• Google Cloud Trust Center: security, independent audits and compliance certifications.
• Google Cloud Privacy Resource Center: Google’s privacy commitments, including how it handles information used with its AI services.
• Securing AI on Google Cloud: how Google secures its AI services.

Questions, access and corrections

You can ask to see the information we hold about you, ask us to correct it, or ask us not to record a meeting. Our Privacy Policy explains your rights in full.