We care about your privacy.

 We adhere to the Privacy Act 2020 and it’s privacy principles around how we collect, handle and use personal information.

  1. We collect personal information from you, including information about your:

  • name

  • contact and address information

  • personal information (medical, financial, family)

  • business information (if applicable)

  • location

  • records detailing interactions with us e.g. phone calls, emails, texts, letters.

  • billing or purchase information (we pass this on to the Financial Institution)

In situations where we can’t collect the information from you directly, we may collect it from other people in some circumstances. For example:

  • If you give us permission to collect your information

  • If we are collecting the information from a publicly available source (e.g. companies office)

  • If collecting the information would not prejudice your interests

  • If collecting the information from you directly would undermine the purpose of collection.

We collect your personal information for it’s lawful purpose in order to:

  • better understand your financial / medical needs and position in order to put a Financial plan in place for you

  • comply with any legal, governmental or regulatory requirement on us or in connection with legal proceedings, crime or fraud prevention, detection or prosecution

  • check instructions you have provided to us or to resolve dispute

  • provide customer support, to improve the quality of the service we provide and to train our staff;

  • keep you informed (by email, letter, phone, text or in person) of products and services we consider may be of interest to you

    We only collect your information in ways which are lawful, fair and not unreasonably intrusive.

Besides our staff, we share this information with:

  • A product or service provider when implementing any of our recommendations or variations thereof

  • A third party in order to take actions connected to a purpose for collection (e.g. our CRM system to store and hold your information, AI software to help with note-taking and record keeping).

  • Compliance advisers, auditors or claims assessors who may need access to our files (e.g. Strictly Business, our disputes resolution scheme (IFSO), or the Financial Markets Authority)

  • Other professionals such as solicitors, accountants, finance brokers, financial planners (when such services are required to compliment the advice as requested by you).

How we manage our information:

  • We keep your information safe by storing it in a safe and secure location and only allowing certain staff members to access it.

  • We have secure mechanisms in place to ensure your data is kept private and to protect against loss and inappropriate access. We have a secure CRM system which is regularly backed up and stored.

  • Select authorised members of our team have access to your information, in order for it to be readily available if you require information on your policies or the information we hold for you. If you need to update any of your information (such as your contact details), please contact us and we will do this immediately.

Providing some information is optional. If you choose not to enter certain parts of information, we'll be unable to provide specific services.

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’d like to ask for a copy of your information, or to have it corrected, please contact us at hello@solutionsfinancial.co.nz , or 414 4400, or PO Box 302-688, North Harbour. We make available a full copy of your client records at our (reasonable) cost upon request.


AI Policy and Privacy Info

 

Purpose

This policy establishes principles and guidelines for how Solutions Financial Services uses Artificial Intelligence (AI) tools to support its business, ensuring compliance with New Zealand law, Financial Markets Authority (FMA) requirements, ethical standards and client trust.

 

Scope

This policy applies to all directors, advisers, staff, contractors and third-party providers engaged by Solutions, in developing or managing AI systems within the business.

 

Principles

  • Compliance

    All AI systems must comply with New Zealand laws, including the Privacy Act 2020, Financial Markets Authority (FMA) guidelines, Reserve Bank of New Zealand (RBNZ) regulations and relevant financial services legislation.

  • Transparency and Explainability

    AI decisions impacting customers must be transparent and explainable. The business will ensure stakeholders can understand how AI systems arrive at decisions affecting financial outcomes.

  •  Data Privacy and Security

    Personal and sensitive data used in AI systems will be managed in line with privacy laws and data security best practices to prevent unauthorised access, breaches or misuse.

  • Oversight

    AI systems will not replace human judgement in critical decision-making without appropriate human oversight and intervention mechanisms. 

Governance

  • Regular audits and reviews of AI systems will be implemented to ensure compliance, accuracy and fairness.

 

 

Training and Awareness

  • Ongoing training will be provided for staff on appropriate AI use, regulatory requirements and risk management.

  • Awareness will be promoted across the business about the potential benefits and risks associated with AI.

 

Incident Management

  • Processes will be defined for reporting, investigating and remediating incidents related to AI system failures, bias detection or data breaches.

  • Solutions will communicate transparently with affected stakeholders in case of significant AI-related issues.

Continuous Improvement

  • Solutions is committed to staying updated with emerging AI technologies, regulatory changes and best practices.

 

Review

  • This policy will be reviewed annually, or sooner if there are significant regulatory, technological or business changes.