Privacy Policy

This Privacy Statement explains how Runacres Insurance (we, us, our) collects, stores, uses, and shares your personal information. This Privacy Statement applies to our clients, prospective clients, employees, job applicants, contractors, suppliers, and other individuals whose personal information we may collect in the course of our business.

By asking us to assist you with your insurance needs, applying for employment with us or through your provision of services or supply of products to us, you consent to us collecting, storing, using, and sharing your personal information as set out below.

Our contact details are set out at the end of this Privacy Statement.

What information do we collect and how do we collect it?

We will collect and hold personal information that you provide, or that you authorise us to obtain from other sources, in accordance with the Privacy Act 2020.

Personal information includes, but is not limited to:

• Contact information, including your name, phone number, email address, date of birth, and address
• Risk information, including information required to advise you about your insurance needs and management of risk, which may include (depending on the type of insurance) health information and your criminal history
• Claims information, including information about loss(es) you have suffered to assist you in making a claim under your policy(ies).
• Claims history, including your history of insurance claims, which may be relevant in assessing your insurance needs and obtaining quotations;
• Transaction and financial information, including details about payments to and from you, bank account details for refunds or payments, and other details of products and services you have purchased from us
• Marketing information, such as your preferences for receiving marketing communications from us
• Employment or business information, including information about your employment (or prospective employment), occupation or business activities, to assess commercial or group insurance needs and manage employer-sponsored policies
• Vehicle details and drivers licence information, including vehicle registration details, ownership information, and drivers licence details, to arrange and manage motor vehicle insurance and process motor-related claims.
• Opinions, assessments or notes about you, including professional opinions or assessments made about you by insurers, loss adjusters, or other parties, to assist with claims assessment and management

We also collect personal information about you indirectly (that is, from sources other than you). 

For example, we may collect your personal information from:

• another insured if they arrange an insurance policy which also covers you;
• the motor vehicle register to obtain details of vehicles and confirmation of vehicle ownership; or
• insurers, claims managers, or loss adjusters in connection with the handling of your claim.

Where you are acting as a representative for another person (such as a company, trust, or family member), we may collect your personal information to engage with you in that capacity, as well as personal information about the person you represent.

Why do we collect your personal information?

We will only collect your personal information where it is necessary to enable us to operate our business, provide you with advice and service in relation to your risk and insurance needs, to manage and maintain our relationship or if required by law.

This may include:

• Evaluating your individual circumstances and insurance needs, and advising you of suitable insurance solutions
• Obtaining quotations for your insurance
• Arranging, maintaining, or altering your insurance policies
• Managing and processing claims under your insurance policies
• Managing and maintaining our relationship with you, including for billing and payment purposes
• Sending you requested product information and promotional material
• Notifying you about new services, special offers, events, or articles that we think will be of interest to you
• Helping us improve our services and resolve any problems
• Complying with legal and regulatory requirements
• Training our staff and for quality assurance purposes
• Internal reporting, budgeting, and business analysis
• Managing complaints and potential claims against our business
• Preventing fraud and verifying information
• Communicating with you about your insurance arrangements
• For employment purposes (including prospective employment) and to comply with internal employment policies
• For other specified purposes we notify you of, or which you authorise.

What if you do not provide personal information to us?

It is not compulsory for you to provide us with your personal information. However, if you choose not to provide some or all of the information we request, we may be unable to provide you with appropriate advice or services, or continue our relationship with you.

When you enter into a contract of insurance, you have a legal duty to disclose to the insurer all facts that are material to the risk. This includes all information you know, or could reasonably be expected to know, that would influence their decision to insure you, and if so, on what terms. If you do not provide all relevant information (including personal information), your insurer may refuse to pay a claim and/or treat your policy as though it never existed.

Who do we collect your personal information from and provide it to?

We do not sell, trade, or rent your personal information to others.

In the course of our dealings with you, we may need to collect your personal information from and provide your personal information to, third parties located in and outside of New Zealand. Specifically, we may disclose your personal information if it is in connection with the purposes set out in this Privacy Statement, it is required or authorised by you or a third party on your behalf or it is required or authorised by law or regulation.

We may exchange information with these parties at any stage of our relationship with you. If you are a client, this may include during pre-placement and quotation, placement and binding, policy administration, claims handling, and renewal or variation of your insurance.

Examples of third parties with whom we may exchange your personal information include:

• Insurers, to obtain quotes, place cover, administer and renewal your insurance policies. Including but not limited to those listed here.
• Other insurance brokers or intermediaries, where relevant to the placement or administration of your insurance (for example, where a specialist broker is involved).
• Reinsurers, as required by insurers in connection with your policy.
• Claims managers, loss adjusters, repairers, and valuation providers, to assess, manage and settle claims on your behalf.
• Service providers, professional advisers and contractors, such as IT service providers, medical professionals, repairers, lawyers and accountants to obtain advice, manage disputes, or support claims and litigation matters.
• AUB Group (our parent company), for internal reporting, compliance, IT support, business operations, and to support the services we provide to you.
• Referral partners, in connection with referrals to or from our business.
• Other companies, in the event of a corporate sale, merger, reorganisation, dissolution, or similar event.
• Private investigators, to investigate claims or verify information where necessary.
• Recruiters (in respect of employee information), to support our recruitment processes.
• Professional indemnity insurers, to support our own insurance arrangements and respond to potential claims.
• Third parties involved in claims (including witnesses and at-fault parties), to assess and manage claims.
• Regulatory and government agencies, to comply with our legal and regulatory obligations (including under the Anti-Money Laundering and Countering Financing of Terrorism Act 2009).
• Publicly available sources, including the Companies Office register and other public registers.

Given the number of insurers and other third parties with whom we routinely exchange personal information, it is not practicable to list each one individually. However, a list of these parties, including their names, contact details and specific locations, is available on request. Please contact us using the details at the end of this Privacy Statement if you would like this information.

The third parties listed above may also collect your personal information indirectly from us, or from each other and may disclose your personal information to their own reinsurers, service providers, professional advisers, sub-contractors or other parties where necessary to provide services in connection with our relationship with you. By providing your personal information to us, you acknowledge that these third parties may collect your personal information indirectly (from us or from each other) and that this Privacy Statement serves as notification of that collection.

We may also use and disclose your personal information for a secondary purpose related to a purpose for which we collect it, where you would reasonably expect us to do so. For example, we may disclose your personal information to third party service providers so that they can provide certain contracted services to us, such as information technology support or programming, hosting services, telephone services, mailing or sending of documents to you digitally or otherwise.

Overseas disclosures

Some of the third parties with whom we share your personal information are located outside New Zealand. These overseas recipients may be located in Australia, the United Kingdom, the United States, Asia, Europe, or other jurisdictions where our insurance partners and service providers operate.

We take reasonable steps to ensure that overseas recipients of your personal information are subject to comparable privacy safeguards before disclosing your information. This may include entering into contractual arrangements that require the recipient to protect your information in accordance with standards comparable to New Zealand privacy law.

Where we cannot establish that an overseas recipient is subject to comparable privacy safeguards through their local laws or contractual arrangements, we will seek your authorisation before disclosing your information to them. You should be aware that these recipients may not be required to protect your personal information to the same standard as New Zealand law requires, and you may not have the same rights or remedies available to you as you would under New Zealand law.

You have the right to decline authorisation to the disclosure of your personal information to overseas recipients who are not subject to comparable privacy safeguards. If you wish to decline or discuss this, please contact us using the contact details provided below. However, if you do not provide such authorisation, we may be unable to provide you with certain products or services that require involvement of overseas insurers, underwriters, or service providers.

How do we store your personal information?

We generally hold personal information in electronic format, which we store either within our own internal systems and applications, or using third-party data processors and data storage providers. We may otherwise hold your personal information in hard copy form, which is stored in our offices.

We have put in place a range of electronic security and access measures to prevent your personal information from being accidentally lost, used, or accessed in an unauthorised way, altered, or disclosed. We limit access to your personal information to employees and contractors of Runacres Insurance who need it for legitimate business purposes.

Should we suffer a data breach that is likely to cause you serious harm, we will advise you as soon as practicable and report the breach to the Privacy Commissioner.

Our retention of your personal information

The length of time we keep your personal information depends on what it is and whether we have an ongoing business need to retain it. We will retain your personal information for as long as we have a relationship with you and for a period of time afterwards where we have an ongoing business need to retain it, in accordance with our internal retention policies and applicable legal requirements. Following that period, we will make sure it is deleted or anonymised.

How can you access or update your personal information?

You have rights under the Privacy Act 2020 to access, update, and correct your personal information held by us or by any of the third parties identified in this Privacy Statement. To access or correct your personal information held by us, please contact us using the details below or by contacting your usual Runacres Insurance broker. To access or correct information held by other parties, please contact them directly – we are happy to provide you with their contact details where available.

Upon receipt of your written request and enough information to allow us to identify you, we will provide you with the personal information we hold about you. We will also correct, amend, or delete any personal information that we agree is inaccurate.

Updates to our Privacy Statement

We may make changes to this Privacy Statement from time to time, and it is important that you review it regularly. Any change to this Privacy Statement will become effective when we publish the revised Privacy Statement on our website.

By continuing to ask us to assist you with your insurance needs, or by your continued provision of services or supply of products to us, you agree that our most recent Privacy Statement (as shown on our website) applies to our collection, storage, use, and sharing of your personal information.

Tell us what you think

We welcome your questions and comments about privacy. If you have any questions about this Privacy Statement or how we handle your personal information, please contact us at:

Runacres Insurance
Level 3, 351 Lincoln Road, Addington, Christchurch 8024
03 379 1001
office@runacres.co.nz

1. Introduction

RUNACRES INSURANCE is committed to protecting the privacy of individuals’ personal information. This  Privacy Policy sets out the principles that RUNACRES INSURANCE will follow in collecting, using, holding,  disclosing and otherwise managing personal information. 

“Personal information” is the information about an individual which identifies or is capable of identifying that  individual, including but not limited to, names, addresses, email and other contacts, employment, claims, or  criminal history. 

RUNACRES INSURANCE is bound by the Privacy Act 2020 (Act) including the principles and codes that are  associated with the Act. 

2. Collection of Personal Information

RUNACRES INSURANCE may collect personal information about an individual in a variety of ways, including when  an individual interacts with RUNACRES INSURANCE in person or electronically, for example when an individual  accesses our website. 

RUNACRES INSURANCE will only collect personal information about an individual where the information is  reasonably necessary for one or more of our functions or activities. The kinds of personal information collected  and held, how that information is collected and held and the purposes for which that information will be  collected, held, used and disclosed will depend on the circumstances. 

Examples of instances where personal information may be collected by RUNACRES INSURANCE include: 

1. collecting personal information from clients of our members for the purposes of enabling proper  referrals to assist that client; and 
2. collecting personal information from individuals who enter into service agreements, joint venture  agreements or other transactions with RUNACRES INSURANCE and/or our members for the purpose of  providing serves and administering those agreements. 

Examples of the kinds of personal information RUNACRES INSURANCE may collect and hold include: 

1. name; 
2. address;
3. phone number;
4. email address;
5. information about assets or liabilities to be insured;
6. information from enquiries made;
7. communications between RUNACRES INSURANCE and an individual; and
8. physical and personal risk profile, insurance policy, and other related information.

RUNACRES INSURANCE will take reasonable steps to ensure that the personal information that is collected, used  or disclosed by it is complete and up to date. RUNACRES INSURANCE will only collect personal information about  an individual from that individual unless it is unreasonable or impractical to do so. 

3. Use of Personal Information

RUNACRES INSURANCE may use and/or disclose your personal information for a secondary purpose if that  secondary purpose is directly related to the purpose of collection. For example, personal information may be  disclosed to other service providers of RUNACRES INSURANCE , including, but not limited to insurers, lawyers,  loss adjusters, broker network managers, investigators and health service providers. 

RUNACRES INSURANCE may also disclose your personal information: 

• • if RUNACRES INSURANCE are directed to do so by government authorities including, but not limited to  the Police, or Inland Revenue Department, or in order to comply with the law or any statutory request;
  • to a third party if you have given RUNACRES INSURANCE written consent or authorisation to do so;  and/or 
  • to a third party such as marketing or research agencies. 

Where personal information is used for research or product development or marketing purposes, RUNACRES INSURANCE will ensure that the public information does not identify an individual. 

Additionally, where you have procured services from RUNACRES INSURANCE or its member and authorised  agent, may disclose your personal information to: 

• • any person authorised by you; 
  • a financier whose name appears on your policy (for the purpose of confirming the currency of your  policy or to confirm if the financier has a current interest); 
  • an insurer who is providing your insurance (for the purpose of confirming your personal and insurance  details, and providing and administering your insurance policy including any claims made under the  insurance policy); 
  • another person named as a co-insured on your policy (for the purpose of confirming if full disclosure  has been made to RUNACRES INSURANCE ); 
  • an organisation who provides you with banking facilities (for the purpose of confirming payments made  by you to RUNACRES INSURANCE ); 
  • an airline, medical practitioner, treating doctor or emergency assistance provider (to establish your  medical status and fitness to travel); 
  • a dispute resolution organisation (for the purpose of resolving disputes between RUNACRES INSURANCE and you or between RUNACRES INSURANCE and a third party); 
  • a family member, in the case of a medical emergency; 
  • a related company or agent that provides computer hosting and support services; 
  • a mailing house, records management company or technology service provider (for printing and/or  delivery of mail, including secure storage and management of RUNACRES INSURANCE records);
  • RUNACRES INSURANCE related entities, so that RUNACRES INSURANCE and/or its member may offer  you other products and services; 
  • a company to conduct surveys on RUNACRES INSURANCE ‘ behalf for the purposes of improved  customer services and/or; 
  • an insurance reference bureau (to record any claims you make upon an insurance policy purchased  through RUNACRES INSURANCE and/or its member). 

Further, in the event of a claim, RUNACRES INSURANCE or a RUNACRES INSURANCE authorised agent or member  may disclose your personal information: 

• • to a repairer or supplier (for the purpose of repairing or replacing your insured items); 
  • to an investigator, assessor, government authority, medical practitioner, hospital or other professional  adviser (for the purpose of investigation or assessing your claim); 
  • a lawyer or recovery agent (for the purpose of defending an action by a third party against you or  recovering RUNACRES INSURANCE ‘ costs including your excess); and/or 
  • to another party in a claim (for the purpose of obtaining a statement from them or seeking recovery  from them or to defend an action by a third party). 

Personal information about you may also be sought and obtained by RUNACRES INSURANCE from the above  people or organisations, and you authorise RUNACRES INSURANCE to obtain personal information from these  sources. 

4. Security of Personal Information

RUNACRES INSURANCE will take reasonable steps to ensure that the personal information that it holds is  protected from misuse, interference and loss and from unauthorised access, modification and disclosure. 

RUNACRES INSURANCE will also take reasonable steps to ensure that personal information it holds that is no  longer necessary for the disclosed purpose is destroyed or permanently de-identified, subject to any legal  obligation to keep the personal information for any required period.

In accordance with the Privacy Act 2020 – RUNACRES INSURANCE are obligated to notify both the Privacy Commissioner and any affected individuals of any notifiable privacy breach as soon as practicable after becoming  aware of the breach. The process to be done through the Enterprise Risk Management (ERM).

5. Access to, Updating and Correcting Personal Information

Under the Privacy Act 2020 you have the right to access and correct your personal information. In accordance with the Privacy Act 2020 RUNACRES INSURANCE will: 

• • Give you the opportunity to access the personal information RUNACRES INSURANCE hold about you, and correct any errors in this personal information, generally without restriction or charge. You may request access to your personal information by contacting RUNACRES INSURANCE at the address shown  at the end of this Privacy Policy. 
  • Provide RUNACRES INSURANCE dispute resolution procedures to you, should you wish to complain about how RUNACRES INSURANCE handle your personal information.

RUNACRES INSURANCE ‘ aim is to have accurate and up-to-date information. When you receive policy schedules, renewal notices or other documents from RUNACRES INSURANCE , you should contact RUNACRES INSURANCE if you consider the information is not correct. Where reasonably possible and appropriate, RUNACRES INSURANCE will correct the information on RUNACRES INSURANCE ‘ systems or held on file or note your request to correct  the information on our systems or files. 

If you have a complaint or want more information about how RUNACRES INSURANCE is managing your personal information, please contact the Privacy Officer. For security reasons, any request for details of personal  information held by RUNACRES INSURANCE must be made in writing. 

6. Amendment of Privacy Policy

RUNACRES INSURANCE may amend this Policy from time to time. 

7. Intranet and Website

This Policy as amended from time to time is to be placed on the RUNACRES INSURANCE website and is also  available upon request. 

8. Concerns, Queries and Complaints

If a person has any concern, query or complaint about:

• • any personal information that may have been collected, used or disclosed by RUNACRES INSURANCE ;
  • this Privacy Policy; or
  • a breach of the Privacy Act 2020, its principles and codes,

they are to be referred to the Privacy Officer of RUNACRES INSURANCE . 

RUNACRES INSURANCE takes complaints very seriously and will respond shortly after receiving written notice of  the complaint. 

Contacting the RUNACRES INSURANCE Privacy Offer: 

• • Tasha Brobyn 
  • Telephone: (03) 379 1001 
  • Email tasha@runacres.co.nz 

Contacting our dispute resolution service: 

• • Financial Services Complaints Ltd 
  • PO Box 5967 Wellington 6011 
  • Telephone: (04) 472 3725 
  • Email complaints@fscl.org.nz or info@fscl.org.nz 
  • Website www.fscl.org.nz