Privacy Policy

Effective date: 24 July 2026

Oxen (“Oxen”, “we”, “us” or “our”) provides accounting, taxation and business advisory services to clients in New Zealand. This Privacy Policy explains how we collect, use, store, disclose and protect personal information when you visit our website, contact us, book a discovery call, or engage us for services. It is intended to comply with the New Zealand Privacy Act 2020.

By using our website or providing us with personal information, you agree to the collection and use of information in accordance with this Policy. If you do not agree, please do not use our website or provide us with your personal information.

1. Information we collect

We collect personal information in the following ways:

1.1 Information you give us directly

• Contact details such as your name, business name, email address and phone number, for example when you fill in a contact form, book a discovery call, or call our 0800 number.
• Information you provide during a discovery call or onboarding, such as details about your business, its structure, revenue range and the services you are interested in.
• If you become a client, information required to provide accounting, taxation, payroll and advisory services, which may include financial records, IRD numbers, bank account details, payroll and employee information, and other business or financial information relevant to the engagement.

1.2 Information collected automatically

• Technical information such as your IP address, browser type, device type, pages visited and how you interact with our website, collected through cookies and similar analytics technologies.
• Website usage data used to understand how visitors use our site and to improve its content and performance.

1.3 Information from third parties

• Where relevant to an engagement, we may receive information from third parties such as Inland Revenue (IRD), your bank, your previous accountant, Xero, or other software providers you authorise us to connect with.

2. How we use your information

We use personal information for purposes including:

• Responding to enquiries, arranging and conducting discovery calls, and providing quotes for our packages (Foundations, Essentials, Advisory+ and Virtual CFO) or bespoke services.
• Delivering accounting, taxation, payroll, advisory and Virtual CFO services under a letter of engagement, including preparing financial statements, filing tax returns, managing GST and PAYE obligations, and liaising with IRD on your behalf.
• Managing our client relationship, including invoicing, records management and communicating with you about your engagement.
• Improving our website and services, including analysing how our website is used.
• Complying with our legal, regulatory and professional obligations, including obligations under tax law, anti-money laundering legislation, and Chartered Accountants Australia and New Zealand (CA ANZ) professional standards, where applicable.
• Marketing communications, such as occasional updates about our services, where you have not opted out.

3. Legal basis and your rights under the Privacy Act 2020

We only collect personal information that is necessary for the purposes set out in this Policy. Where we collect sensitive or financial information as part of an engagement, this is necessary for us to perform the accounting and advisory services you have asked us to provide, and to meet our legal and professional obligations.

Under the Privacy Act 2020, you have the right to:

• Ask us to confirm whether we hold personal information about you, and to access that information.
• Ask us to correct personal information that is inaccurate, incomplete, misleading or out of date.
• Request further information about how we collect, hold, use and disclose your personal information.

To exercise any of these rights, please contact us using the details in section 9 below. We will respond within the timeframes required by the Privacy Act 2020.

4. Disclosure of your information

We do not sell your personal information. We may share personal information with:

• Inland Revenue (IRD) and other government or regulatory bodies, where required to carry out your instructions or to meet legal obligations.
• Software and service providers we use to deliver our services, such as Xero and payroll or document management platforms, under appropriate confidentiality and data protection arrangements.
• Professional advisers, such as lawyers, bankers or auditors, where you have authorised us to liaise with them on your behalf.
• Service providers who support our business operations, such as IT, hosting, and website analytics providers.
• Any party to whom we are required to disclose information by law, regulation, court order, or professional obligation.

We take reasonable steps to ensure any third party we share personal information with protects it to a standard consistent with this Policy.

5. Cookies and website analytics

Our website may use cookies and similar technologies to operate correctly, remember preferences, and collect analytics data about how visitors use our site. You can control or disable cookies through your browser settings, although this may affect how our website functions. We may use third-party analytics tools (such as Google Analytics) to help us understand website usage; these providers may set their own cookies in accordance with their own privacy policies.

6. Data storage and security

Personal information is stored using reputable cloud-based software providers, which may store data on servers located in New Zealand or overseas (for example, where Xero or other software providers host data outside New Zealand). Where information is held or processed overseas, we take reasonable steps to ensure it is subject to protections comparable to those required under the Privacy Act 2020.

We use reasonable technical and organisational measures to protect personal information from loss, misuse, unauthorised access, disclosure, alteration or destruction. However, no method of electronic storage or transmission is completely secure, and we cannot guarantee absolute security.

7. Retention of information

We retain personal and financial information for as long as necessary to provide our services, to meet our legal, tax and professional record-keeping obligations (which may require retention for a number of years after an engagement ends), and to resolve disputes. When information is no longer required, we take reasonable steps to securely delete or de-identify it.

8. Children’s privacy

Our website and services are directed at businesses and business owners. We do not knowingly collect personal information from children.

9. Contacting us and complaints

If you have questions about this Privacy Policy, wish to access or correct your personal information, or wish to make a complaint about how we have handled your personal information, please contact us:

• Email: hello@oxen.nz
• Phone: 0800 640 001

If you are not satisfied with our response to a privacy complaint, you have the right to raise the matter with the Office of the Privacy Commissioner (www.privacy.org.nz).

10. Changes to this Policy

We may update this Privacy Policy from time to time to reflect changes in our practices, technology, or legal requirements. The updated version will be posted on our website with a revised effective date. We encourage you to review this Policy periodically.