Privacy Policy

Castle Trust Financial Planning Ltd (“Castle Trust”, “we”, “us”, “our”) is committed to protecting your privacy and handling your personal information in accordance with the Privacy Act 2020 and any subsequent amendments.

This policy explains how we collect, use, store, and disclose your personal information, and your rights in relation to that information.

1. What information we collect

We may collect personal information about you, including:

• Name and contact details
• Date of birth and identification information
• Financial information (income, assets, liabilities, lending position)
• Insurance and health information (where relevant to advice)
• Employment and business details
• Credit and eligibility information
• Records of communications with us

We may also collect information about you from third parties where permitted, including lenders, insurers, credit reporting agencies, and identity verification providers.

2. How we collect your information

We collect personal information:

• Directly from you (meetings, phone, email, online forms)
• From third parties with your consent or where authorised by law
• Through our website where you voluntarily provide information
• Through cookies and analytics tools when you use our website

3. Why we collect your information

We collect and use your personal information to:

• Provide financial advice (insurance, mortgages, investments)
• Assess suitability and eligibility for financial products
• Meet legal and regulatory obligations (including AML/CFT)
• Communicate with you about our services
• Improve our services and client experience
• Manage our business operations and risk

If you choose not to provide required information, we may be unable to provide advice or services.

4. Who we share your information with

We may share your personal information with:

• Lenders, insurers, and investment providers
• Compliance, licensing, and regulatory bodies
• Identity verification providers (e.g. AplyID, Cloudcheck)
• Credit reporting agencies (e.g. Illion, Centrix)
• Property valuations (e.g. Valocity)
• Technology and service providers that support our business

These providers may include:

• Microsoft 365
• Trail CRM
• Adobe
• Plaud
• Afterburner
• Quotemonster
• NZFSG
• Evince
• Illion

We only share information necessary for the relevant purpose.

5. Overseas disclosure

Some of our service providers store or process data outside New Zealand. Where this occurs, we take reasonable steps to ensure your information is protected by safeguards comparable to New Zealand privacy law, as required under the Privacy Act.

6. Automated tools and decision-making

We may use software tools and platforms to assist with processing information and providing recommendations. Final advice and decisions are always reviewed by a qualified adviser.

7. Website, cookies and analytics

Our website (www.castletrust.co.nz) collects personal information only when you voluntarily provide it (e.g. contact forms, bookings).

We also use:

• Cookies and similar technologies
• Google Analytics
• Hotjar

These tools collect aggregated, non-identifiable data about website usage to improve performance and user experience.

8. Marketing and communications

We may use your contact details to send relevant updates or newsletters via Mailchimp. You can unsubscribe at any time using the link provided in communications or by contacting us.

9. Storage and security

We take reasonable steps to protect your personal information from loss, misuse, or unauthorised access, including:

• Secure systems and encryption
• Access controls
• Staff training and policies

We retain personal information only as long as necessary to:

• Provide services
• Meet legal and regulatory obligations
• Manage ongoing business and liability requirements

10. Privacy breaches

If a privacy breach occurs that is likely to cause serious harm, we will notify affected individuals and the Office of the Privacy Commissioner as required by law.

11. Your rights

You have the right to:

• Access the personal information we hold about you
• Request correction of your information
• Request details of how your information has been used or shared

We will respond to requests in accordance with the Privacy Act.

12. Complaints

If you have concerns about your privacy, please contact us first.

If we are unable to resolve your concern, you may contact the Office of the Privacy Commissioner.

13. Contact details

Castle Trust Financial Planning Ltd
Email: admin@castletrust.co.nz
Phone: 03 544 1428
Address: 278 Queen Street, Richmond

14. Updates to this policy

We may update this privacy policy from time to time. The latest version will always be available on our website.

Updated May 2026