Privacy Policy

Take the first step towards your future in New Zealand

Last updated: 5 October 2026

Experienz Immigration Services Ltd (“Experienz Immigration”, “we”, “us” or “our”) respects your privacy and is committed to protecting your personal information.

This Privacy Notice explains how we collect, use, store, disclose and protect personal information when you visit our website at experienzimmigration.co.nz, contact us, engage us for immigration advice or related services, or otherwise interact with us.

Experienz Immigration operates in New Zealand and handles personal information in accordance with the Privacy Act 2020 and other applicable New Zealand laws.

As a licensed immigration adviser, we are also subject to professional confidentiality obligations under the Licensed Immigration Advisers Code of Conduct 2014.

1. WHAT PERSONAL INFORMATION DO WE COLLECT?

The type of personal information we collect depends on the services you request and your relationship with us.

Information you provide to us

This may include:

your full name;
date of birth;
nationality and citizenship;
contact details, including email address, telephone number and residential address;
passport and other identity document details;
immigration and visa history;
travel history;
education and employment history;
information about your family and relationships;
financial information where relevant to your immigration matter;
health and character information where relevant to your immigration matter;
information contained in supporting documents you provide to us;
information relating to your study plans, including course and education provider information;
information contained in correspondence between you and us;
information required to prepare and submit applications or requests on your behalf; and
any other information you provide that is reasonably necessary for us to provide our services.

Some information may be sensitive or highly personal. We will only collect information that is reasonably necessary for the purpose for which it is collected.

Information collected automatically

When you visit our website, certain technical information may be collected automatically through our website and Google Analytics. This may include information such as:

IP address and information derived from it;
browser and device information;
operating system;
pages visited;
approximate geographical information;
date and time of visits; and
information about how you interact with our website.

Google Analytics uses cookies and similar technologies to measure website usage and provide statistical information about visitors. Google states that, in Google Analytics 4, IP addresses are used at collection to determine location information and are then discarded before the data is logged in Google Analytics.

2. WHY DO WE COLLECT AND USE YOUR PERSONAL INFORMATION?

We collect and use personal information for purposes including:

providing immigration advice and assistance;
assessing your circumstances and discussing possible immigration pathways;
preparing and submitting immigration applications and supporting documentation;
communicating with Immigration New Zealand and other relevant government agencies on your behalf;
communicating with universities and education providers where this is necessary for services you have requested;
assisting with course selection and enrolment where these services form part of our engagement;
verifying information and documents;
communicating with you about your matter;
maintaining appropriate client records;
complying with our legal and professional obligations;
managing our business and accounts;
processing payments and issuing invoices;
responding to enquiries and complaints;
maintaining and improving our website;
understanding website usage through Google Analytics;
protecting our business, clients and systems from fraud, misuse or security threats; and
any other purpose that you have authorised or that is permitted or required by law.

We will not use your personal information for an unrelated purpose unless permitted by the Privacy Act 2020 or another applicable law.

3. DO YOU HAVE TO PROVIDE YOUR PERSONAL INFORMATION?

You are generally free to decide whether to provide us with your personal information.

However, certain information is necessary for us to provide immigration advice or carry out services on your behalf. If you do not provide information that is reasonably necessary for your matter, we may be unable to provide some or all of the requested services.

Where information is required by Immigration New Zealand, a university, education provider or another relevant organisation, we will explain this to you where appropriate.

4. WHERE DO WE COLLECT PERSONAL INFORMATION FROM?

We will generally collect personal information directly from you.

However, where necessary and lawful, we may also collect information from other sources, including:

Immigration New Zealand and other government agencies;
universities and education providers;
your authorised representatives;
employers or other organisations you have authorised us to contact;
professional advisers and service providers;
publicly available sources; or
another person where you have authorised us to obtain information from them.

Where we collect personal information about you from someone other than you, we will comply with the applicable requirements of the Privacy Act 2020, including Information Privacy Principle 3A, which came into force on 1 May 2026.

5. HOW DO WE COLLECT YOUR PERSONAL INFORMATION?

We collect personal information through several channels, depending on how you interact with Experienz Immigration.

Website and JetForm forms

Our website uses JetForm to provide online forms, including contact forms, assessment forms and client intake forms.

Information submitted through these forms may include your name, contact details, immigration history, education and employment information, family information, visa information and other information you choose to provide.

We use information submitted through these forms to:

respond to enquiries;
assess your circumstances;
determine whether our services may be suitable for you;
prepare for an initial consultation;
collect information required to provide our services; and
manage your matter if you subsequently become a client.

Please do not provide information through a general enquiry or assessment form that is not reasonably necessary for the purpose of the form.

Information submitted through JetForm may be processed or stored by JetForm or its service providers. Where this involves disclosure or processing outside New Zealand, we will take reasonable steps to ensure that the requirements of Information Privacy Principle 12 of the Privacy Act 2020 are met.

Email

We use Google Workspace for business email.

Information you send to us by email may therefore be stored and processed through Google Workspace and associated Google services.

We may use WhatsApp to communicate with clients and prospective clients, including for appointments, general enquiries, updates, document requests and other communications relating to our services.

If you choose to communicate with us through WhatsApp, information contained in your messages, including your name, telephone number, messages, documents, photographs and other information you choose to send, may be processed by WhatsApp and, depending on the WhatsApp service and configuration being used, by Meta and other service providers.

WhatsApp states that personal messages are protected by end-to-end encryption. However, WhatsApp also distinguishes between personal messaging and communications with businesses, and business communications may involve additional processing or storage arrangements.

For this reason, we recommend that you do not send highly sensitive documents or information through WhatsApp unless we specifically ask you to do so. Where appropriate, we may ask you to provide documents through a more suitable secure channel, such as our client intake system or Google Drive.

By choosing to communicate with us through WhatsApp, you acknowledge that WhatsApp is a third-party service and that its own privacy policies and terms also apply to your use of the service.

We will treat information you provide to us through WhatsApp as confidential in accordance with our professional obligations as a licensed immigration adviser.

6. Our Service Providers

JetForm

We use JetForm to provide online contact, assessment and client intake forms.

Information submitted through these forms may contain personal information necessary for us to assess enquiries and provide our services. Access to submitted information is restricted to authorised persons who require it for business or client-service purposes.

JetForm and its relevant service providers may process or store information on our behalf. Where personal information is processed or stored outside New Zealand, we will take reasonable steps to ensure that the requirements of Information Privacy Principle 12 of the Privacy Act 2020 are met.

We use WhatsApp as an optional communication channel for clients and prospective clients.

When you communicate with us through WhatsApp, WhatsApp and Meta may process certain information associated with the communication and your use of their services. WhatsApp’s current Business App terms state that business users’ information may be processed in the United States and other countries where WhatsApp or its service providers operate.

We will use information received through WhatsApp only for legitimate business and client-service purposes, subject to our legal and professional obligations.

Google Workspace and Google Drive

We use Google Workspace, including Google Drive, for business email, document storage and related business functions.

Client information and documents may therefore be stored or processed using Google services. Access to client information is restricted to authorised persons and is managed using appropriate security measures.

Google services may process or store information outside New Zealand. Where personal information is disclosed outside New Zealand, we will comply with the requirements of Information Privacy Principle 12 of the Privacy Act 2020.

Gimbla

We use Gimbla for accounting, invoicing and related financial administration.

Information provided to Gimbla may include information necessary to issue invoices, maintain accounting records and manage payments.

Gimbla states that personal information is stored using security measures designed to protect it from misuse, loss and unauthorised access, modification or disclosure. Gimbla also states that client records may be retained for a minimum of seven years.

Google Analytics

We use Google Analytics to understand how visitors use our website and to improve its performance and functionality.

Google Analytics may collect information about your device, browser, website interactions and approximate location. Google Analytics uses cookies and similar technologies for measurement purposes.

We do not intentionally enter confidential client information or other directly identifying information into Google Analytics.

Google Analytics provides controls allowing website operators to manage data retention and other privacy settings.

7. DISCLOSURE OF PERSONAL INFORMATION OUTSIDE NEW ZEALAND

Some of our service providers may be located outside New Zealand or may process or store personal information outside New Zealand.

This includes providers such as Google and potentially other technology or service providers we use from time to time.

Before disclosing personal information overseas, we will take reasonable steps to ensure that the disclosure complies with Information Privacy Principle 12 of the Privacy Act 2020.

This may involve confirming that the overseas recipient is subject to comparable privacy protections, has appropriate contractual safeguards, or that another lawful basis for the disclosure applies.

Where required, we may seek your authorisation before making an overseas disclosure where the information may not otherwise receive protection comparable to that provided under New Zealand law.

8. HOW DO WE PROTECT YOUR PERSONAL INFORMATION?

We take reasonable steps to protect personal information against:

loss;
unauthorised access;
unauthorised disclosure;
misuse;
alteration; and
destruction.

These measures may include:

password protection and account security;
access controls;
secure cloud storage;
restricting access to client information to authorised persons;
secure electronic document management; and
other appropriate technical and organisational safeguards.

We also require employees, contractors and other persons engaged by us who have access to confidential client information to preserve client confidentiality.

This is consistent with the IAA Code of Conduct, which requires licensed immigration advisers to ensure that employees and other persons they engage also preserve client confidentiality.

No electronic storage or transmission system can be guaranteed to be completely secure.

9. HOW LONG DO WE KEEP YOUR INFORMATION?

We retain personal information for as long as reasonably necessary for the purposes for which it was collected, and for as long as required by law or our professional obligations.

The retention period will depend on the nature of the information and the services we provide.

Some client records may need to be retained for a significant period to meet professional, legal, accounting or other obligations.

When personal information is no longer required, we will take reasonable steps to securely delete, destroy or de-identify it, unless we are required or permitted by law to retain it.

10. YOUR RIGHT TO ACCESS AND CORRECT YOUR INFORMATION

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

request access to personal information we hold about you; and
request correction of personal information that you believe is inaccurate, incomplete or out of date.

We may need to verify your identity before providing access to personal information.

There are circumstances in which the Privacy Act permits or requires us to refuse access or correction. If this occurs, we will explain the applicable reason where we are permitted to do so.

11. COOKIES AND WEBSITE ANALYTICS

Our website uses Google Analytics and may use cookies or similar technologies.

Cookies are small files stored on your device that allow websites to recognise a device or remember certain information.

Google Analytics uses first-party cookies and other technologies to measure interactions with websites.

You may be able to control or disable cookies through your browser settings. Disabling cookies may affect certain website functionality.

We may update the technologies used on our website from time to time and will update this Privacy Notice where appropriate.

12. CHILDREN AND YOUNG PEOPLE

Our services may involve applicants who are under 18 years of age.

Where we collect personal information about a person under 18, we will handle that information in accordance with the Privacy Act 2020 and applicable professional obligations.

Where appropriate, we may communicate with a parent, guardian or authorised representative in relation to the person’s matter.

We take particular care when collecting personal information from children and young people.

13. PRIVACY BREACHES

We take reasonable steps to prevent privacy breaches.

If we become aware of a privacy breach, we will assess the breach and take appropriate steps to contain and remedy it.

Where a privacy breach has caused, or is reasonably likely to cause, serious harm, the Privacy Act 2020 requires notification to the Privacy Commissioner and affected individuals, subject to the requirements and exceptions in the Act.

14. PRIVACY COMPLAINTS

If you have a concern about how we have collected, used, stored or disclosed your personal information, please contact us first so that we can investigate and attempt to resolve your concern.

You can also make a complaint to the Office of the Privacy Commissioner.

You can find information about making a privacy complaint on the Office of the Privacy Commissioner’s website.

If your concern relates to the professional conduct or services of a licensed immigration adviser, you may also have the right to complain to the Immigration Advisers Authority.

15. CHANGES TO THIS PRIVACY NOTICE

We may update this Privacy Notice from time to time to reflect changes to our services, business practices, technology or applicable legal requirements.

The current version will be published on our website with the revised “Last updated” date.

16. CONTACT US

If you have any questions about this Privacy Notice, wish to request access to or correction of your personal information, or have a privacy concern, please contact us:

Experienz Immigration
Website: experienzimmigration.co.nz
Email: [INSERT BUSINESS EMAIL ADDRESS]
Privacy Officer: [INSERT NAME]
Phone: [INSERT PHONE NUMBER]
Address: [INSERT BUSINESS ADDRESS], New Zealand