Effective date: 19 July 2026

1. Purpose of this Privacy Policy

TDA Immigration & Student Services Limited respects your privacy and recognises the sensitivity of the information involved in immigration matters.

This Privacy Policy explains how we collect, hold, use, disclose, protect, access, correct and dispose of personal information.

We handle personal information in accordance with:

• the Privacy Act 2020;
• the Information Privacy Principles;
• the Immigration Advisers Licensing Act 2007;
• the Licensed Immigration Advisers Code of Conduct 2014; and
• other applicable New Zealand laws and professional obligations.

In this Policy, “TDA”, “we”, “us” and “our” mean TDA Immigration & Student Services Limited.

2. Our Privacy Officer

Our Privacy Officer is responsible for privacy enquiries, access and correction requests, and privacy complaints.

3. Personal information we may collect

The information we collect depends on your relationship with TDA and the services you request.

It may include:

Identity and contact information

• full name;
• date and place of birth;
• gender or sex information where relevant to an official process;
• nationality and citizenship;
• passport and national identity details;
• photographs and signatures;
• residential and postal addresses;
• telephone numbers and email addresses; and
• Immigration New Zealand client numbers or application numbers.

Immigration and travel information

• current and previous visa information;
• immigration history;
• travel history;
• arrival and departure records;
• previous applications, decisions and correspondence;
• deportation, exclusion or compliance information; and
• information relating to appeals, reconsiderations, special directions or other immigration processes.

Family and relationship information

• marital and partnership history;
• details about partners, children, parents and other family members;
• relationship evidence;
• household and living arrangement information;
• family photographs and communications; and
• sponsorship and support information.

Employment, business and education information

• employment history;
• job offers and employment agreements;
• payroll, tax and banking records;
• business ownership information;
• curriculum vitae and references;
• qualifications and academic records;
• professional registrations;
• training information; and
• information from employers, recruiters and education providers.

Financial information

• income and asset information;
• bank statements;
• payment and invoice records;
• sponsorship information; and
• information relevant to maintenance, settlement or financial eligibility requirements.

We generally do not retain full payment card details. Payments processed through an external payment provider are also subject to that provider’s terms and privacy policy.

Health and character information

Where relevant to an immigration matter, we may collect sensitive information including:

• medical examination and health information;
• disability or support information;
• police certificates;
• criminal charges or convictions;
• allegations or investigation information;
• military service;
• security information; and
• information concerning previous immigration, employment or legal concerns.

Communications and evidence

• emails, letters and messages;
• meeting notes;
• telephone and video call notes;
• documents, photographs, audio and video files;
• translations;
• witness statements and affidavits; and
• information supplied by representatives, family members or support persons.

Website and technical information

When you use our Website, we or our service providers may collect:

• internet protocol address;
• browser and device information;
• date and time of access;
• pages viewed;
• form submission information;
• cookie or analytics information;
• security and system logs; and
• information about how the Website is used.

4. How we collect personal information

We may collect information:

• directly from you;
• from an authorised representative;
• from a partner, family member, sponsor or support person;
• from an employer, recruiter or education provider;
• through our Website, Zoho Forms, email, telephone, video meeting or in-person consultation;
• from documents you provide;
• from Immigration New Zealand, the Ministry of Business, Innovation and Employment, the Immigration Advisers Authority, the Immigration and Protection Tribunal or another government agency;
• from publicly available sources;
• from referees or witnesses;
• from professional service providers; or
• from another source where you have authorised collection or where collection is otherwise permitted by law.

Where practicable, we collect personal information directly from the person concerned.

When we collect information indirectly, we will comply with applicable notification requirements and any lawful exception.

5. Why we collect and use personal information

We may collect and use personal information to:

• respond to enquiries;
• assess whether we can assist;
• conduct identity, licence, risk and conflict checks;
• provide immigration advice;
• prepare, submit and manage immigration applications or other matters;
• communicate with Immigration New Zealand and other relevant bodies;
• verify documents and information;
• obtain information or evidence authorised by you;
• communicate with clients, employers, sponsors and representatives;
• manage appointments, contracts, invoices and payments;
• comply with legal and professional obligations;
• keep appropriate client and business records;
• manage complaints and disputes;
• maintain the security of our systems;
• detect and prevent misuse, fraud or unlawful activity;
• improve our services, systems and Website;
• provide service updates or marketing communications where permitted; and
• establish, exercise or defend legal rights.

We seek to collect only information that is reasonably necessary for a lawful purpose connected with our functions or services.

6. Immigration advice and confidentiality

Licensed immigration advisers must preserve the confidentiality of their clients, subject to lawful and professional exceptions.

We will not disclose confidential client information unless:

• the client authorises the disclosure;
• disclosure is reasonably necessary to provide the agreed services;
• disclosure is required or permitted by law;
• disclosure is required by the Licensed Immigration Advisers Code of Conduct;
• disclosure is necessary to prevent or address a serious threat;
• disclosure is necessary to establish, exercise or defend a legal claim; or
• another lawful exception applies.

Information supplied to an immigration authority may become part of an official immigration record and may be used, verified or shared by that authority according to its own legal powers and privacy practices.

7. People with whom we may share information

Where reasonably necessary and legally permitted, we may disclose personal information to:

• Immigration New Zealand;
• the Ministry of Business, Innovation and Employment;
• the Immigration Advisers Authority;
• the Immigration and Protection Tribunal;
• New Zealand or overseas government agencies;
• courts, tribunals or law enforcement authorities;
• medical providers and panel physicians;
• police certificate authorities;
• qualification assessment bodies;
• translators and interpreters;
• lawyers, barristers, accountants and other professional advisers;
• employers, recruiters and education providers;
• sponsors, partners, family members or representatives authorised by you;
• banks and payment service providers;
• technology, hosting, customer-management and communication providers;
• security, backup and technical support providers; and
• another person where you authorise disclosure or disclosure is permitted by law.

We disclose only the information reasonably required for the relevant purpose.

8. Technology service providers

TDA uses reputable cloud-based systems to operate its business and deliver services.

These may include:

• Zoho Sites for Website services;
• Zoho Forms for online information collection;
• Zoho CRM and related Zoho applications for client and business management;
• OpenAI business services, including ChatGPT, to assist with authorised administrative, research, review and drafting work;
• email, document storage, communication, accounting, payment and security providers; and
• other professional technology services adopted by TDA.

These providers may process or store information on TDA’s behalf and are subject to their own contractual, privacy and security arrangements.

9. Use of artificial intelligence

TDA may use approved artificial intelligence tools to assist with tasks such as:

• organising information;
• summarising documents;
• identifying inconsistencies or missing information;
• conducting research;
• preparing preliminary drafts;
• improving clarity or translation;
• creating checklists; and
• supporting administrative workflows.

Where artificial intelligence is used:

• TDA remains responsible for the professional service provided;
• a qualified person reviews material where professional judgement is required;
• artificial intelligence does not make the final immigration decision;
• artificial intelligence output is not treated as automatically accurate;
• reasonable steps are taken to verify legal, factual and policy information;
• access is limited to authorised personnel and approved services; and
• information is handled according to our confidentiality, privacy and security obligations.

TDA uses business-oriented OpenAI services under which business data is not used to train OpenAI models by default.

We will not knowingly publish client information through a public artificial intelligence tool.

Clients may ask us for further information about how artificial intelligence is used in providing their services.

10. Overseas storage and processing

Some technology providers and recipients may store or process information outside New Zealand.

Before disclosing personal information to an overseas person or entity, TDA will take reasonable steps to ensure the disclosure is permitted under the Privacy Act 2020.

Depending on the circumstances, this may involve:

• using a provider subject to privacy protections comparable to New Zealand law;
• relying on appropriate contractual safeguards;
• confirming that the overseas recipient is acting as TDA’s agent or processor;
• obtaining the individual’s informed authorisation where appropriate; or
• relying on another lawful basis.

Information submitted to an overseas immigration, police, medical, qualification or government authority may be governed by the law of that country.

11. Security of personal information

TDA takes reasonable safeguards against:

• loss;
• unauthorised access;
• unauthorised use;
• modification;
• disclosure;
• copying; and
• other misuse.

Our safeguards may include:

• approved cloud service providers;
• encryption in transit and, where supported, at rest;
• multi-factor authentication;
• password and access-control requirements;
• role-based or need-to-know access;
• staff confidentiality requirements;
• security updates and monitoring;
• backup and recovery measures;
• secure disposal procedures;
• staff guidance and training;
• incident response procedures; and
• periodic review of access and security settings.

No system is entirely risk-free. If we identify a privacy or security incident, we will respond in accordance with our incident-management procedures and legal obligations.

12. Privacy breaches

A privacy breach may include accidental or unauthorised access, disclosure, alteration, loss or destruction of personal information.

Where a breach occurs, TDA will:

• take reasonable steps to contain and investigate it;
• assess the potential consequences;
• take reasonable steps to reduce harm;
• document the incident and response; and
• notify the Office of the Privacy Commissioner and affected individuals where required by the Privacy Act 2020.

13. Accuracy and correction

We take reasonable steps to ensure that personal information is accurate, complete, relevant and up to date before using or disclosing it.

You should promptly tell us if information changes or if you believe information we hold is incorrect.

You may request correction of your personal information. Where we do not make a requested correction, you may ask us to attach a statement of correction to the information, subject to applicable law.

14. Access to your personal information

You may ask whether TDA holds personal information about you and request access to it.

Requests should be made to our Privacy Officer and should include enough information to identify you and the information requested.

We may need to verify your identity before releasing information.

We will respond within the period required by the Privacy Act 2020. Access may be limited or refused where an applicable legal withholding ground applies, including where release would improperly disclose another person’s information or legally protected material.

15. Retention and disposal

TDA retains personal information only for as long as reasonably required for:

• the purpose for which it was collected;
• the delivery and review of immigration services;
• compliance with the Licensed Immigration Advisers Code of Conduct;
• professional, taxation, accounting and insurance requirements;
• responding to complaints, audits or legal claims; and
• another lawful business purpose.

Different records may be subject to different retention periods.

When information is no longer reasonably required, it may be securely deleted, destroyed or anonymised, subject to legal and professional obligations.

16. Website forms

When you submit a Website form:

• provide only the information requested;
• ensure you are authorised to provide information about another person;
• do not upload false, altered or malicious material;
• review the information before submission; and
• contact TDA if you believe information was sent incorrectly.

Submitting a form does not establish an adviser-client relationship.

Where we do not accept your matter, we may retain limited enquiry and conflict-check information where reasonably necessary and securely delete unnecessary documents.

17. Cookies and analytics

Our Website may use cookies and similar technologies for:

• essential Website functions;
• form operation;
• security;
• remembering preferences;
• measuring Website performance; and
• understanding how visitors use the Website.

You may be able to restrict cookies through your browser settings. Disabling cookies may affect Website functionality.

Where required, we will seek consent before using non-essential cookies.

Our Website may include services supplied by Zoho or other providers. Those providers may process technical information in accordance with their own privacy policies.

18. Marketing communications

TDA may send service information or marketing communications where:

• you have consented;
• you would reasonably expect the communication; or
• the communication is otherwise permitted by law.

Electronic marketing communications will include a method to unsubscribe where required.

Unsubscribing from marketing does not prevent us from sending necessary communications about an active enquiry, engagement, invoice, application or legal obligation.

19. Information about other people

If you provide TDA with personal information about another person, you must ensure that:

• you are authorised to provide it;
• the information is accurate;
• the person understands, where required, that their information may be provided to TDA; and
• providing it does not breach confidentiality, privacy or another legal obligation.

TDA may contact that person to verify information or provide a privacy notification where appropriate.

20. Children and young people

Immigration matters may require information about children and young people.

We take reasonable care when handling this information and limit its collection, use and disclosure to what is reasonably necessary for the immigration matter or another lawful purpose.

Where appropriate, we communicate with and obtain authority from a parent, guardian or other lawful representative.

21. Complaints

Privacy concerns should first be directed to our Privacy Officer:

Email: info@tdavisa.nz

Please provide:

• your name and contact details;
• a description of the concern;
• relevant dates;
• any supporting information; and
• the outcome you are seeking.

We will consider the complaint and respond within a reasonable period.

You may also make a complaint to the Office of the Privacy Commissioner if you believe your privacy rights have been interfered with.

22. Changes to this Privacy Policy

We may update this Privacy Policy to reflect changes in law, technology, service providers or business practices.

The current version will be published on our Website with its effective date.

23. Contact us

For privacy enquiries, access requests, correction requests or complaints, contact: