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WEBSITE TERMS OF USE AND PRIVACY POLICY

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Admin Army Website Terms of Use and Privacy Policy

Last updated: 9 June 2025

1. Terms of Use

1.1 Acceptance of Terms

By accessing or using this website (adminarmy.co.nz), you agree to be bound by these Terms of Use and our Privacy Policy. If you do not agree, do not use this site.

1.2 Intellectual Property

All content, branding, logos, designs, and materials on this site are owned or licensed by Admin Army and are protected by applicable copyright and intellectual property laws. You may not reproduce, distribute, or adapt any content without our prior written permission.

1.3 Use of Website

You agree not to use the website:

• For any unlawful purpose
• To solicit others to perform or participate in unlawful acts
• To infringe upon or violate intellectual property rights
• To interfere with or circumvent the security features of the site

1.4 Third-Party Links

This website may contain links to third-party websites. We are not responsible for the content, accuracy, or privacy practices of any linked site.

1.5 Limitation of Liability

While we aim to ensure accuracy, the content on this site is provided “as is” without warranties of any kind. Admin Army is not liable for any direct, indirect, incidental, or consequential damages arising from your use of or inability to use this site.

1.6 Changes

We reserve the right to change these Terms at any time. Continued use of the site after changes constitutes acceptance of those changes.

2. Privacy Policy

Admin Army is a New Zealand-owned company that provides outsourced bookkeeping and payroll services to businesses across New Zealand and Australia. We are a proud member of the Streamline Business Group (SBG), a group of privately-owned companies providing complementary business support services. Our workforce operates from New Zealand, Australia, Fiji and India. Your data is processed and protected by Admin Army, governed under the Streamline Business Group’s privacy and security frameworks. Protecting the personal information entrusted to us is both a business imperative and a legal requirement under the New Zealand Privacy Act 2020 and the Australian Privacy Act 1988.

Privacy Snapshot

Who are we?
Admin Army, part of the Streamline Business Group, delivers bookkeeping, payroll and accounting compliance services to businesses and not-for-profit organisations in New Zealand and Australia.

What do we collect?
Contact details, financial records, payroll data, usage logs, and employment info (where relevant). We don’t intentionally collect children’s data.

Why do we collect it?
To deliver and support our services, manage payroll, invoice clients, improve security, hire staff, comply with legal obligations, and provide relevant B2B communications.

Will we share it?
Only with trusted third parties or other SBG companies for the same purpose, or if legally required

Where is it stored?
Primarily in New Zealand & Australia, it may be accessed securely from Fiji, India or other countries via reputable cloud services.

Your rights
Access, correction, deletion, and complaint.

How to reach us
privacy.officer@streamlinebusiness.net

Purpose

To set out the principles, obligations and practices that ensure Admin Army meets its privacy duties to customers, staff, suppliers and other stakeholders.

Scope

Entities – Every company, brand and subsidiary in Admin Army.
People – All directors, employees, contractors and temporary staff (“Team Members”).
Systems & Data – All business systems controlled by Admin Army and the personal information they process.

Policy

This Privacy Policy’s framework aligns with:

• New Zealand Information Privacy Principles (IPPs) – the 13 principles in Section 22 of the Privacy Act 2020.
• Australian Privacy Principles (APPs) – particularly open & transparent management, notification, cross-border disclosure, access, and correction.
• NZ Digital Government Guidance on clear website privacy statements.

What Personal Information We Collect

We collect different types of personal information depending on our relationship with you:

• Payroll and bookkeeping information – employee names, contact details, IRD or TFN numbers, pay rates, hours worked, leave balances, deductions, payroll tax data, superannuation or KiwiSaver contributions, and related employment or financial records.
• Contact details – name, business email, phone, job title.
• Financial details – bank account number, billing address, transaction records.
• Account credentials & logs – usernames, audit trails, usage analytics.
• Employment information – CVs, right-to-work documentation, referee feedback.
• Supplier/partner details – contact info and performance notes.
• Website data – IP address, cookies, and browsing activity. We do not intentionally collect children’s information.

How We Collect Personal Information

• Directly from you – when you sign a proposal, create an account, join a webinar, subscribe to our newsletters, etc.
• Automatically – via cookies, log files, and telemetry built into our products.
• From third parties (indirectly) – e.g. credit reference agencies, professional networking sites, referees and financial software integrations – where permitted or through prior authorisation given to us.

How We Use Personal Information

Purpose	Typical Data
Deliver & support contracted services (bookkeeping, payroll, accounting compliance.)	Financial records, contact details, employee data
Improve services & security	Usage analytics, error logs
Marketing to existing or prospective B2B contacts	Business contact details, interaction history
Recruitment	CV, right-to-work, interview notes
Legal & compliance (AML/KYC)	Identity verification and transactional data
Using our software tools (e.g. Xero, PayHero, Karbon)	Credentials, activity logs, system-generated records

Client Responsibilities

To protect personal data, clients must:

• Share sensitive data (e.g. payroll records) through secure channels approved by Admin Army (e.g. Karbon Client Portal, SharePoint, PayHero, Xero)
• Limit access to shared records to authorised individuals
• Let us know immediately if they believe a breach or error has occurred involving their data or systems

Storage and Security

We apply proportionate technical and organisational safeguards when handling and managing personal information that has been collected by us. These safeguards include, but are not limited to, role-based access control, MFA, encryption in transit & at rest, and regular staff training. Controls are monitored and improved through our Information Security Policy.

Cross-Border Transfers

Personal information may be stored in, or accessed from, New Zealand, Australia, India, Fiji, or other jurisdictions because we operate a distributed workforce and use reputable cloud providers or enterprise SaaS products. Before any cross-border transfer or disclosure, we confirm at least one of the following safeguards applies:

• Comparable protections – the recipient is in a country or under a scheme recognised as providing safeguards that are, overall, comparable to the NZ Privacy Act.
• Contractual safeguards – we have a written agreement requiring privacy and security standards that are, overall, comparable to NZ IPPs & APPs.
• Informed consent – you have expressly authorised the disclosure after being told the risks.
• Other exception – the transfer is authorised or required by law, or is for your benefit and impracticable to obtain consent.

Admin Army remains accountable for the information once transferred and performs periodic vendor reviews.

Disclosure to Third Parties

We do not sell personal information. We disclose it only to:

• Service providers – cloud hosting, payment processors, auditors, insurers – bound by confidentiality and data-processing agreements.
• Related SBG companies – for the same purposes described in the section that details how we use personal information.
• Government or regulators – where required by law or to protect legal rights.

All vendors handling personal information undergo privacy & security due diligence before engagement.

Access, Correction and Deletion Rights

You have the right to request access to, correction of, or deletion of your personal information. Requests can be made to the Privacy Officer at privacy.officer@streamlinebusiness.net. We will respond within 20 working days. If we refuse, we will explain why and outline your options to complain.

Direct Marketing and Cookies

We may email business-relevant updates. You can unsubscribe at any time.

We use cookies and tracking tools to improve site performance and understand user behaviour. These tools may collect:

• Device and browser information
• IP address and location
• Pages visited and time spent

We use:

• Essential cookies – needed for site function
• Analytics cookies – used only with your consent

Cookies don’t let us access your device or any data you don’t share. You can disable non-essential cookies in your browser settings

Notifiable Privacy Breaches

If we become aware of a privacy breach that is likely to cause serious harm, we will:

• Notify the NZ Office of the Privacy Commissioner and affected individuals as soon as practicable (Privacy Act 2020).
• Notify the OAIC within 30 days of becoming aware of an “eligible data breach” affecting Australian individuals (Privacy Act 1988).

Links to Other Sites

Our websites and emails may contain links to third-party sites. Those sites are not governed by this Policy. We recommend you review the privacy statements of every website you visit before providing personal information.

Contact, Complaints and Queries

Privacy Officer – Admin Army (part of Streamline Business Group)
Email: privacy.officer@streamlinebusiness.net
If you are dissatisfied with our response you may complain to:

• Office of the Privacy Commissioner (NZ) – www.privacy.org.nz
• Office of the Australian Information Commissioner (AU) – www.oaic.gov.au

Updates to this Policy

We may update this Policy from time to time to reflect changes in law or our practices. Significant changes will be announced on our website or notified directly to affected customers.

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