Privacy Notice – Telephone System Update

Mee & Henry Law Limited is implementing the VXT telephone system as part of an upgrade to our communications and file management processes.

As part of this system, telephone calls to and from our office may be recorded for the purposes of file note creation, record‑keeping, staff training, and quality assurance.

Any recordings will be collected, stored, and used in accordance with the Privacy Act 2020 and our firm’s Privacy Policy. This includes taking reasonable steps to ensure that personal information is protected against loss, unauthorised access, use, modification, or disclosure.

Call recordings will only be accessed by authorised personnel and will be retained only for as long as necessary for legitimate business and legal purposes.

If you do not wish for your call to be recorded, please let us know at the beginning of the call and we will make alternative arrangements where reasonably practicable.

Mee & Henry Law (“we”, “us”, “our”) is a New Zealand law firm led by Director Liz Henry. We are committed to protecting your privacy and complying with the Privacy Act 2020 and any other legal obligations that apply to our services.

1. What this policy covers

This policy explains how we collect, use, store, share and protect personal information relating to clients, prospective clients, suppliers, business contacts and others who interact with us.

2. Why we collect personal information

We collect personal information so that we can:

• provide legal services to you
• meet our legal, professional and regulatory obligations, including anti-money laundering and sanctions compliance
• manage our business, communicate with you, and improve our services
• engage third parties on your behalf when requested or required

3. What personal information we collect

Depending on your relationship with us, we may collect information such as:

• names, addresses, contact details, date of birth and occupation
• identification documents and evidence of source of funds
• payment details and billing information
• information relevant to your legal matter
• employment, education or reference information if you apply to work with us

If you do not provide requested information, we may not be able to provide services or meet our legal duties.

4. How we collect information

We collect personal information:

• directly from you, including forms, emails, meetings, phone calls, and via our website
• from third parties, with your consent or where permitted by law
• from publicly available sources

We may use website cookies and analytics tools to collect technical data.

5. How we use and disclose information

We may use and disclose personal information:

• to deliver legal services and communicate with you
• to engage barristers, consultants, or service providers (e.g., IT, data hosting)
• to verify identity with authorised databases
• to comply with court, regulatory or legal requirements
• where you have authorised us to do so

6. Protection and retention

We take reasonable steps to protect personal information from misuse, loss, or unauthorised access.
We retain information only for as long as necessary to meet legal and professional requirements.

7. Access and correction

You may request access to, or correction of, your personal information by contacting us. We may require proof of identity. A reasonable fee may apply for providing access.

8. Questions or complaints

If you have concerns about how we handle personal information, please contact Liz Henry in the first instance.
If unresolved, you may contact the Office of the Privacy Commissioner (privacy.org.nz).

9. Changes to this policy

We may update this policy from time to time. The current version will be available on our website or on request.