Privacy & Confidentiality Policy
Silent Partners Ltd (“we”, “us”, “our”) is committed to protecting your privacy and treating your information with care, respect, and confidentiality. This Policy explains how we collect, use, store, and protect information when you visit our website or work with us.
By using our website or engaging our services, you agree to this Policy.
1. What information we collect
We collect only the information we need to deliver our services and improve your experience. This may include:
your name and contact details
information you choose to share with us through forms, emails, or enquiries
documents or details you provide when engaging our services
basic website analytics (e.g., page views, device type, time on site)
We do not collect unnecessary or intrusive data.
2. How we use your information
We use your information to:
respond to enquiries
provide HR, H&S, and workplace investigation services
prepare reports, advice, or documentation
improve our website and services
meet legal or regulatory obligations
We do not use your information for marketing unless you explicitly opt in.
3. Confidentiality
Confidentiality is central to how we work.
We keep all information you share with us confidential unless:
you give us permission to share it
it is necessary to carry out the work you’ve engaged us to do
we are legally required to disclose it (e.g., serious harm, safety risk, court order)
we are working with trusted subcontractors who are bound by confidentiality obligations
We never sell or trade your information.
4. Website cookies and analytics
Our website uses simple, privacy‑friendly analytics to understand how people use the site. This helps us improve content and usability.
We may use:
essential cookies (for basic site functionality)
anonymous analytics (e.g., Google Analytics or similar tools)
We do not use invasive tracking or advertising cookies.
You can disable cookies in your browser at any time.
5. How we store and protect information
We take reasonable steps to keep your information safe, including:
secure, encrypted digital storage
password‑protected systems
restricted access for authorised personnel only
secure disposal of information when no longer needed
6. How long we keep information
We keep information only for as long as necessary to:
provide our services
meet legal obligations
manage potential future queries
After this, information is securely deleted or destroyed.
7. Your rights
You can:
ask for a copy of the information we hold about you
ask us to correct any information that is inaccurate
We will respond within a reasonable timeframe.
8. Third‑party providers
We may use trusted third‑party providers for secure storage, scheduling, or administrative support. They must meet NZ privacy standards and cannot use your information for their own purposes.
9. Changes to this Policy
We may update this Policy from time to time. The latest version will always be available on this page.
10. Contact us
If you have questions about privacy or confidentiality, or want to request access to your information, contact:
Silent Partners Ltd
Email: info@silentpartners.co.nz
Terms & Conditions
These Terms & Conditions (“Terms”) apply to all services provided by Silent Partners Ltd (“we”, “us”, “our”). By engaging Silent Partners, you (“the Client”) agree to these Terms, which operate alongside our Privacy & Confidentiality Statement and your Client Engagement Agreement.
1. Scope of Services
Silent Partners provides HR, Health & Safety, workplace investigation, advisory, and related consulting services.
The specific scope of work will be outlined in your Client Engagement Agreement or proposal.
Any work outside the agreed scope may be completed at our discretion and will be charged at our standard rates unless otherwise agreed in writing.
2. Professional Standards
We deliver services with reasonable skill, care, and diligence, consistent with industry standards and New Zealand law.
Our advice is based on the information provided to us. We are not responsible for outcomes resulting from incomplete, inaccurate, or withheld information.
3. Client Responsibilities
To enable us to deliver services effectively, the Client agrees to:
provide accurate and timely information
ensure access to relevant personnel, documents, and systems
communicate any changes in circumstances that may affect the work
comply with all relevant employment, privacy, and health & safety laws
The Client is responsible for decisions made based on our advice.
4. Fees & Payment
Fees will be outlined in your Engagement Agreement or proposal. Unless otherwise stated:
invoices are issued monthly or at project milestones
payment is due within 7 days of invoice date
late payments may incur a 2% monthly administration fee
travel, printing, and third‑party costs may be charged separately
We reserve the right to pause work if invoices remain unpaid.
5. Cancellations & Rescheduling
If you need to cancel or reschedule a meeting, interview, or onsite visit:
less than 24 hours’ notice may incur a cancellation fee
pre‑booked travel or accommodation costs will be passed on at cost
For investigation work, cancellations or delays caused by the Client may extend timelines and may incur additional fees.
6. Confidentiality
We treat all information as confidential and handle it in accordance with our Privacy & Confidentiality Statement.
We may disclose information only when:
you have given permission
required by law
necessary to prevent serious harm
All subcontractors and support personnel engaged by Silent Partners are bound by confidentiality obligations.
7. Information Security
We take reasonable steps to protect information from loss, misuse, or unauthorised access.
The Client is responsible for ensuring secure transmission of sensitive information to us.
8. Intellectual Property
All documents, templates, reports, and materials created by Silent Partners remain our intellectual property unless otherwise agreed in writing.
The Client receives a licence to use these materials for internal business purposes only.
They may not be shared, sold, or reproduced without our written consent.
9. Workplace Investigations
Where Silent Partners conducts an investigation:
we act as an independent, impartial investigator
confidentiality is essential for all participants
findings are provided only to the Client unless legally required
we do not guarantee outcomes or disciplinary results
The Client is responsible for implementing recommendations and ensuring procedural fairness.
10. Limitation of Liability
To the maximum extent permitted by law:
our liability is limited to the total fees paid for the relevant services
we are not liable for indirect, consequential, or financial losses
we are not responsible for decisions made by the Client based on our advice
Nothing in these Terms limits rights under the Consumer Guarantees Act 1993 where it applies.
11. Termination
Either party may terminate the engagement with written notice.
The Client must pay for all work completed up to the termination date, including any committed third‑party costs.
We may terminate the engagement immediately if:
there is a conflict of interest
the Client fails to provide required information
invoices remain unpaid
continuing the work would breach legal or ethical obligations
12. Use of Subcontractors
We may engage trusted subcontractors or specialists to support delivery of services.
All subcontractors are bound by confidentiality and professional standards.
13. Conflicts of Interest
We will disclose any actual or potential conflict of interest as soon as it becomes known.
If a conflict cannot be managed appropriately, we may decline or withdraw from the engagement.
14. Amendments
We may update these Terms from time to time.
The most current version will always be available on our website and will apply to all ongoing and future work.
15. Governing Law
These Terms are governed by the laws of New Zealand.
Any disputes will be resolved in accordance with New Zealand legal processes.
16. Contact
For questions about these Terms, please contact: info@silentpartners.co.nz