PRIV-01
Privacy statement
How R&M collects, uses, shares and protects personal information.
1. Who we are
R & M Security & Investigations Limited (“R&M”, “we”, “us”) is a New Zealand security and investigations company. We provide security guarding and patrols; CCTV, alarm and access-control systems; investigations and evidence services; forestry, rural and land-protection services including access permits; council compliance support; pest control; and pre-employment screening, including criminal record checks requested through the Ministry of Justice.
This statement explains what personal information we collect, what you must give us and what is optional, why we need it, who we share it with, how we protect it, and how you can see or correct it. It is written to meet the Privacy Act 2020, including Information Privacy Principles 3 and 3A.
Our address is 1187 Motueka River West Bank Road, RD1, Motueka. Our Privacy Officer is Aisling Bremner, who can be contacted at intel@remsec.co.nz.
2. The information we collect
| If you are… | We may collect | Why |
|---|---|---|
| A client or customer | Name, contact details, business name and role, site and property details, billing and payment details | To quote, deliver, manage and invoice our services |
| A job applicant, worker or subcontractor | Identity, contact and right-to-work details; licences and certificates; referee comments; vetting results; payroll, tax and bank details; health and safety records | To assess suitability, meet licensing and contract requirements, employ and pay you, and keep you safe |
| A person we request a criminal record check for | The details the Ministry of Justice form asks for (see section 4), a copy of your identification, your signed authorisation, and the result | To complete a criminal record check you have authorised, for the role you have applied for or hold |
| A person at a site we protect | CCTV and body-worn camera images, access-control and alarm logs, vehicle registration details and, where our NZTA authorisation allows, the registered person’s name and address, incident and trespass records | To protect people and property, respond to incidents and keep evidence |
| A landowner, permit holder or member of the public we deal with | Contact details, permit and access records, notes of our interactions | To manage access, permits and compliance work for our clients |
| A person involved in an investigation | Statements, observations, identity and vehicle details, and evidence | To carry out lawful investigations under client instruction or a legal function |
| A website visitor or enquirer | The details you send us through our website, email or phone | To answer your enquiry |
3. What you must give us and what is optional
We only ask for information we need. The table below shows what is required, what is optional, and what happens if you choose not to provide it.
| Situation | Required | Optional | If you do not provide it |
|---|---|---|---|
| Criminal record check | Full name and any other names; date and place of birth; current address and any other New Zealand addresses in the last 10 years; acceptable identification; your signed authorisation; an email address if we send you the Ministry’s online form | A copy of the result emailed to you by the Ministry; any explanation you want us to consider | We cannot request the check. Where the check is a condition of the role, we cannot progress that application |
| Job application and employment | Identity, contact details, right-to-work evidence, licences required for the role, referees, tax and bank details once employed | Information you volunteer about yourself beyond what the role requires | We may not be able to consider your application, employ or pay you |
| Client services | Contact, site and billing details | Additional contacts and preferences | We may not be able to deliver or invoice the service |
| Enquiries | Enough detail to answer you | Everything else | We may not be able to answer fully |
We will never ask you to tell us about convictions you are entitled to conceal under the Criminal Records (Clean Slate) Act 2004, and we do not need your National Health Index number, health history or personal social media accounts for any of our services.
4. Criminal record checks
When a role requires it, or when a client asks us to screen a candidate on their behalf, we request a criminal conviction history from the Ministry of Justice using its online service for registered third parties. This only happens with your written authorisation.
- Before we request a check we give you a privacy notice explaining the check and ask you to sign an authorisation. You may complete the Ministry’s form yourself, with us, or by an email link sent to you.
- We check your identification against the details in the request. We keep a copy of your identification and authorisation for three months, because the Ministry may ask to see them, and then securely destroy them.
- The Ministry automatically conceals convictions covered by the Clean Slate scheme, or that must otherwise not be disclosed by law.
- Only the small number of R&M staff authorised to handle vetting can see your result. It is stored separately from general personnel files.
- A conviction does not automatically rule you out. If anything in the result may affect a decision, we will tell you what it shows and give you a genuine chance to respond first.
- If we are screening you for a client, we give the result only to that client, only for the role named in your authorisation.
5. Vehicle registration checks (NZTA)
R & M Security and Investigations Limited is authorised by NZ Transport Agency Waka Kotahi (NZTA), under section 241 of the Land Transport Act 1998 and New Zealand Gazette notice 2025-au4644, to obtain the name and address of the registered person of a motor vehicle from the Motor Vehicle Register. The authorisation runs from 20 August 2025 to 19 August 2030. The registration plate may have been recorded on CCTV or a licence-plate (ANPR) camera, or observed by one of our officers on patrol.
- When this may happen: only where a vehicle has entered, without a valid permit, a property we are contracted to secure (trespass), or has been identified on camera or by patrol entering a property or causing damage to it, in breach of the signage posted at that property.
- What we use it for: only to send the registered person a trespass notice; to send a letter advising that damage has been identified and requesting payment for repair or replacement; or to give the details to a debt collection agency to lawfully recover that debt.
- The registered person is not always the driver, and we do not assume who was driving.
- You can tell the Registrar of Motor Vehicles that you do not want your name and address made available under an authorisation like ours (“opt out”) — see www.nzta.govt.nz or contact NZTA. If you have opted out, your details are not available to us.
- This section is the general statement our authorisation requires. You can ask us what register information we hold about you (see section 10).
6. How we use your information
We use personal information only for the purpose we collected it for, or a directly related purpose, unless you agree otherwise or the law allows it — for example to prevent a serious threat to someone’s life or health, or to assist Police with the prevention, detection or investigation of offences.
7. Who we share it with
- The Ministry of Justice, to request a criminal record check you have authorised.
- NZ Transport Agency Waka Kotahi, which receives the registration plate when we search the Motor Vehicle Register and may audit our searches (see section 5).
- A debt collection agency, only where a registered person’s details are needed to lawfully recover a debt for damage to a property we protect (see section 5).
- The client who asked us to screen you, limited to the result for the role you applied for.
- Our clients, for footage, logs and reports relating to their own sites.
- Police, emergency services, courts or regulators, where the law requires or allows it.
- Licensing and accreditation bodies, where needed to confirm our workers are licensed.
- Trusted service providers who store or process information for us (for example secure cloud storage), under confidentiality obligations.
We do not sell personal information. If a service provider stores information outside New Zealand, we make sure it is protected by safeguards comparable to New Zealand law, as the Privacy Act requires.
8. How we keep it safe
We use access-controlled and encrypted systems, named user accounts, locked physical storage, and privacy training for our staff. Vetting information is restricted to authorised staff only. If a privacy breach is likely to cause serious harm, we will notify you and the Privacy Commissioner as the law requires.
9. How long we keep it
| Information | How long |
|---|---|
| Copies of identification and authorisations for criminal record checks | 3 months from the date of the request, then securely destroyed |
| Criminal record check results for R&M workers | On a restricted vetting record for the duration of employment, then securely destroyed |
| Criminal record check results for unsuccessful applicants | 3 months after the decision, then securely destroyed |
| Criminal record check results requested for a client | Sent securely to the client, then deleted by R&M within 3 months |
| Employment and payroll records | 7 years after employment ends |
| CCTV and body-worn footage | As agreed with the client, usually 30 to 90 days, unless needed for an incident or legal matter |
| Vehicle register details (name and address) obtained from NZTA | Only until the trespass notice, damage letter or debt recovery is complete, then securely destroyed. A record of each search is kept for 2 years, as NZTA requires |
10. Your rights
You can ask for a copy of the personal information we hold about you and ask us to correct it. We will respond as soon as we can and within 20 working days. Criminal conviction information belongs to the Ministry of Justice — if you think a conviction record is wrong, we will help you contact the Ministry. You can also request your own criminal record directly from the Ministry of Justice at www.justice.govt.nz/criminal-records.
If you have a concern or complaint, please contact our Privacy Officer first: Aisling Bremner, intel@remsec.co.nz, 1187 Motueka River West Bank Road, RD1, Motueka. If you are not satisfied with our response, you can complain to the Office of the Privacy Commissioner — www.privacy.org.nz — 0800 803 909.
11. Changes to this statement
We review this statement at least every 12 months and whenever our services or the law change. The current version is always available at www.randmsecurity.com/privacy or from our Privacy Officer.