Draft for Polaris compliance approval

Collection & privacy notice

Polaris Mortgage collects the information in this form to understand your lending needs, prepare or confirm your application, communicate with you, and meet legal and professional obligations. Please do not submit information that is not relevant to those purposes. If required information is not provided, Polaris may be unable to prepare, progress, or confirm your application.

How information is handled

Access is limited to authorised Polaris staff and service providers that operate this secure form. Form answers and issued versions are encrypted at application level. Client emails contain secure links only. Authorised staff may receive a form summary and review-stage PDF by email when a client link is sent.

Service providers and overseas processing

Polaris uses carefully selected service providers to host, secure, support, and deliver this service. These include providers of cloud hosting, database and authentication services, transactional email, document generation, and staff-assisted technology services. Authorised Polaris staff may use ChatGPT Business to help prepare draft information for review. It does not make lending or financial advice decisions.

These providers and their subprocessors may store or process personal information outside New Zealand. They are authorised to process personal information only to provide their contracted services to Polaris, administer security, or comply with applicable law. Polaris takes reasonable steps to assess its providers and require appropriate confidentiality, privacy, security, access-control, incident-management, and data-deletion safeguards. Where required, Polaris uses contractual or legal safeguards intended to provide protection comparable to the New Zealand Privacy Act 2020. Information about the principal providers and processing locations is available from Polaris on request.

Security, availability, and incidents

Polaris applies reasonable technical and organisational safeguards designed to protect personal information against loss, unauthorised access, misuse, alteration, or disclosure. However, no internet, email, cloud, or third-party service can be guaranteed to be completely secure, continuously available, or free from error, delay, or interruption.

If a security incident or service-provider failure affects personal information or required records, Polaris will take reasonable steps to investigate, contain, and remedy the incident, recover or preserve records where practicable, and notify affected individuals, the Office of the Privacy Commissioner, the Financial Markets Authority, or another authority where required by law.

Polaris remains responsible for the obligations imposed on it by New Zealand law. Nothing in this notice excludes or limits any right or remedy that cannot lawfully be excluded or limited.

Source-tagged proposals

Some answers may be proposed from documents already available to your adviser in the relevant ChatGPT Business workspace. The form stores only the proposed value and a minimal source label such as filename, page, and confidence. It does not copy those source documents. An authorised Polaris staff member must review proposed values before they are issued to you.

Regulatory access

Polaris must maintain records relating to its financial advice service. Polaris, or a service provider holding records on its behalf, may allow the Financial Markets Authority to inspect those records or provide copies when required for supervision, licence compliance, or another lawful purpose. By submitting or confirming information through this service, you consent to the Financial Markets Authority viewing or obtaining relevant records for those purposes.

Retention

Form payloads, issued versions, confirmations, and generated PDFs are kept for at least seven years after the most recent relevant activity recorded in this service. The applicable period may be longer, including where advice concerns a financial product that remains in force or later advice refers to or relies on the record. Confirmed records are not automatically deleted when seven years passes; Polaris retains them until the applicable regulatory period has ended and disposal is authorised. A non-personal deletion record may be retained to show that deletion occurred.

Your choices and contact

You may request a correction instead of confirming an issued version. Contact the Polaris staff member or adviser responsible for your application to ask for access, correction, revocation of a link, or more information about handling your personal information. If that person is unavailable, contact info@polarismtg.co.nz.

Approval required: Polaris's lawyer or privacy officer must approve this notice and the confirmation declaration before production use.