What type of information we have

We currently collect and process the following information

  • Personal information you supply as part of the registration process which will enable us to communicate with you, evaluate your visa application and complete your application form e.g. name, contact details, date of birth, work history, your CV
  • User and technical data that show your interaction with our website (e.g. your IP address, browser details, page views and length of time spent on our website) through our web server, web analytics and cookie technology
  • Marketing and communication preference data that you have supplied to us

How we get the information and why we have it

Most of the personal information we process is provided to us directly by you for one of the following reasons:

  • Completing a Contact Us form
  • Completing an Eligibility Assessment form
  • Completing any other form that we send to you directly or though Ezymigrate or Mailchimp (our CRM platforms)
  • Emailing us directly and providing us with information regarding your visa application
  • Providing us with information over the phone or face to face during a consultation regarding your case
  • Visiting and using our website
  • Contacting us through our social media channels, via text message or another messaging service

What is our legal basis for processing your personal data?

Under the General Data Protection Regulation (GDPR), the lawful bases we rely on for processing this information are:

Your consent

We will obtain your consent for processing data that enables us to send marketing communications to you.

You are able to remove your consent to receive marketing communications at any time. You can do this by contacting nicola@relocatedownunder.com

We have a contractual obligation

We will process customer data that allows us to enter into a contract with you and to fulfil the terms of the contract, by enabling us to assess your visa requirements and submit an application on your behalf.

We have a legitimate interest

We have a legitimate interest to process customer data we have received from you via any communications channel (website forms, email, phone, text, face to face or through our social media channels) so that we can communicate with you, keep up to date files as required by the Licensed Immigration Advisers Code of Conduct 2014, and have documentation if required for complaints or legal claims.

We have a legitimate interest to process user and technical data regarding visits to our website and online services, so that we are able to administer our website and business, improve our online services and grow our business.

We also have a legitimate interest to use technical, user and customer data to serve you relevant content (onsite, in Facebook and through display ads) and measure the effectiveness of this activity, in order to grow our business.

Please note:

If we are required to collect personal data by law, or under the terms of the contract between Relocate Down Under and yourself, and you do not provide us with this data, it may mean we are unable to fulfil the contract or provide you with the service you have paid for. If we are unable to provide the service requested or paid for as a result of data not being supplied, we will inform you of this.

We will only use your personal data for a purpose it was collected for or a reasonably compatible purpose if necessary.

We may process your personal data without your knowledge or consent where this is required or permitted by law.


Our website uses Cookie technology. A Cookie is a small data file that is placed on the hard drive of your computer when you visit a website. These Cookies contain information that is used to track your usage of our website and to customise content and advertising.

Before Cookies are placed on your device, you will be shown a message which asks you to give your consent. If you give your consent, it helps us to provide the best possible experience and service to you. By continuing to use our website, you are consenting to use the Cookies described in our Privacy Policy. You may choose to block Cookies on your device at any time, which may mean that certain parts of our site do not function fully and may affect your experience of using our site.

If you wish to disable Cookies, you can find out how to do this at aboutcookies.org

We use the following Cookies:

Essential Cookies that are needed for certain sections of our website to operate.

Analytical Cookies so we can see how many visitors we have to our website, how long they spend there and what pages they go to. We use Google Analytics Cookies, together with our web server’s log files, to identify unique but anonymous users. This helps us gather feedback so we can improve the Relocate Down Under website for our users. To opt out of Google Analytics Cookies visit https://tools.google.com/dlpage/gaoptout

Marketing Cookies so we can personalise website content and advertising for you. This includes a Facebook pixel which enables us to measure, optimise and build audiences for advertising campaigns served on Facebook. It helps to ensure our Facebook advertising is seen by users who are most likely to be interested in it. To opt-out please visit https://www.facebook.com/help/247395082112892

We also use Mailchimp cookies to track visitors to our Mailchimp landing page, in order to monitor performance, optimise campaigns and build audiences. 

What we do with the information we have

We use the information that you have given us :

  • To be able to communicate with you regarding your visa application or any queries you have
  • To be able to provide you with a written agreement and enter into a contract with you regarding your immigration matters
  • To be able to confirm your identity (i.e. passport information)
  • To be able to fully assess your visa application and provide you with immigration advice
  • To be able to complete a visa application form on your behalf
  • To ensure we have up to date files, which is a requirement of the Immigration Advisers Code of Conduct 2014
  • As a record with regards to any complaints or legal claims
  • To be able to supply the services that you have purchased from us
  • To be able to administer our website and our business, and develop our business and marketing strategy
  • To be able to serve you relevant content and advertisements (such as Facebook and display advertising) and measure the effectiveness of our advertising, to enable us to grow our business

Who we share your information with:

Once you have agreed to take up one of our services, we may share your information with the relevant New Zealand government services and authorities, as a requirement of your visa application, including:

    • Immigration New Zealand
    • New Zealand Qualifications Authority

We are also required to share client files with the Immigration Advisers Authority (as part of the Licensed Immigration Advisers Code of Conduct 2014) at any point if requested.

How we store your information

Your information is securely stored

  • The website and data collected from the website is hosted securely on a cloud-based service based in Europe, which is protected by SSL encryption.
  • We use Ezymigrate as our CRM platform and they securely collect, hold and process information on our behalf.
  • We keep are required to keep your personal data for a minimum of 7 years, as specified in the Licensed Immigration Advisers Code of Conduct, clause 26e:
    A licensed immigration adviser must maintain each client file for a period of no less than 7 years from closing the file, and make those records available for inspection on request by the Immigration Advisers Authority
  • We will then dispose your information by deleting all client files.

Your data protection rights

Under data protection law, you have rights including

Your right of access

You have the right to ask us for copies of your personal information.

Your right to rectification

You have the right to ask us to rectify information you think is inaccurate. You also have the right to ask us to complete information you think is incomplete.

Your right to erasure

You have the right to ask us to erase your personal information in certain circumstances.

Your right to restriction of processing

You have the right to ask us to restrict the processing of your information in certain circumstances.

Your right to object to processing

You have the the right to object to the processing of your personal data in certain circumstances.

Your right to data portability

You have the right to ask that we transfer the information you gave us to another organisation, or to you, in certain circumstances.

You are not required to pay any charge for exercising your rights. If you make a request, we have one month to respond to you.

Please contact us at nicola@relocatedownunder.com  if you wish to make a request.

How to complain

You can also complain to the ICO if you are unhappy with how we have used your data.

The ICO’s address
Information Commissioner’s Office
Wycliffe House
Water Lane
Helpline number: 0303 123 1113

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