Consent Policy

1. Scope of this policy

This Consent Policy explains the circumstances in which DocuServices NZ requires user consent before collecting or processing personal data or engaging in data validation activities. It applies to all users of the DocuServices NZ website and any services provided by GOV PAPERS SL.

2. When consent is required

Consent is required in the following situations:

• Data validation workflows — before we proceed with validating any information related to a person's marriage certificate, the person to whom that certificate relates must have given clear consent for this activity
• Sending communications — before we send marketing or informational emails beyond direct responses to your enquiry
• Processing sensitive data — where any special category data (as defined under GDPR Article 9) is involved
• Sharing data with third parties — before sharing personal data with any third party for purposes beyond those strictly necessary to provide the service

Consent is not required for: technical cookies necessary for the website to function; processing enquiry or payment data to respond to you or fulfil a service you have purchased (governed by contractual necessity under GDPR Article 6(1)(b)); or complying with legal obligations such as financial record-keeping.

3. How we obtain consent

Where consent is required, we obtain it through:

• A clear, affirmative action by the user (e.g. ticking a checkbox, submitting a signed form or sending a written confirmation) — we do not use pre-ticked boxes or inferred consent
• A plain-language explanation of what the user is consenting to, for what purpose and for how long
• A clear statement that consent can be withdrawn at any time

Consent is always specific (for a defined purpose), informed (with a clear explanation) and freely given (not bundled with other terms or made a condition of service).

For data validation workflows involving third-party documents (e.g. an organisation submitting a client's NZ marriage certificate for data validation), the organisation must confirm that the individual whose data is being validated and corrected has provided consent for that specific purpose.

4. Withdrawing consent

You may withdraw consent at any time by contacting us at [email protected]. Withdrawing consent does not affect the lawfulness of any processing that took place before the withdrawal. Where consent is withdrawn, we will cease the relevant processing activity as soon as reasonably practicable.

5. Minors

We do not knowingly seek or collect consent from persons under the age of 16 for data processing purposes.

6. Consent records

We maintain records of consent where it is required, including the date and form of consent given, and the purpose for which it was obtained. These records are retained for as long as the relevant processing activity continues, and for a reasonable period thereafter, in accordance with our Data Handling Policy.

7. Contact

For any questions about consent or to exercise your right to withdraw consent, contact us at [email protected].