Privacy Policy

This Privacy Policy outlines how Real Property Management Ltd may collect, use, store and give access to personal information provided to us.

This Policy applies to all personal information that we collect about you, whether via our website, in person, through text/email, via our application process or other avenues.

We are committed to complying with our obligations under the Privacy Act 2020 when dealing with personal information.

OWNERS

Collecting Personal Information

Personal information is about an identifiable individual.

We collect personal information from you to fulfil our services. The type of information we collect will vary, depending on our relationship with you.

We may collect the following information:

• Name
• Address
• Phone number
• Email address
• Bank account details
• Solicitor details
• Details of an emergency contact

Using or Disclosing Personal Information

We will only use and disclose your personal information for the reasons that we collect it.

We may use your personal information to:

• Respond to communication from you
• Protect and enforce our legal rights and interests
• Defend any legal claim
• Respond to lawful requests by public authorities
• Transfer your information (for example in a sale, merger, consolidation, liquidation, reorganisation or acquisition)
• Verify you are complying with any contract entered into, such as a management agreement
• Analyse and improve our services
• Comply with applicable laws

We may disclose your personal information to:

• An emergency contact authorised by you
• Professional advisers and representatives (eg: lawyers or a regulatory authority)
• Any other person authorised by law

Storing Personal Information

All information we collect is held on a secured drive which can only be accessed by authorised personnel. 

Your personal information will be stored for the prescribed length of time to comply with relevant legislation, at which time it will be appropriately destroyed and disposed of (shredding of paper documents and permanent deletion of digital files).

TENANTS

Collecting Personal Information

Personal information is about an identifiable individual.

We collect personal information from you in order to fulfil our services. The type of information we collect will vary, depending on what stage you are at in the rental process and the purpose of collection associated with that stage.

For example, if you would like to register to attend a viewing we will only ask for your name and contact number or email address. This allows us to update you if a viewing is cancelled or changed and to follow up after a viewing to see if you are interested in a property.

When you make an application for a property, we will collect personal information necessary to verify your identity and assess your suitability for a tenancy.

There are two stages to the application. At the first stage we will collect the following information:

• Name and contact information
• Proof of identity
• Whether the applicant is aged 18 years or older
• Number of people who would live at the property
• Names only of occupants who will not be on the tenancy agreement (eg: flatmates, dependents), but not other personal details about non-tenants
• Contact details for landlord and non-landlord references
• Consent to contact referees
• Consent for a credit report and criminal record check
• Pet ownership
• Whether any occupants are smokers
• Whether the tenant has a legal right to remain in New Zealand for the duration of a tenancy (only if the tenancy is for a fixed term)
•  

If you are a preferred tenant who has made it to the shortlist of suitable applicants, we may collect the following additional information:

• Any additional information needed to carry out credit or background checks (eg: date of birth or copies of ID documents)
• Evidence of your ability to pay rent

When preparing a tenancy agreement we may collect the following information:

• Vehicle information (if necessary to provide for parking on the property)
• Address for service
• Contact details for someone we can contact in an emergency

Using or Disclosing Personal Information

We will only use and disclose your personal information for the reasons that we collect it.

We may use your personal information to:

• Verify your identity
• Assess your suitability for a tenancy
• Verify you are complying with any contract entered into, such as a tenancy agreement
• Respond to communication from you
• Protect and enforce our legal rights and interests
• Defend any legal claim
• Respond to lawful requests by public authorities
• Transfer your information (for example in a sale, merger, consolidation, liquidation, reorganization or acquisition)
• Analyse and improve our services
• Comply with applicable laws

We may disclose your personal information to:

• A referee or emergency contact authorised by you
• A credit check/reference agency for the purpose of credit and background checking you
• Professional advisers and representatives (eg: lawyers or a regulatory authority)
• Any other person authorised by law

Storing Personal Information

All information we collect is held on a secured drive which can only be accessed by authorised personnel. 

Your personal information will be stored for the prescribed length of time to comply with relevant legislation, at which time it will be appropriately destroyed and disposed of (shredding of paper documents and permanent deletion of digital files).

If you apply for a tenancy and are not successful, we will delete all personal information gathered as part of the application process. Such information will be deleted forthwith.

YOUR RIGHTS

You have the right to request a copy of the personal information we hold about you and to ask us to correct it if you believe it is incorrect. 

If you believe your rights under the Act have been breached, you can make a complaint to the Office of the Privacy Commissioner:

www.privacy.org.nz

0800 803 909

We take all necessary precaution to ensure that your personal information is kept safe and secure and to meet our obligations under the Act. Information stored on servers which are accessible via the internet is not fully securable and therefore providing information via online platforms is done at your own risk.

We may update this policy from time to time by uploading a revised policy onto our website. If you have any questions regarding this policy, please contact Robyn Fantham – robyn@realpm.co.nz.