Property Management Company – New Zealand
1. Purpose of This Policy
This Privacy Policy explains how we collect, use, store, disclose, and protect personal information in the course of providing property management services. We are committed to complying with the Privacy Act 2020, the Residential Tenancies Act 1986, and all applicable Tenancy Tribunal requirements.
2. Personal Information We Collect
We may collect personal information from landlords, tenants, applicants, guarantors, contractors, and third parties. This may include, but is not limited to:
- Full name, date of birth, and contact details
- Identification documents (e.g. photo ID)
- Employment and income information
- Rental history and references
- Credit, background, and tenancy checks (where permitted by law)
- Bank account details for rent or payment processing
- Property inspection notes, photos, and videos
- Communications, complaints, and maintenance records
- Information required for Tenancy Tribunal applications and proceedings
3. How We Collect Information
Personal information may be collected through:
- Rental applications and tenancy agreements
- Direct communication (email, phone, SMS, forms, website submissions)
- Landlords, tenants, referees, and authorised agents
- Credit agencies, background checking services, and public registers (where lawful)
- Inspections, property visits, and maintenance activities
4. Purpose of Collecting Personal Information
We collect and use personal information only where necessary to:
- Manage rental properties and tenancies
- Assess tenant suitability and applications
- Prepare, administer, and enforce tenancy agreements
- Collect and disburse rent and other payments
- Arrange inspections, repairs, and maintenance
- Communicate with landlords, tenants, and contractors
- Comply with legal obligations under the Residential Tenancies Act 1986
- Resolve disputes, including mediation and Tenancy Tribunal proceedings
- Meet accounting, auditing, and record-keeping requirements
5. Disclosure of Personal Information
We may disclose personal information only where lawful and necessary, including to:
- Landlords (in relation to their property and tenancy)
- Contractors and tradespeople for maintenance or compliance work
- Credit and background checking agencies
- Government agencies where required by law
- The Tenancy Tribunal, mediators, or courts
- Professional advisers (e.g. accountants, legal advisers)
We do not sell personal information to third parties.
6. Tenancy Tribunal and Legal Proceedings
Personal information may be disclosed or submitted as evidence in Tenancy Tribunal or court proceedings, including application forms, hearing documents, and supporting evidence. This disclosure is permitted under the Privacy Act 2020 where required to enforce or defend legal rights.
7. Storage and Security of Information
We take reasonable steps to protect personal information from loss, misuse, unauthorised access, disclosure, or alteration. Safeguards may include:
- Secure digital systems and password protection
- Restricted access to authorised personnel only
- Secure storage of physical documents
- Use of reputable third-party software providers
8. Retention of Information
Personal information is retained only for as long as necessary to fulfil legal, operational, and record-keeping obligations, including requirements under tenancy law and accounting regulations. When no longer required, information is securely destroyed or anonymised.
9. Access and Correction Rights
Individuals have the right to:
- Request access to their personal information
- Request correction of inaccurate or incomplete information
Requests must be made in writing and will be handled in accordance with the Privacy Act 2020.
10. Accuracy of Information
We rely on individuals to ensure that the information they provide is accurate, complete, and up to date. Failure to provide accurate information may affect our ability to provide property management services.
11. Use of Photos and Inspection Media
Inspection photos and videos are collected solely for property management, reporting, compliance, and dispute resolution purposes. These materials will not be used for marketing or shared publicly without consent, unless required by law.
12. Privacy Breaches
In the event of a privacy breach that is likely to cause serious harm, we will comply with mandatory notification requirements under the Privacy Act 2020, including notifying affected individuals and the Office of the Privacy Commissioner where required.
13. Changes to This Policy
This Privacy Policy may be updated from time to time to reflect changes in legislation or business practices. The latest version will be made available upon request or published on our website.
14. Contact
For privacy-related enquiries, access requests, or complaints, please contact:
Rent In Property Management
Email: rentin.pm@gmail.com