This Policy addresses the following:
Act means the Privacy Act 2020, any amendment to that Act or any act in substitution for that Act.
Landlord means a person interacting with us in their capacity as a landlord or potential landlord and as the context shall require any property manager.
Tenant means a person interacting with us in their capacity as a tenant or potential tenant.
TPS means The Tenancy Practice Service Limited. Also referred to as “our”, “us” and “we”.
Web Services means any of our websites, customer portals, mobile applications and electronic media from time to time.
We only collect and store personal information that we consider necessary for the proper administration and functioning of our business. The personal information we collect may differ depending on the circumstances and in particular whether you are a Landlord or a Tenant. Without limitation we may collect the following personal information:
We collect personal information in a variety of ways. We try to collect this personal information from you directly. Without limitation we collect personal information through:
Where you are a Tenant your tenant profile is kept private and your profile can only be seen by you. The data is only disclosed by us if you send it to a property manager or landlord using our services or Web Services. We will ensure there are reasonable safeguards in place to prevent loss, misuse or disclosure of your personal information. Any data used for statistical reports will be anonymous. If you wish for an organisation to see a specific part of your profile, that organisation can only do so with your permission. For example, providing evidence of your current address to the bank or WINZ. However, you consent to us disclosing information to third parties if relevant to the purposes for which we collected the personal information. These parties may include:
YOUR DATA WILL NOT BE SOLD TO MARKETERS.
We may disclose your personal information to parties located outside of New Zealand. This may include any external service providers located outside of New Zealand (e.g. hosted servers).
We take reasonable steps to ensure that any recipient outside of New Zealand maintains the privacy of your personal information.
You are not obligated to provide us with your personal information and if you choose not to provide the same or restrict our ability to deal with, collect, disclose, store and use your personal information, then:
We take reasonable steps to protect your personal information from loss, misuse or disclosure. If you suspect any loss, misuse or unauthorised access or disclosure of your personal information please contact us immediately.
We keep your personal information for so long as is it is required having regard to the purpose for which the personal information was collected and as otherwise required comply with the law.
By using our Web Services or providing us with your personal information you consent to receiving promotional or marketing electronic messages from us or from third parties on our behalf.
You may opt out of receiving those electronic messages by contacting us on [firstname.lastname@example.org] or [09 304 0853] or by utilising any unsubscribe facility that accompanies those electronic messages. If you do withdraw your consent to receiving these electronic messages or other unsubscribe you will no longer receive these types of electronic messages from us. In respect of any unsubscribe facility we will cease to send these electronic messages within  working days of your unsubscribe request.
A cookie is a small file which asks for permission to be placed on your device. The file is added and the cookie helps analyse web traffic or lets you know when you visit a particular site. Cookies allow Web Services to be tailored to you as an individual. The Web Services can tailor their operations to your needs, likes and dislikes by gathering and remembering information about your preferences.
We use traffic log cookies and this helps us analyse data about web page traffic and improve our website in order to tailor it to your and other customers’ needs..
Overall, cookies help us provide you with a better Web Services, by enabling us to monitor which pages you find useful and which you do not. A cookie in no way gives us access to your device or any information about you, other than the data you choose to share with us or if it is essential to use of the Web Service such as a log in.
You can choose to accept or decline cookies. Most web browsers automatically accept cookies, but you can usually modify your browser setting to decline cookies if you prefer. However, this may prevent you from taking full advantage of our Web Services.
Your personal information is stored securely and can only be accessed by authorised persons. You are welcome to contact us at any time at email@example.com or 09 304 0853 to confirm whether we hold personal information about you, request access to your personal information or correct it. In some cases, there may be a charge in correcting information based on your request, attaching to any personal information a statement of any correction sought but not made and retrieving and providing a copy of the personal information to you. On occasion we may also insist on the payment of the charge in advance before responding to a request for which we can charge.
If you believe the personal information is incorrect, incomplete or inaccurate, then you can log in and change it. If it relates to data such as credit reports or tenant history, you can request it from the credit bureaus. You can request a copy of all data we have on you at any time.
Notwithstanding the above we may not grant you access where we cannot reliably verify your identity first. There may be other circumstances where we cannot provide you access to the personal information we hold. For example, where it would breach somebody else’s right to privacy or would endanger someone else’s safety.
If you have any comments, questions or complaints about the handling of your personal information you may contact our Privacy Officer on firstname.lastname@example.org or 09 304 0853 who will
endeavour to respond to your enquiry promptly and outline options as to how this matter
may be resolved.