Privacy Policy

INTRODUCTION

NG Property Management (we, us, our) complies with the New Zealand Privacy Act 2020 (the Act) when dealing with personal information. Personal information is information about an identifiable individual (a natural person).

This policy sets out how we will collect, use, disclose and protect your personal information.

This policy does not limit or exclude any of your rights under the Act. If you wish to seek further information on the Act, see www.privacy.org.nz

CHANGES TO THIS POLICY

We may change this policy by uploading a revised policy onto the website. The change will apply from the date that we upload the revised policy.

This policy was last updated on 13 July 2023.

WHO DO WE COLLECT AND USE YOUR PERSONAL INFORMATION FROM

OWNERS

We collect personal information from you to fulfil our services. The type of information we collect will vary, depending on the type of service we provide to 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, reorganization or acquisition)
▲ Verify you are complying with any contract entered into, such as a management agreement.
▲ Analyse and improve our service
▲ Comply with applicable laws

We may disclose your personal information to:

▲ An emergency contact authorised by you
▲ Professional advisers and representatives (e.g. Lawyers or a regulatory authority)
▲ Any other person authorised by law

Storing Personal Information

All information we collect is held on a secured drive 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

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.

At viewing stage – we will only ask your name, contact number and email address for contacting purpose.

Application stage – There are two stages to the application.

We will collect the following information at the first stage:

▲ Name and contact information
▲ Proof of identity

▲ Whether the applicant(s) is/are 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 (e.g.: dependents)
▲ Consent to contact referees
▲ Consent for a credit check and background 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 for fixed term)

Second Stage –

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

▲ Additional information needed to carry out credit and background check
▲ Evidence of your ability to pay rent.

Tenancy agreement Preparation

We will collect the following information:

▲ Vehicle information (if property provides parking)
▲ Address for service
▲ Contact details (for emergency case)

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, reorganization or acquisition)
▲ Verify you are complying with any contract entered into, such as a management agreement.
▲ Analyse and improve our service
▲ Comply with applicable laws
We may disclose your personal information to:
▲ An emergency contact authorised by you
▲ Professional advisers and representatives (e.g. Lawyers or a regulatory authority)
▲ Any other person authorised by law

Storing Personal Information

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

PROTECTING YOUR PERSONAL INFORMATION

We will take reasonable steps to keep your personal information safe from loss, unauthorised activity, or other misuse.

ACCESSING AND CORRECTING YOUR PERSONAL INFORMATION

Subject to certain grounds for refusal set out in the Act, you have the right to access your readily retrievable personal information that we hold and to request a correction to your personal information. Before you exercise this right, we will need evidence to confirm that you are the individual to whom the personal information relates.

In respect of a request for correction, if we think the correction is reasonable and we are reasonably able to change the personal information, we will make the correction. If we do not make the correction, we will take reasonable steps to note on the personal information that you requested the correction.

If you want to exercise either of the above rights, email us at [insert email address]. Your email should provide evidence of who you are and set out the details of your request (e.g. the personal information, or the correction, that you are requesting).

We may charge you our reasonable costs of providing to you copies of your personal information or correcting that information.

INTERNET USE

While we take reasonable steps to maintain secure internet connections, if you provide us with personal information over the internet, the provision of that information is at your own risk.

If you follow a link on our website to another site, the owner of that site will have its own privacy policy relating to your personal information. We suggest you review that site’s privacy policy before you provide personal information.

COOKIES

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.

CONTACTING US

If you have any questions about this privacy policy, our privacy practices, or if you would like to request access to, or correction of, your personal information, you can contact us at rent@ngpm.co.nz