Privacy Policy

In this Privacy Policy, “we”, “us” and “our” refer to NW Property Management Ltd (“NW Property Management”). We respect your privacy and are committed to protecting your personal information in accordance with the Privacy Act 2020 (NZ). This Privacy Policy explains how we collect, use, store and disclose personal information.

This policy applies to:

• visitors to www.nwpropertymanagement.co.nz (the “Website”)
• landlords, tenants, rental applicants, and other people who engage with our property
  management services
• suppliers and contractors who work with us

By using our Website, contacting us, applying for a tenancy, or entering into agreements with us, you consent to the collection, use and disclosure of your personal information as described in this Privacy Policy.

For information about the Privacy Act 2020, visit the Office of the Privacy Commissioner website at privacy.org.nz.

1. What personal information we collect
We may collect personal information from you, including (but not limited to):

• Identity information: full name, date of birth, photo ID (e.g., driver licence or passport) where
• required for verification
• Contact information: phone number, email address, current and previous addresses
• Property information: rental property address, investment property address, property
• preferences
• Tenancy application information: employment details, income information, references, rental
• history, supporting documents
• Financial information: bank account details (for rent payments, bond processes, refunds),
• payment card details where payments are processed (note: card data may be handled by third-
• party payment providers)
• Communications: emails, messages, call notes, and other correspondence with us
• Website and technical data: IP address, browser type, device identifiers, pages visited, and cookie
• data (see section 9)

We only collect personal information that is necessary for our functions and activities.

2. How we collect your personal information

• directly from you (e.g., via forms, applications, phone/email, our Website)
• from referees, employers, or other contacts you authorise
• from third parties where permitted (e.g., credit reporting agencies, identity verification providers)
• and where relevant to our services
• from publicly available sources where appropriate (e.g., to verify information)

3. Why we collect and use your personal information
We collect and use personal information to:

• verify your identity
• process rental enquiries and tenancy applications
• manage tenancies and property management services
• communicate with you, including responding to questions or complaints
• arrange inspections, maintenance, repairs, and access where appropriate
• administer payments (rent, fees, invoices) and manage arrears where necessary
• complete reference checks and (where relevant) credit checks in a lawful manner
• comply with legal obligations (including record-keeping requirements under applicable tenancy and property laws)
• protect our legal rights and interests, including dispute resolution and defending claims
• improve our services and Website
•  market our services to you (where permitted), including contacting you electronically— you can
• opt out at any time (see section 8)

4. Who we disclose personal information to
We do not sell your personal information. We may disclose personal information to third parties only where necessary, permitted by law, or with your authorisation, including:

• landlords/owners (for the purpose of managing tenancies and properties)
• suppliers and contractors who support services (e.g., tradespeople, building inspectors, smoke alarm providers, cleaners, couriers)
• IT and systems providers (e.g., property management software, email, cloud storage)
• payment processors and financial institutions (for processing payments)
• credit and reference checking providers (where applicable and lawful)
• professional advisers (e.g., lawyers, accountants, insurers) where relevant to services provided
• dispute resolution bodies and tribunals where required
• government agencies, regulators, or law enforcement where required or permitted by law

We take reasonable steps to ensure service providers handle personal information appropriately and only for the purposes we authorise.

5. Storage, security and retention
We may store personal information in electronic and/or physical form. Information may be stored at our offices and/or with trusted third-party providers, including cloud services. Some providers may store or process information outside New Zealand.

We take reasonable steps to protect personal information from loss, misuse, unauthorised access, modification or disclosure. This includes administrative, technical and physical safeguards such as access controls, staff training, password protection and secure systems.

We retain personal information only for as long as necessary for the purposes it was collected, to comply with legal obligations, and for legitimate business needs such as dispute resolution and audit requirements. When information is no longer required, we will take reasonable steps to securely destroy or de-identify it.

6. Overseas disclosures
If we disclose or store personal information outside New Zealand, we will take reasonable steps to ensure the recipient protects the information in a way that provides comparable safeguards, or we will obtain your authorisation where required.

7. Access and correction
You have the right to request access to the personal information we hold about you and to request corrections if you believe it is inaccurate.

We may ask you to verify your identity before releasing information. We will respond within a reasonable timeframe and in accordance with the Privacy Act 2020.

8. Marketing preferences
Where we send marketing communications (e.g., newsletters or service updates), you can opt out at any time by using the unsubscribe function (where provided) or contacting us using the details in section 7.

9. Cookies and website analytics
Our Website may use cookies and similar technologies to improve user experience and understand Website usage. This may include collecting:

• IP address and general location (approximate)
• browser type and device information
• pages viewed and time spent on the Website
• referral source (e.g., search engine or link)

We may use analytics tools and third-party plugins to measure performance. You can disable cookies through your browser settings, though parts of the Website may not function as intended.

10. Links to other sites
Our Website may contain links to third-party websites. We are not responsible for the privacy practices of those websites. We encourage you to review their privacy policies before providing personal information.

11. Privacy complaints
If you have concerns about how we handle personal information, please contact our Privacy Officer first and we will work with you to resolve the issue.

If you are not satisfied with our response, you can contact the Office of the Privacy Commissioner:
• privacy.org.nz/about-us/contact/

12. Changes to this Privacy Policy
We may update this Privacy Policy from time to time. Changes take effect once published on our Website. We encourage you to review this policy periodically.