Your privacy is important to us. This policy explains what personal information Hawke's Bay Rental Management ("we", "us") collects, why we collect it, how we look after it, and how you can access or correct it. We follow the information privacy principles in the New Zealand Privacy Act 2020.
Information we collect
We only collect personal information that we need to provide our services. Depending on how you deal with us, this may include:
- Website enquiries — your name, phone number, email address, the type of enquiry, a property address and your message, when you use the form on our Contact page.
- Landlords — contact details, property details, bank account details for rent payments, and information needed to manage your property.
- Tenants and applicants — contact details, identification, rental history, references, employment and income details, and (with your authorisation) credit check results.
- Correspondence — anything you tell us by phone, email, text or in person.
Our website does not use advertising or tracking cookies, and we do not run analytics that identify you.
How we use your information
We use your information for the purpose you gave it to us, and for directly related purposes, such as:
- responding to your enquiry or rental appraisal request;
- assessing tenancy applications, including reference and credit checks you have authorised;
- managing tenancies and properties on behalf of landlords, including inspections, maintenance, rent and bond;
- meeting our obligations under the Residential Tenancies Act 1986 and other laws.
We will never sell or rent your personal information to anyone.
Who we share it with
We only share personal information where it is needed for the purpose it was collected, or where the law requires or allows it. This may include the landlord or tenant of a property we manage, referees and credit reporting agencies (with your authorisation), tradespeople attending a property, Tenancy Services (for bond lodgement), and the Tenancy Tribunal.
Service providers, including overseas
Messages sent through our website contact form are delivered to our inbox by FormSubmit, an email forwarding service based outside New Zealand. Our website also loads fonts from Google Fonts and page code from a content delivery network, which means those providers receive your IP address and basic browser information when you visit. We choose providers we believe protect information in a way comparable to the Privacy Act.
Keeping your information safe
We take reasonable steps to protect your information from loss, unauthorised access, use, change or disclosure. We keep personal information only for as long as we need it for the purposes above or as required by law, and then dispose of it securely.
Accessing and correcting your information
You have the right to ask for a copy of the personal information we hold about you, and to ask us to correct it if it is wrong. To make a request, contact us using the details below. We may need to verify your identity before releasing information, and we will respond within 20 working days.
Questions or complaints
If you have a question or concern about how we have handled your personal information, please contact our privacy officer first:
- Email: [email protected]
- Phone: 027 329 3893
- Hawke’s Bay Rental Management, Frimley, Hastings
If you are not satisfied with our response, you can make a complaint to the Office of the Privacy Commissioner at privacy.org.nz.
Changes to this policy
We may update this policy from time to time. The latest version will always be published on this page.