1. Collection and Use of Personal Information

By entering into this Management Agreement, the Owner acknowledges and agrees that the Property Management Company and/or The Tenancy Practice Service Limited may collect, use, hold, disclose, and otherwise process the Owner’s personal information for purposes connected with the management of the Property and the provision of property management services. This may include personal information such as the Owner’s name, contact details, address, ownership information, bank account details, tax or financial information where relevant, instructions, correspondence, property-related records, and any other information reasonably required to manage the Property, administer this Agreement, meet legal obligations, and provide related services.

2. Purposes for Collection, Use, and Disclosure

The Owner’s personal information may be collected, used, held, and disclosed for purposes including: (a) preparing, administering, and performing this Management Agreement; (b) setting up and maintaining the Owner’s profile, property records, and portfolio information in relevant property management systems; (c) managing the Property, including tenant communication, rent collection, inspections, maintenance, repairs, compliance, and tenancy administration; (d) arranging, approving, recording, and communicating maintenance, repairs, contractor attendance, quotes, invoices, and works orders; (e) administering rent, owner payments, invoices, statements, trust accounting, disbursements, arrears, refunds, and other financial records; (f) complying with legal, regulatory, taxation, trust accounting, audit, insurance, health and safety, record-keeping, and risk management obligations; (g) communicating with the Owner, tenants, prospective tenants, contractors, suppliers, insurers, professional advisers, government agencies, courts, tribunals, and other relevant parties; (h) operating, maintaining, improving, and securing property management systems, rent trust accounting systems, maintenance platforms, portals, electronic signing systems, document storage systems, and related business systems; (i) protecting the lawful interests of the Owner, the Property Management Company, The Tenancy Practice Service Limited, tenants, contractors, or other relevant parties; and (j) any other purpose authorised by law, reasonably connected with the management of the Property, or otherwise notified to the Owner.

3. Disclosure to Systems and Service Providers

The Owner acknowledges and agrees that their personal information may be entered into, stored in, processed through, or disclosed to systems and service providers used in connection with the management of the Property. These may include: (a) The Tenancy Practice Service Limited systems and portals; (b) rent trust accounting and property management platforms; (c) maintenance management systems; (d) contractor, supplier, and trade communication systems; (e) document management, electronic signing, cloud storage, email, hosting, IT, and administrative systems; (f) accounting, auditing, legal, insurance, compliance, and professional advisory service providers; and (g) any other service provider reasonably required for the management of the Property or performance of this Agreement. Depending on the systems used by the Property Management Company, this may include platforms such as MRI Palace, MRI Property Tree, Reapit Console, PropertyMe, or other rent trust accounting, property management, maintenance, or business administration systems.

4. Disclosure to Contractors, Tenants, and Relevant Third Parties

The Owner acknowledges that, where reasonably required for property management purposes, personal information may be disclosed to tenants, prospective tenants, contractors, suppliers, tradespeople, inspectors, insurers, valuers, government agencies, courts, tribunals, enforcement bodies, or other relevant third parties. This may include disclosure of the Owner’s information where necessary to: (a) arrange maintenance, repairs, access, quotes, inspections, or contractor attendance; (b) administer tenancy agreements, notices, rent records, bond matters, disputes, insurance claims, or Tribunal proceedings; (c) verify ownership, authority, instructions, or payment details; (d) comply with legal or regulatory obligations; or (e) protect or enforce rights and obligations relating to the Property, the tenancy, this Agreement, or the services provided.

5. Indirect Collection and Information Received from Others

The Owner acknowledges that personal information about the Owner may sometimes be collected from sources other than the Owner. This may include information received from: (a) the Property Management Company; (b) The Tenancy Practice Service Limited; (c) tenants or prospective tenants; (d) contractors, suppliers, or tradespeople; (e) local authorities, government agencies, courts, tribunals, or public registers; (f) insurers, accountants, lawyers, auditors, or other professional advisers; (g) previous property managers, letting agents, or representatives; and (h) other persons or organisations where the collection is lawful and reasonably connected with the management of the Property. The purpose of any indirect collection is to verify information, administer the Property, manage tenancy or property-related matters, meet legal obligations, maintain accurate records, and support the lawful performance of property management services.

6. Overseas Storage or Processing

The Owner acknowledges that some systems, software providers, cloud storage providers, hosting providers, or service providers used in connection with the management of the Property may store, access, or process personal information outside New Zealand. Where personal information is disclosed or made available outside New Zealand, reasonable steps will be taken to ensure that the information is protected in a manner consistent with applicable privacy law requirements.

7. Consequences of Not Providing Information

The Owner is not required to provide personal information. However, if the Owner does not provide information that is reasonably required, or restricts the collection, use, disclosure, or processing of that information, this may affect the ability of the Property Management Company and/or The Tenancy Practice Service Limited to enter into this Agreement, manage the Property, administer rent and trust accounting, arrange maintenance, comply with legal obligations, or provide property management services.

8. Access and Correction

The Owner has the right to request access to, and correction of, personal information held about them in accordance with the Privacy Act 2020. Requests may be made to the Property Management Company or, where the information is held by The Tenancy Practice Service Limited, by contacting: Email: privacy@tenancy.co.nz Reasonable evidence of identity may be required before an access or correction request is processed.

9. Owner Consent

By signing this Management Agreement, the Owner confirms that they have read and understood this privacy consent and authorise the collection, use, holding, disclosure, storage, and processing of their personal information for the purposes described above and for any other purpose reasonably connected with the management of the Property, the administration of this Agreement, or compliance with legal obligations.

10. Changes to this Privacy Policy

We may change our Privacy Policy from time to time. This Privacy Policy was last updated on 01/05/2026. If you do not agree to any change in our Privacy Policy while we continue to hold personal information about you then please promptly contact us.