Ted Property Management Limited ("Ted Property Management", "we", "us", or "our") is committed to protecting your privacy and handling your personal information in accordance with the Privacy Act 2020.
This Privacy Policy explains how we collect, use, store, disclose and protect personal information when providing our property management services, operating our website, and communicating with property owners, tenants, prospective tenants, contractors and other parties.
By providing your personal information to us, you acknowledge that it may be collected, used, stored and disclosed in accordance with this Privacy Policy.
Contact Details
Ted Property Management Limited
4B Kotzika Place
Wigram
Christchurch 8042
New Zealand
Email: hello@tedpm.co.nz
What Personal Information We Collect
The personal information we collect will depend on the nature of your relationship with us.
We may collect information including:
- Name
- Residential and postal address
- Email address
- Telephone number
- Date of birth
- Identification documents
- Bank account details
- Employment and income information
- Emergency contact details
- Vehicle details
- Property ownership information
- Tenancy history
- Credit and background check information
- Communications and correspondence with us
- Information submitted through our website, forms and applications
Property Owners
Information We Collect
When providing property management services, we may collect:
- Name and contact details
- Property ownership information
- Bank account details
- Solicitor and accountant details
- Emergency contact information
- Insurance information
- Information relating to your property and tenancy arrangements
How We Use This Information
We use owner information to:
- Provide property management services
- Manage rental income and expenses
- Arrange maintenance and repairs
- Communicate with owners
- Comply with legal and regulatory obligations
- Protect and enforce legal rights
- Resolve disputes and claims
- Improve our services and systems
Tenants and Prospective Tenants
Viewing Registrations
If you register to attend a property viewing, we may collect:
- Name
- Email address
- Mobile phone number
This allows us to confirm, reschedule or cancel viewings and communicate with you regarding the property.
Tenancy Applications
When you apply for a tenancy, we may collect information including:
- Full name
- Contact details
- Proof of identity
- Date of birth
- Current and previous addresses
- Employment and income details
- References
- Tenancy history
- Information regarding pets and occupants
- Information relating to your legal right to reside in New Zealand where applicable
- Any other information reasonably required to assess your suitability as a tenant
Credit and Background Checks
As part of assessing tenancy applications, we may obtain information from third-party providers including:
- Centrix
- Renti
- Landlord references
- Personal references
- Other lawful tenancy verification sources
These checks may include credit history, identity verification and tenancy-related background information where authorised by you.
During a Tenancy
We may collect and maintain information relating to:
- Rent payments
- Property inspections
- Maintenance requests
- Correspondence
- Emergency contact details
- Vehicle information
- Tenancy agreements and related documentation
How We Use Tenant Information
We use tenant information to:
- Assess tenancy applications
- Verify identity
- Conduct credit and background checks
- Prepare tenancy agreements
- Manage tenancy relationships
- Arrange maintenance and repairs
- Comply with legal obligations
- Resolve disputes
- Protect the interests of property owners and tenants
Contractors and Tradespeople
We may collect personal information from contractors and service providers including:
- Name
- Business details
- Contact information
- Banking information
- Licensing or qualification details
This information is used to coordinate maintenance, repairs and contractor services.
Sharing Personal Information
We will only disclose personal information where reasonably necessary for the purposes for which it was collected or where required by law.
We may disclose personal information to:
- Property owners
- Tenants
- Prospective tenants
- Emergency contacts authorised by you
- Tradespeople and contractors carrying out maintenance or repairs
- Credit reporting and verification agencies
- Renti
- Centrix
- Professional advisers including lawyers, accountants and insurers
- Government agencies, regulators and enforcement authorities
- Courts and dispute resolution bodies
- Technology and software providers that assist us in delivering our services
Where maintenance work is required, we may provide tenant names, contact details and relevant property information to contractors and tradespeople to facilitate repairs and maintenance.
Property Management Software and Service Providers
To provide our services, we use trusted third-party systems and service providers, including:
- Palace Property Management Software
- Renti
- Tapi
- Inspection Express
- Pipedrive
These providers may store or process personal information on our behalf. We take reasonable steps to ensure that service providers maintain appropriate privacy and security standards.
Website Use, Cookies and Analytics
When you visit our website, certain information may be collected automatically.
This may include:
- IP address
- Browser type
- Device information
- Website usage information
- Pages viewed
- Time spent on pages
- Referring websites
We use:
- Google Analytics
- Google Ads
- Meta (Facebook) advertising and tracking technologies
These tools help us understand website usage, improve our services and measure the effectiveness of advertising campaigns.
Cookies may be used to improve website functionality and user experience. You may choose to disable cookies through your browser settings, although some website features may not function correctly.
Storage and Security
We take reasonable steps to protect personal information from loss, misuse, unauthorised access, disclosure or alteration.
These measures include:
- Restricted staff access
- Secure cloud-based systems
- Password protection and authentication controls
- Security software and monitoring
- Staff training and privacy procedures
While we take reasonable precautions, no internet transmission or electronic storage system can be guaranteed to be completely secure.
Retention of Information
We retain personal information only for as long as necessary to fulfil the purposes for which it was collected and to comply with legal and regulatory requirements.
Unsuccessful tenancy applications will be archived once applicants have been notified that a property has been rented. Application information may be retained for up to 90 days before being securely deleted unless a longer retention period is required by law.
When information is no longer required, it will be securely destroyed or permanently deleted.
Access and Correction
You have the right to request access to personal information we hold about you and to request correction of that information if you believe it is inaccurate.
Requests can be made by contacting: hello@tedpm.co.nz
We will respond to requests in accordance with the Privacy Act 2020.
Overseas Storage and Processing
Some of our software providers and service providers may store or process information outside New Zealand. Where this occurs, we take reasonable steps to ensure that personal information receives comparable levels of protection.
Changes to This Privacy Policy
We may update this Privacy Policy from time to time.
Any changes will be published on our website and will take effect from the date of publication.
Privacy Complaints
If you have concerns about how your personal information has been handled, please contact us first so we can attempt to resolve the matter.
If you are not satisfied with our response, you may contact the Office of the Privacy Commissioner:
Website: www.privacy.org.nz
Phone: 0800 803 909