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Privacy Policy

Effective Date: 01 June 2025

Smart Properties ("we", "us", or "our") respects your privacy and is committed to protecting your personal information. This Privacy Policy outlines how we collect, use, disclose, and store your information when you interact with us, including via our website and property management services. This policy also outlines your rights under the Privacy Act 2020 and, where applicable, the General Data Protection Regulation (GDPR). Use of our services constitutes acceptance of this Privacy Policy and our Terms of Use. This policy is governed by the laws of New Zealand.

1. Information We Collect

We may collect personal information such as:

  • Name, address, phone number, email

  • Property ownership or tenancy details

  • Bank account details (for rent or payment processing)

  • Identification documents (e.g. driver’s licence, passport)

  • Communication records

  • IP address and device/browser information (via cookies)

  • References and publicly available information

  • Survey responses and user feedback (where voluntarily provided)

2. How We Collect Information

We collect personal information when you:

  • Fill out forms on our website

  • Apply for tenancy or sign a management agreement

  • Communicate with us by phone, email, or in person

  • Use our digital services, including electronic signature platforms

  • Interact with our website (cookies and analytics)

  • Are referred by third parties or submit information through other platforms we use (e.g. MyRent)

If you provide information on behalf of another person (e.g. co-tenant or referee), you confirm that you have their consent to do so.

3. How We Use Your Information

We use your information to:

  • Provide property management services

  • Screen tenants and manage tenancy agreements

  • Facilitate rent collection and maintenance coordination

  • Display rental listings online or in print (e.g. signs, photography, digital ads)

  • Comply with legal obligations (e.g. Residential Tenancies Act)

  • Communicate with you regarding your tenancy or property

  • Improve our services and website functionality

  • Send occasional marketing communications (you may opt out at any time)

  • Request feedback or conduct customer surveys

​By using our services, tenants and landlords agree to Smart Properties and MyRent.co.nz conducting credit and background checks through authorised agencies.

4. Disclosure to Third Parties

We may share your information with:

  • Contractors or service providers (e.g. electricians, plumbers)

  • Digital platforms (e.g. MyRent.co.nz and its associated services)

  • Credit check and identity verification providers (e.g. Centrix, Equifax, illion, Cloudcheck)

  • Regulatory or legal authorities (e.g. Tenancy Services, MBIE, Privacy Commissioner) where required

  • Our employees, agents, and advisors under confidentiality agreements

We may also disclose your information to courts, tribunals, or as required by law.

We do not sell or rent your personal information to third parties.

We do not engage in third-party direct marketing.

5. Storage and Security

We take reasonable steps to protect your data, including the use of:

  • Secure digital platforms and encryption

  • Restricted staff access to personal data

  • Regular reviews and updates of our security protocols

While we take reasonable care, we cannot guarantee absolute security of data transmitted online. Smart Properties accepts no liability for any breaches beyond our control.

6. Overseas Data Disclosure

Some personal information may be stored or processed overseas by third parties we work with (e.g. Stripe, Akahu, SaltEdge) as part of services provided via MyRent.co.nz. These providers may operate in New Zealand, Australia, the United States, or Europe. Where personal information is disclosed or stored overseas, we take reasonable steps to ensure it is protected by safeguards comparable to New Zealand privacy law, but we cannot guarantee compliance by all foreign entities.

7. Your Rights

You have the right to:

  • Access personal information we hold about you

  • Request corrections to your personal information

  • Request details of the source of your information (if collected from a third party)

  • Withdraw consent (where applicable)

  • Request deletion of your personal information

  • Lodge a complaint with the Privacy Commissioner

To exercise these rights, please contact us at: info@smartproperties.group

8. Cookies and Tracking

Our website may use cookies or analytics tools to collect anonymous data to:

  • Understand website traffic and behaviour

  • Improve site usability and performance

This may include anonymised IP address tracking and device/browser data. You can refuse cookies via your browser settings, though some site functions may be impacted.

9. Acceptable Use

Users may not use our services for illegal, harmful, misleading, or abusive purposes, including discrimination or harassment. We reserve the right to restrict or terminate services where misuse is identified.

10. Policy Updates

This policy may be updated from time to time. The most current version will always be available at www.smartproperties.group. We encourage you to check this policy regularly to stay informed of changes.

11. Disclaimer

While care has been taken in the preparation of this website, no responsibility is accepted for the information included on the website. Smart Properties makes no representation, warranty or undertaking concerning the accuracy, completeness or up-to-date nature of the information provided. Interested persons should make their own enquiries and satisfy themselves in all respects about any information that is of importance to them.

Smart Properties accepts no liability whether direct or indirect for any loss or damage suffered as a result of reliance on any information provided on this website.

12. Contact

Smart Properties
Suite 6983, 17B Farnham Street, Parnell, Auckland (by appointment only)
Email: info@smartproperties.group
Phone: +64 9 909 7835

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