Privacy Policy

Information you give us

Our contact form collects your name, email address, enquiry type and message so we can respond and direct your enquiry to the right team. Our rental appraisal form also collects your phone number, property address, suburb and property type, with optional property details and additional information.

Providing information is voluntary. Fields marked as required are needed to submit the relevant form; without enough information we may be unable to answer your enquiry or prepare an appraisal. You can also contact us by phone or email. Please avoid including identity documents, financial records or unrelated information about other people in general enquiries.

Maintenance and viewings

Maintenance requests use the embedded TAPI service. Information you submit, such as contact details, the property address, a description of the issue and any photographs, is used to assess and coordinate the request. Relevant details may need to reach the property owner, building representative or contractor involved in resolving it.

Viewing links take you to Renti, where its collection notices explain the information requested. Tenancy applications, reference checks and ongoing management can require additional information. The notice supplied at that stage should explain the purpose, recipients and any required checks before you provide it; this website policy does not authorise unrestricted checks.

• Renti privacy policy

Website information and cookies

Hosting and embedded services receive technical information such as your IP address, browser details and requested pages. This supports delivery, security and operation of the site. The site stores your display theme in your browser and uses Google Maps and Google Fonts. See our cookies page for details and browser controls.

• Cookies & third-party services

Who receives information and where it goes

Contact Us enquiries are submitted to HubSpot, where Impression records the contact details and enquiry for follow-up. Other website enquiries may be received in Impression’s email inbox. Access is limited to staff, contractors and providers who need the information for their work. We may share relevant details with property owners, body corporate representatives, contractors or service providers to respond to an enquiry or manage a property matter. We may also share information where you authorise it or the law permits or requires it.

The website uses service providers, including Amazon Web Services for hosting and rental appraisal enquiries, HubSpot for Contact Us enquiries, TAPI for maintenance requests, Palace for property listings and Renti for viewing bookings. Some information may be stored or processed outside New Zealand. Overseas storage or processing by a provider acting only on our behalf is not necessarily a disclosure under the Privacy Act. Where we do disclose personal information overseas, we will comply with information privacy principle 12.

Security and retention

We take reasonable steps to protect personal information against loss, unauthorised access, use or disclosure. Access is limited to people who need the information for their work. The website uses HTTPS, and website enquiry submissions are checked before they are sent. No internet communication is completely risk-free.

We keep personal information for as long as it is reasonably required for the purpose it was collected, or where a legal, contractual, accounting or other lawful reason requires us to keep it. The period depends on the type of record and why we hold it. For example, successful and unsuccessful tenancy applications may need different treatment. When we no longer have a lawful reason to keep information, we securely delete, destroy or de-identify it.

Information from other people

We may receive personal information about you from referees, previous landlords or property managers, owners, representatives, contractors, body corporates, building managers and other people involved in a tenancy or property matter. Where information privacy principle 3A applies, we will take reasonable steps to notify you as required by the Privacy Act 2020, unless a statutory exception applies.

Access, correction and privacy concerns

You can ask for access to personal information we hold about you and request a correction. We may need to verify your identity. We must decide how to respond as soon as reasonably practicable, normally within 20 working days, subject to lawful extensions or withholding grounds. If a correction is declined, you can ask for a statement of the correction sought to be attached to the information.

Please send privacy requests or concerns using the contact details below. Messages to the general email address will be referred to the Privacy Officer internally. You can also raise concerns with the Office of the Privacy Commissioner.

We may update this statement as our website or practices change. The updated date identifies this version. Changes do not remove your statutory rights or automatically authorise new uses of information already collected.

• Office of the Privacy Commissioner