Information We Collect:
We gather personal information from you, which may include the following: Your name, Contact details, Interactions you have with us.
Purpose of Data Collection:
We collect your personal information to provide property management and related real estate services. This includes processing tenancy applications (including creditworthiness and reference checks), managing ongoing tenancies, communicating with landlords and tenants, arranging property maintenance, meeting our legal obligations under the Residential Tenancies Act 1986, and conducting general business administration.
Sharing of Information:
We may share your personal information with the following parties where necessary to provide our services: our landlord clients (in relation to their property); maintenance contractors and tradespeople; credit reporting agencies and reference providers; the Tenancy Tribunal, MBIE, or other government agencies where required by law; debt collection agencies where applicable; third-party software platforms we use to deliver property management, maintenance coordination, tenancy processing, and property inspection services; and our professional advisers (such as legal or accounting professionals). We do not sell your personal information to any third party.
Optional Information:
Please note that providing certain information is optional. However, if you choose not to provide your birth dates and full contact details, we will be unable to complete the residential tenancy process.
Security Measures:
We prioritise the security of your information. It is stored securely in the cloud with third-party providers, and access to this portal is restricted to our authorised staff only. We use trusted third-party software platforms to assist with property management, maintenance coordination, tenancy processing, and property inspections. These providers are bound by their own privacy obligations and only access your information to the extent necessary to provide their services to us.
Collection of Information About You from Third Parties (IPP3A):
From 1 May 2026, in accordance with Information Privacy Principle 3A (IPP3A) under the Privacy Amendment Act 2025, we are required to notify you when we collect personal information about you from a source other than yourself. This applies in situations such as:
• Conducting reference checks with previous landlords or employers on behalf of a landlord client;
• Receiving information about a tenant from a landlord when taking on a new property management agreement;
• Obtaining credit or tenancy history from a third-party provider; or
• Receiving information from contractors, body corporates, or other parties in the course of managing a property.
Where we collect your personal information indirectly, we will take reasonable steps to notify you as soon as reasonably practicable. That notification will include: what information was collected and why; who may receive it; and the details in this policy, including your right to access and correct your information.
Retention of Information:
We retain personal information only for as long as it is needed for the purposes for which it was collected, or as required by law. Once information is no longer required, we take reasonable steps to destroy or de-identify it securely.
Privacy Breaches:
If we become aware of a privacy breach that is likely to cause serious harm, we will notify the Office of the Privacy Commissioner and, where required, the individuals affected, in accordance with our obligations under the Privacy Act 2020.
Your Rights:
Under the Privacy Act 2020, you have the right to request access to any personal information we hold about you, and to request corrections if you believe it is inaccurate, incomplete, or misleading. You also have the right to ask us to stop using your information in certain circumstances. If you are unhappy with how we have handled your personal information, you can make a complaint to us in the first instance, or contact the Office of the Privacy Commissioner at www.privacy.org.nz. To make any request or enquiry regarding your personal information, please contact us via:
Email: reception@westerman.co.nz
Phone: 073786163
Mail: PO Box 362, Taupo 3351
We take your privacy seriously and are committed to handling your personal information in accordance with the Privacy Act 2020 and the Privacy Amendment Act 2025, including the new Information Privacy Principle 3A (effective 1 May 2026). This policy was last updated April 2026.