Student Property Management Limited (“SPM”, “we”, “us”, “our”) provides residential property management services, including tenant placement, casual letting, and ongoing management of rental properties. This policy explains how we collect, use, store, disclose, and protect personal information, in accordance with the Privacy Act 2020 (NZ).
This policy applies to personal information we hold about property owners, tenants and prospective tenants (applicants), guarantors, referees, and emergency contacts.
1. What personal information we collect
From owners, we may collect:
- Full name, address, contact details, and identification
- Bank account details, for the payment of rental proceeds
- Proof of property ownership (e.g. rates demand or title search)
- Emergency contact details
From tenants and prospective tenants, we may collect:
- Full name, date of birth, contact details, and photo identification
- Employment and income details, and proof of income
- Rental history and references from current and previous landlords or property managers
- Credit check and tenancy tribunal history, obtained through a credit reporting agency
- Bank account details, for the payment of rent and bond
- Emergency contact and, where applicable, guarantor details
- Vehicle registration details, where relevant to a tenancy
- Any other information relevant to assessing or managing a tenancy
2. How we collect personal information
We collect personal information directly from owners and tenants, primarily through:
- Owners’ Instruction Forms and tenancy application forms
- Property viewings and in-person or email/phone correspondence
- Our website and enquiry forms
We may also collect personal information from third parties, including referees, current or previous landlords or property managers, employers, credit reporting agencies, and Tenancy Services, where necessary to assess a tenancy application or manage a tenancy.
3. Why we collect personal information
We collect and use personal information for the following purposes:
- To assess and process tenancy applications
- To arrange, manage, and administer tenancies, including rent collection, bond lodgement, inspections, and maintenance
- To communicate with owners and tenants about their property or tenancy
- To comply with our obligations under the Residential Tenancies Act 1986, including Healthy Homes Standards and bond lodgement requirements
- To pursue rent arrears or other amounts owing, including referral to a debt collection agency where necessary
- To represent owners in mediation or Tenancy Tribunal proceedings
- For our own internal business, accounting, and record-keeping purposes
4. Who we may disclose personal information to
We may disclose personal information to:
- Tenancy Services (including Bond Hub), for bond lodgement and compliance purposes
- Credit reporting agencies, for tenancy application assessment
- Referees and previous landlords or property managers, to verify rental history
- Tradespeople and contractors, to the extent necessary to arrange repairs and maintenance
- Insurers, in relation to a claim or potential claim
- The Tenancy Tribunal and Disputes Tribunal, and our legal advisers, where a dispute arises
- Debt collection agencies, where a tenant has amounts owing that remain unpaid
- A new property manager or the owner directly, if our management of a property ends
We do not sell personal information, and we do not disclose personal information to third parties for their own marketing purposes.
5. Storage and security
We store personal information in our property management software and in secure physical and digital records. We take reasonable steps to protect personal information from loss, unauthorised access, use, modification, or disclosure, including restricting access to staff who require it to carry out their role.
6. Use of artificial intelligence tools
We may use artificial intelligence (AI) tools, such as Claude, to assist with administrative tasks, research, drafting, and other business operations. Any AI-assisted work is reviewed by us before being relied on or acted on. We do not permit our AI tool providers to use your personal information to train or improve their models, and your information is not sold to any third party by our AI service providers. AI tools we use may process data on servers located outside New Zealand (see clause 7 below).
7. Overseas transfer of information
Some of the third parties we work with, including our property management software provider, credit reporting agencies, and AI tool providers, may store or process personal information on servers located outside New Zealand. Where this occurs, we take reasonable steps to ensure your information continues to be protected in a manner comparable to the protections required under the Privacy Act 2020.
8. Retention of information
We retain personal information for as long as necessary to fulfil the purposes it was collected for, including to meet our legal obligations. Under the Residential Tenancies Act 1986, records relating to a tenancy (including inspection reports) must be retained for at least 12 months after the tenancy ends. Where a tenancy application is unsuccessful, or a tenancy has ended and there is no ongoing legal or accounting requirement to retain the information, we will securely destroy or de-identify the personal information within a reasonable time.
9. Access and correction
Under the Privacy Act 2020, individuals have the right to request access to the personal information we hold about them, and to request that it be corrected if it is inaccurate, incomplete, or out of date. Requests should be made in writing to the contact details below. We will respond within the timeframes required by the Privacy Act 2020, and will let you know if we are unable to provide access to, or correct, any information, and why.
10. Complaints
If you have a concern about how we have handled your personal information, please contact us in the first instance using the details below. If you are not satisfied with our response, you may make a complaint to the Office of the Privacy Commissioner:
- Website: www.privacy.org.nz
- Phone: 0800 803 909
11. Changes to this policy
We may update this policy from time to time. The current version will always be available on request.
12. Contact us
For any questions about this policy, or to make an access, correction, or privacy request, please contact:
Student Property Management Limited
Privacy Officer: Nathan Broughton
Email: nathan@studentpropertymanagement.co.nz
Phone: 027 533 4844
Last updated: July 2026