PURPOSE;
To describe when Proppy Management Limited collects personal information, what it is used for, to whom it is disclosed, and to ensure that Proppy Management Limited complies with its obligations under the Privacy Act 2020.
POLICY:
This policy covers the following topics;
1. The information Proppy Management Limited collects and when
2. How Proppy Management Limited uses the information
3. Sharing of information
4. Storage and protection of personal information
5. Accessing and correction of personal information
6. Internet use
7. Security of captured data
8. Changes to the privacy policy
1. The information Proppy Management Limited collects and when.
Proppy Management Limited collects personal information from tenants and owners (landlords) who use Proppy Management Limited’s Website.
Additional personal information is collected by Proppy Management Limited from third parties in relation to identity verification, financial credit checks, Company Office checks, online checks (through search engines), and background and legal checks as deemed appropriate.
2. How Proppy Management Limited uses this information.
The personal information collected is used:
• to check user identities to satisfy Proppy Management Limited’s obligations under Fraud & Anti Money Laundering and Fair Dealing legislation and obligations;
• to facilitate landlords with marketing of their rental property on the Website;
• to assist in the preparation and issue of Contractual Documentation;
• to carry out any activity in connection with any legal, governmental or regulatory
requirement, or in connection with legal proceedings, crime or fraud prevention,
detection or prosecution; and
• for general administrative and business purposes
3. Sharing of information.
Proppy Management Limited will only publish generic information about property on the public pages of its Website. Proppy Management Limited will under no circumstances, sell or receive payment for licencing or disclosing personal information held.
More detailed information about Users and property will only be disclosed to:
• Tenants when necessary;
• Credit reference agencies (unless we have agreed otherwise) who may share the
information with other organisations and who may keep a record of the searches
made against the borrowers name;
• Anyone who hosts or maintains data centers, service platforms and other
infrastructure and systems where information is processed or stored on behalf of
Proppy Management Limited;
• Any person or organisation Proppy Management Limited may be required to pass information onto by reason of legal, governmental or regulatory authority including law enforcement agencies;
• Any person or organisation as authorised by the Privacy Act 2020; and
• Any person as necessary to protect or enforce Proppy Management Limited’s legal rights and interests, or to defend any claims made against it.
4. Storage and protection of personal information
Where Proppy Management Limited stores or records personal information, all reasonable steps will be taken to keep such information:
• secure and to prevent unauthorised disclosure, and
• accurate and up to date.
5. Access and correction of personal information
• Every User of the Website will have online access to their personal registration
information and may change such information themselves or request correction of
the details held by contacting Proppy Management Limited (such amendments may need to be validated by Proppy Management Limited).
• Proppy Management Limited will take all reasonable steps to correct its information so that it is accurate, complete and current.
• Proppy Management Limited will delete any personal information when it is no longer required for the purpose for which it was collected.
6. Internet Use
Cookies are small pieces of information which can be stored on a hard drive (persistent
cookies) or in memory (session cookies). Proppy Management Limited cookies stored to a user’s computer cannot read the hard drive or command the computer to perform any action.
7. Security of captured data
To prevent unauthorised access, maintain data integrity and ensure appropriate use of
any customer information collected, Proppy Management Limited will put in place physical, electronic and
managerial processes to protect the information collected.
• Proppy Management Limited’s system will store data in an encryption protected environment;
• Proppy Management Limited will contract an independent internet security specialist to conduct regular vulnerability and penetration testing; and
• Proppy Management Limited will regularly review all aspects of data security in respect of the advice received from the security specialists.
8. Changes to Proppy Management Limited Privacy Policy
Any changes to this policy will be advertised on the Proppy Management Limited Website and be effective from the date posted on the Website
