Privacy policy
This policy explains what personal information Dunmore Property Management Limited collects, why we collect it, who we share it with, and how you can see or correct it. It covers this website, our landlord clients, tenants and tenancy applicants, and the contractors we work with. We follow the Privacy Act 2020.
Effective 5 October 2026.
Who we are
Dunmore Property Management Limited
Company No. 9458231 · NZBN 9429053952219
Unit 17, 23 Tukorako Drive, Mount Maunganui 3116
07 575 2033 · privacy@dunmorepm.co.nz
Information we collect from you
When you request a free rental appraisal, we collect the property address, your name, email address, phone number, property details and any notes you add. We use them to arrange the appraisal and send you the report. Giving us these details is your choice, but without an address and contact details we cannot carry out the appraisal.
When you call, email or message us, we keep a record of the conversation. Calls that go to voicemail are recorded and transcribed.
From landlord clients, we collect contact and ownership details, the bank account rent is paid into, and the information we need to prepare statements and meet tax and compliance obligations.
From tenants and tenancy applicants, we collect only what we need to assess an application and manage a tenancy, in line with the Privacy Commissioner’s guidance for landlords. That includes identity and contact details, the number of occupants, referees, and, with your consent, credit and background checks for preferred applicants. If an applicant chooses not to provide information we need, we may not be able to consider the application.
When you enquire about one of our rental listings or attend a viewing, we collect your name and contact details so we can arrange the viewing and follow up.
During inspections we take photos of the condition of the property. We photograph the property, not tenants or their personal belongings, and share the report with the owner.
From contractors, we collect contact and business details and the bank account we pay invoices into.
Information we collect from other people
Sometimes we receive personal information from someone other than you. This includes:
referees, credit reporting agencies and background check providers, with your consent
landlords and previous property managers, when a property transfers to us
co-owners, trustees or representatives named by a landlord client
tradespeople and inspectors reporting on a property
Tenancy Services and the Tenancy Tribunal
public sources such as rental listings, when we contact a landlord about our services
This policy is our notice to you when we collect information in this way. You can ask us whenever you ask what we hold about you.
How we use your information
We use personal information to provide rental appraisals, manage properties and tenancies, collect rent and prepare statements, lodge bonds, meet our legal and compliance obligations, resolve disputes, and improve this website. We may contact landlords about our services; you can ask us to stop whenever you wish.
Who we share it with
We share personal information only where it is needed:
with the owner of the property, for tenant and tenancy information about that property
with Tenancy Services for bond lodgement, and the Tenancy Tribunal where needed
with credit reporting agencies and screening providers, with your consent
with tradespeople, to arrange access and repairs
with our insurers, accountant and legal advisers
with debt collection agencies, where money remains owing after a tenancy
where the law requires it
We do not sell personal information.
Service providers and overseas storage
We use trusted providers to run the business: Framer (this website), Google Workspace (email), Google Analytics (website usage), Google Maps Platform (address suggestions in our forms), PropertyMe (property management and trust accounting), Xero (accounting), 2talk (phone) and our email outreach platform. These providers store information on our behalf in New Zealand, Australia, the United States, the European Union or elsewhere. They act for us, and we remain responsible for your information.
Some of these providers, including PropertyMe, include artificial intelligence features, and we also use AI tools to help with administration such as drafting correspondence and summarising documents. Personal information used in these tools is processed on our behalf and is not used to train the providers’ public models. A person reviews the output, and decisions about tenancy applications are always made by a person, not by AI.
Cookies and analytics
This website uses Google Analytics to understand how visitors use it, in aggregate. Google Analytics sets cookies (_ga and _ga_ followed by an ID) that last up to two years. We keep analytics data for 14 months. We do not use advertising features, remarketing or Google signals. You can opt out with Google’s Analytics opt-out browser add-on or by blocking cookies in your browser. Our website platform, Framer, also records anonymous visit statistics without using cookies.
When you type into the address field of our forms, what you type is sent to Google to suggest matching addresses.
How we protect it
Access to personal information is limited to the people who need it, and our business accounts are protected by two-step verification. Client money is held separately on trust.
How long we keep it
| Information | How long |
|---|---|
| Appraisal requests that do not lead to a management | 24 months after our last contact |
| Unsuccessful tenancy applications | Deleted once the tenancy is filled, unless you ask us to keep your application |
| Tenancy records | 7 years after the tenancy ends |
| Rent, bond, accounting and trust records | 7 years, as tax law requires |
| Website analytics | 14 months |
Seeing and correcting your information
You can ask for a copy of the personal information we hold about you, and ask us to correct it. We respond within 20 working days and do not charge for this. We may need to confirm your identity first.
Privacy breaches
If a privacy breach is likely to cause serious harm, we will notify the Privacy Commissioner and the people affected as soon as practicable.
Questions and complaints
Contact our Privacy Officer first:
Chris Matulke, Privacy Officer
privacy@dunmorepm.co.nz · 07 575 2033
If you are not satisfied with our response, you can complain to the Office of the Privacy Commissioner: privacy.org.nz
Changes to this policy
We may update this policy. The effective date at the top shows when it last changed.