1.0 The listing and selling / leasing process (including open homes, private inspections and the actual purchase or lease of a property or business).

2.0 Firstly regarding the listing process we may collect the following personal information about you.

2.1 The Clients identification information, including an individual’s name, marital status and date of birth, address, email, phone number and some form of Identification may be collected. Where this is normally sourced direct from the Client it may also come via a third party ie accountant, lawyer, agent or broker.

2.2 This will be used for the following activities;

2.2.1 to deal with any complaints, legal obligations and regulations that the Agent has such as AML / CFT

2.2.2 to apply or enforce our terms and conditions and other agreements

2.2.3 to protect our rights, property safety, customers or others

2.3 For buyers or potential lessees viewing the property or business:

The above details are normally destroyed once the property inspected has been sold or leased unless the potential buyers / lessees would like us to retain them or they have been successful in leasing or purchasing. If the sale or leasing process is successful all details will be kept for a period of 7 years then deleted and destroyed, if not successful they will be deleted and destroyed after one year.

2.4 For drafting up a sales or lease agreement (Including auction and tender agreements)

The above information plus your full name and address, solicitor’s details and also anybody else involved in purchasing the property ie company, trust etc will be required.

If you are not success full in your purchase these details are retained on the sale and purchase document for one year then destroyed. If you are successful then your details and the sale and purchase agreement will be destroyed after 7 years.

3.0 Secondly for letting a residential property we may collect the following information about you and of those that will be staying at the property during the letting process.

3.1 For viewing the property:

3.1.1 Full Name.

3.1.2 Contact information.

3.2 When applying for a tenancy all of the above applies plus the following:

3.2.1 ID ie Passport / Driver’s License or some other type of photo ID.

3.2.2 Confirmation that you are over 18 years old.

3.2.3 Total numbers staying permanently who aren’t on the tenancy agreement and their names.

3.2.4 Contact details for Landlord and non-landlord references and consent to contact them.

3.2.5 Consent for a credit check and criminal record check. This may possibly be done once a tenancy is offered and not before.

3.2.6 Pets: Yes / No

3.2.7 Smokers: Yes / No

3.2.8 Confirmation you have a legal right to stay in New Zealand for the duration of a fixed   tenancy.

3.2.9 A brief overview of your rental history if applicable and length of tenancy required.

3.3 If your application is successful, we will also need:

3.3.1 A second address for service and an emergency contact (plus their phone number).

3.3.2 Vehicle information.

3.3.3 Work and Income Client number if rent is being paid by using an accommodation supplement and we need that number to manage the tenancy.

• We collect your personal information in order to:

3.4 1 Select a tenant / tenants.

• Besides our staff, we might share this information with:

3.5.1 NZ Collections in order to take action in collecting monies owed if required.

3.5.2 The owner of the property if they request it during the letting process.

3.6 Providing this information is optional. If you choose not to supply this information, we’ll possibly be unable to proceed any further with the tenancy process.

4.0 We keep your information safe by keeping it in a locked room and only our staff and possibly the property owner may view it during the letting process.

We are required to keep your information for one year after the tenancy ends if your application is successful. If your application isn’t successful, we destroy it by deleting the electronic files and any paperwork we have is burnt once the letting process for the property you have applied for is completed.

You have the right to ask for a copy of any personal information we hold about you, and to ask for it to be corrected if you think it is wrong. If you’d like to ask for a copy of your information, or to have it corrected, please contact us at mike@mrealestate.co.nz, or 0274535679, or 224 Whitaker Street, Gisborne.