Aspire Property Management
09 555 3730

Privacy Policy

Last updated: September 2025

At Aspire Property Management (“we”, “our”, or “us”), we are committed to protecting your privacy and handling your personal information in accordance with the New Zealand Privacy Act 2020, the Information Privacy Principles (IPPs), and other applicable laws.

This Privacy Policy explains how we collect, use, disclose, and protect your personal information when you use our website https://aspireproperty.co.nz and our related services.

 

Who we are

Our website address is: https://aspireproperty.co.nz.
We are a property management company based in Auckland, New Zealand.

Aspire Property Services Ltd t/a Aspire Property Management

Company number: 3708315

Office address: 32 Anzac Street, Takapuna, 0622

Email: info@aspireproperty.co.nz

 

What personal data do we collect and why

Comments

When visitors leave comments on the site, we collect:

  • The data shown in the comments form,
  • The visitor’s IP address, and
  • Browser user agent string (to help spam detection).

An anonymised string created from your email address (hash) may be provided to the Gravatar service. The Gravatar service privacy policy is available here: https://automattic.com/privacy/. After approval of your comment, your profile picture is visible to the public in the context of your comment.

Media

If you upload images to the website, you should avoid uploading images with embedded location data (EXIF GPS) included. Visitors to the website may download and extract location data from images on the site.

Contact Forms

If you contact us through the website, we may collect your name, email address, phone number, and any other information you provide so that we can respond to your enquiry.

We only contact you with information relevant to your original enquiry.  Any communication that falls under possible marketing is accompanied by an unsubscribe link, and then if completed, you are removed

Cookies

We use cookies to enhance your website experience. Examples include:

  • Saving login details and preferences,
  • Remembering your display settings,
  • Analysing site traffic and performance.

Cookies may include both session cookies (deleted when you close your browser) and persistent cookies (which remain until they expire or are deleted).

You can control or disable cookies through your browser settings, but some site features may not function properly without them.

Embedded Content from Other Websites

Articles on this site may include embedded content (e.g. videos, images, articles, etc.). Embedded content behaves in the same way as if the visitor has visited the other website. These sites may collect data about you, use cookies, embed additional third-party tracking, and monitor your interaction with the embedded content.

Analytics

We may use analytics tools such as Google Analytics to collect anonymised data on how visitors interact with our website. This helps us improve content and usability.

Aspire uses Google Analytics and Facebook Pixel.

 

Who we share your data with

We only share your personal information where necessary to provide our services, comply with legal obligations, or with your consent. Examples may include:

  • Contractors (e.g. electricians, plumbers, or cleaners) engaged to carry out property-related work,
  • Service providers such as IT support, cloud storage, and email services,
  • Credit reporting or reference agencies (for tenancy applications),
  • Government agencies or regulators where legally required.

We do not sell your personal information.

 

How long do we retain your data?

  • If you leave a comment, the comment and its metadata are retained indefinitely.
  • If you register for an account, we store the personal information in your profile until you delete it. Website administrators can view and edit that information.
  • Personal information collected for business purposes (e.g. tenancy applications) is retained only as long as necessary for those purposes and in line with legal record-keeping requirements.

We retain personal information only for as long as it is reasonably required for the purposes for which it was collected, or as required by law. Unsuccessful tenancy applications are managed via the software system Renti and not kept in our database.  Tenant and owner records are retained for up to 7 years after the tenancy or management relationship ends, to meet Inland Revenue record-keeping requirements and to address any potential Tenancy Tribunal or contractual claims. Financial records, invoices, and related documentation are also kept for at least 7 years in line with tax obligations. In limited cases, if anti-money laundering (AML/CFT) rules apply, customer due diligence records must be kept for a minimum of 5 years after the end of the business relationship. After these timeframes, personal information is securely deleted or destroyed unless a longer retention period is required by law or an ongoing dispute.

 

What rights do you have over your data?

You have the right to:

  • Request access to the personal information we hold about you,
  • Request correction of your personal information if it is inaccurate or incomplete,
  • Request deletion of your personal information (subject to legal obligations to retain certain data),
  • Withdraw consent where processing is based on consent.

Requests can be made by contacting us at info@aspireproperty.co.nz / (09) 555-3730

If you are not satisfied with our response, you have the right to complain to the Office of the Privacy Commissioner: www.privacy.org.nz.

 

Where we send your data

Visitor comments may be checked through an automated spam detection service.

If data is transferred outside New Zealand (for example, where third-party service providers store data on overseas servers), we ensure that such transfers comply with the cross-border disclosure requirements of the Privacy Act 2020.

Data can be routed through Google and HubSpot servers located in the Asia Pacific and the USA.

 

How we protect your data

We use appropriate technical and organisational measures to safeguard your personal information, including:

  • Secure servers and firewalls,
  • Encryption of sensitive data in transit,
  • Access controls restricting personal information to staff who need it,
  • Regular staff training on privacy obligations.

Access to data within Aspire is hosted on various platforms, of which all have 2-factor authentication, including our emails and file system.

 

What data breach procedures we have in place

If a privacy breach occurs, we will:

  • Contain and assess the breach,
  • Determine whether it is a notifiable privacy breach under the Privacy Act 2020,
  • Notify the Privacy Commissioner and affected individuals if there is a risk of serious harm,
  • Take remedial steps to minimise any harm and prevent recurrence.

 

What third parties we do receive data from

We may receive information about individuals from:

  • Contractors and service providers engaged for property maintenance or inspections,
  • Credit reporting and tenancy reference agencies (for tenant applications),
  • Publicly available sources, where lawful and relevant.

 

What automated decision-making and/or profiling do we do with user data

We do not make significant decisions affecting individuals through fully automated processes.
Automated tools may be used for:

  • Spam detection on website comments,
  • Website traffic analytics.

 

Industry regulatory disclosure requirements

We may disclose personal information where required by law, including under:

  • The Residential Tenancies Act 1986,
  • The Privacy Act 2020,
  • The Anti-Money Laundering and Countering Financing of Terrorism Act 2009 (AML/CFT) where applicable,
  • Orders of the Tenancy Tribunal, courts, or government authorities.

 

Appointment of a Privacy Officer

In compliance with the Privacy Act 2020, we have appointed a Privacy Officer responsible for overseeing privacy matters and ensuring compliance.

Our General Manager is the Aspire Property Management Privacy Officer

 

Complaints

If you believe we have breached your privacy, please contact us using the details above. We will acknowledge and investigate your complaint promptly.

If you are not satisfied with our response, you may complain to the Office of the Privacy Commissioner: www.privacy.org.nz.