Privacy Policy

Last updated: January 2026

Venko Property (trading name of Venkaro Limited) is committed to protecting your privacy and handling your personal information responsibly. This Privacy Policy explains how we collect, use, store, and protect your personal information in accordance with the Privacy Act 2020.

1. Information We Collect

1.1 Property Owners

When you engage our property management services, we collect:

  • Full name, contact details (phone, email, postal address)
  • Bank account details for rent payments
  • Property ownership details and addresses
  • Tax identification numbers (IRD number)
  • Copies of property documentation (titles, insurance policies, compliance certificates)
  • Communication records and correspondence

1.2 Tenants

When processing tenant applications or managing tenancies, we collect:

  • Full name, date of birth, contact details
  • Identification documents (driver license, passport)
  • Employment and income information
  • Rental history and references
  • Credit check results (with consent)
  • Emergency contact information
  • Tenancy agreement details and payment records
  • Maintenance request records and communications

1.3 Third Parties

We may collect information from or about:

  • Tradespeople and contractors (contact details, trade licenses, invoices)
  • References and previous landlords
  • Credit reporting agencies
  • Insurance companies
  • Legal representatives

2. How We Use Your Information

We use personal information for the following purposes:

2.1 Property Management Services

  • Managing rental properties and tenancies
  • Processing rent payments and financial transactions
  • Coordinating property maintenance and inspections
  • Communicating with owners, tenants, and third parties
  • Preparing reports, statements, and tax documentation
  • Managing compliance with Residential Tenancies Act and other legislation

2.2 Tenant Vetting

  • Assessing tenant applications
  • Conducting reference checks and credit checks
  • Verifying employment and income
  • Evaluating rental history

2.3 Legal and Compliance

  • Complying with legal obligations under property management and privacy laws
  • Responding to Tenancy Tribunal proceedings
  • Managing disputes and complaints
  • Maintaining accurate records as required by law

2.4 Business Operations

  • Providing customer service and support
  • Improving our services and systems
  • Sending service-related communications
  • Marketing our services (with consent for promotional materials)

3. How We Share Your Information

We do not sell your personal information. We may share your information with:

3.1 Service Providers

We use trusted third-party service providers to support our operations:

  • PropertyMe (property management software and trust accounting)
  • Zoho (customer relationship management and ticketing systems)
  • Kit (email marketing platform, for opted-in communications only)
  • Credit reporting agencies (for tenant vetting, with consent)
  • Banking institutions (for payment processing)

These providers are contractually obligated to protect your information and use it only for the services they provide to us.

3.2 Legal and Regulatory Bodies

We may disclose information when required by law to:

  • Tenancy Tribunal
  • Courts and legal authorities
  • Government agencies (IRD, Ministry of Business, Innovation and Employment)
  • Law enforcement (when legally required)

3.3 Property-Related Parties

With appropriate consent or legal basis, we may share information with:

  • Property owners (tenant information relevant to property management)
  • Tenants (owner contact information when required)
  • Tradespeople and contractors (property access and maintenance information)
  • Insurance companies (for claims processing)
  • Prospective tenants’ references and landlords (when verifying rental history)

4. How We Store and Protect Your Information

4.1 Data Storage

Your personal information is stored securely using:

  • Cloud-based systems with encryption (PropertyMe, Zoho)
  • Secure servers located in New Zealand and Australia
  • Password-protected systems with restricted access
  • Regular backups to prevent data loss

4.2 Data Security

We implement reasonable security measures to protect your information from unauthorized access, use, or disclosure:

  • Encrypted data transmission and storage
  • Access controls and authentication requirements
  • Regular security audits and system updates
  • Staff training on privacy and data protection
  • Secure document disposal procedures

4.3 Data Retention

We retain personal information for as long as necessary to fulfill the purposes outlined in this policy and to comply with legal requirements:

  • Property management records: 7 years after end of management agreement
  • Tenancy records: 7 years after end of tenancy
  • Financial records: 7 years (as required by IRD)
  • Correspondence and communications: Duration of relationship plus 2 years
  • Unsuccessful tenant applications: 12 months after application date

After these periods, we securely delete or destroy personal information unless required to retain it by law.

5. Your Rights

Under the Privacy Act 2020, you have the following rights:

5.1 Access

You have the right to request access to the personal information we hold about you. We will provide this information within 20 working days of your request.

5.2 Correction

You have the right to request correction of any inaccurate or incomplete personal information. We will correct or update your information as appropriate.

5.3 Deletion

You may request deletion of your personal information, subject to our legal obligations to retain certain records (financial records, tenancy agreements).

5.4 Objection

You may object to certain uses of your personal information, such as marketing communications. You can opt out of marketing emails at any time using the unsubscribe link.

5.5 Complaint

If you believe we have breached your privacy, you have the right to make a complaint. Please contact us first using the details below. If you are not satisfied with our response, you can complain to the Privacy Commissioner at www.privacy.org.nz

6. Cookies and Website Tracking

Our website may use cookies and similar tracking technologies to improve user experience and analyze website traffic. You can disable cookies in your browser settings, though this may affect website functionality.

We do not use third-party advertising cookies or track your browsing across other websites.

7. Marketing Communications

We may send you service-related communications (property updates, payment confirmations) as part of our property management services.

We will only send promotional or marketing communications if you have opted in to receive them. You can unsubscribe at any time by:

  • Clicking the unsubscribe link in our emails
  • Contacting us directly at hello [at] venkoproperty.co.nz
  • Updating your preferences in the owner portal

8. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our practices or legal requirements. We will post the updated policy on our website with a new “Last updated” date.

For material changes, we will notify you by email or through a prominent notice on our website.

9. Contact Us

If you have questions about this Privacy Policy or wish to exercise your privacy rights, please contact us:

Venko Property
Email: hello [at] venkoproperty.co.nz
Phone: [Your phone number]
Address: [Your business address]

We will respond to privacy requests within 20 working days.

10. Privacy Commissioner

If you have concerns about how we handle your personal information and are not satisfied with our response, you can contact:

Office of the Privacy Commissioner
Website: www.privacy.org.nz
Phone: 0800 803 909
Email:

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