Last updated: 11 July 2026

1. Introduction

Keyvi Limited (trading as “Keyvi Property Management”) (‘Keyvi’, ‘we’, ‘us’, or ‘our’) is committed to protecting your privacy and personal information. This privacy policy explains what information we collect and how we use, store, disclose, and protect it in connection with our property management services in New Zealand. It applies to all clients, tenants, landlords, contractors, and visitors who interact with Keyvi.

Keyvi Property Management is a New Zealand-based property management company providing residential property management services across Auckland and surrounding regions. This Policy is governed by the Privacy Act 2020 (NZ), which governs how agencies collect, use, store, and disclose personal information. This privacy policy does not limit or exclude any rights you have under the Privacy Act 2020.

2. Personal Information We Collect

We collect personal information necessary for our property management activities. The types of information we collect depend on your relationship with us.

2.1 Landlords & Property Owners

We collect your full legal name, date of birth, and government-issued ID to verify your identity and meet our legal obligations, including AML/CFT requirements. Your contact details, bank account, and IRD number are required to manage your property and process rental income payments. We also hold property documents — title, rates, and insurance — and retain all instructions and correspondence as part of your management record.

2.2 Tenants & Prospective Tenants

We collect your full legal name, date of birth, photo ID, and contact details to verify your identity and assess your application. Employment, income, and tenancy history — including references from previous landlords — are collected to evaluate your suitability. With your consent, we may conduct credit and background checks through authorised third-party providers. Once your tenancy begins, we retain your emergency contacts, bond lodgment details, maintenance requests, and inspection records in your ongoing tenancy file.

2.3 Contractors & Service Providers

We collect your business name, contact details, trade qualifications, licences, and current insurance certificates to confirm that you are suitably qualified and insured to carry out work on managed properties. Your GST/IRD number and bank account details are held for invoicing and payment purposes.

2.4 Website Visitors

We collect technical information — including IP addresses, browser type, and pages visited — through cookies and analytics tools to understand how our site is used and improve your experience. If you submit an enquiry through our website, we collect the personal information you provide to respond to your request. You are not required to provide personal information simply to browse our site.

2.5 Job Applicants

We collect your full legal name, contact details, and employment history to assess your suitability for a role with us. This includes your CV, qualifications, and any references you provide. With your consent, we may conduct background or reference checks as part of the recruitment process. Information collected during recruitment is used solely for that purpose and is not retained beyond the hiring process unless you are appointed to a position.

3. How We Collect Personal Information

We collect various information to provide, manage, and improve our Services, including personal and non-personal data. We usually gather this information directly from you unless you consent otherwise, or it’s allowed under the Privacy Act, or it’s impractical to do so.

3.1 Direct Collection

We collect most personal information directly from you to ensure transparency and trust. This occurs when you fill out a tenancy application form (either in person or online), sign a management agreement or property owner onboarding form, submit a maintenance request, or contact us by phone, email, text message, social media, chatbot, or in person. We also collect information when you attend an open home, make a property inquiry, subscribe to our newsletter, submit a survey, provide feedback, participate in promotions, or use our website’s contact forms and portals.

3.2 Third-Party Collection

In specific situations, we may gather information about you from trusted third parties. This includes obtaining information from credit reporting agencies like Centrix or Equifax NZ, with your consent, to assess tenancy applications. We may also contact previous landlords or property managers for tenancy references, access publicly available Tenancy Tribunal records, gather information from government agencies as required by law, and collaborate with real estate agents or other property professionals involved in your transactions. We also collect your information through our tenancy management software, Renti & Tapi, when you apply.

You have the right to request access to and correction of that information. When we collect information about you from a third party, we will take reasonable steps to notify you as soon as reasonably practicable. That notification will include:

• The source from which your information was collected (e.g. Centrix or Equifax NZ, a previous landlord, employer)
• The purpose for which the information is held
• Whether the collection is required or authorised by law

Your trust is paramount, and we strive to uphold it.

4. How We Use Personal Information

We use personal information only for the primary purpose for which it was collected, or for a directly related secondary purpose.

4.1 Property Management Operations

Personal information is used to process and assess tenancy applications, prepare and manage tenancy agreements in accordance with the Residential Tenancies Act, and coordinate property inspections and maintenance. We also use it to collect rent, manage bond lodgments, communicate with landlords and tenants about property matters, and, where necessary, resolve tenancy disputes and represent clients at the Tenancy Tribunal.

4.2 Financial & Legal Administration

We use personal information to process payments and manage bank, trust, and CFS accounts on behalf of our clients. This includes meeting tax and financial reporting obligations with the IRD, managing GST, and issuing income statements. We also use information to comply with our obligations under the Anti-Money Laundering and Countering Financing of Terrorism Act and to assist with insurance claims where relevant.

4.3 Communication & Service Improvement

We use contact information to send property-related notices, updates, and newsletters where you have given consent to receive them. Personal information is also used to respond to enquiries, resolve complaints, and gather client feedback to improve our services.

4.4 Legal Compliance

We may use and disclose personal information to respond to lawful requests from enforcement or regulatory agencies, fulfil obligations under applicable New Zealand legislation, enforce our legal rights, and resolve disputes through appropriate legal channels.

5. Disclosure of Personal Information

We may disclose personal information to third parties only in limited circumstances, consistent with Information Privacy Principle 11 (IPP 11).

5.1 Authorised Disclosures

• Property owners and landlords receive the information necessary to manage their property, including tenancy-related updates, inspection reports, and financial statements.
• Tenants receive the information they are lawfully entitled to receive about their tenancy, including relevant notices and correspondence.
• Service and marketing partners may receive certain contact details to deliver relevant offers and communications, but only where you have not opted out. We will always be transparent about this use and provide a clear opt-out option.
• Service providers and contractors engaged to support our operations — including payment processing, IT hosting, analytics, and maintenance — may access personal information only to the extent necessary to perform their services on our behalf. All such providers are bound by confidentiality obligations and must handle personal information securely.
• Our employees and agents may access personal information in the course of managing properties, providing IT support, or delivering operational assistance.
• Credit reporting agencies such as Centrix or Equifax NZ may receive information for the purpose of conducting tenancy checks, with your individual consent.
• Legal and accounting advisers may receive information as reasonably necessary to support our business operations and legal obligations.
• Courts and the Tenancy Tribunal will receive relevant information, as required, in the course of legal or dispute-resolution proceedings.
• Government agencies — including the IRD, MBIE, New Zealand Police, and other authorities — will receive information where we are lawfully required to disclose it.
• Others you direct us to — if you expressly request or authorise a disclosure, such as when integrating a third-party service, we will act on your instruction.

5.2 AI/Automated Tools Disclosure

We use AI and automated tools to support website security, analytics, internal drafting, and market analysis. No AI output is ever the sole basis for a decision affecting a client or tenant — a human always reviews and approves any AI-assisted output before it is acted on.

• The website uses automated security tools (Google reCAPTCHA) to assess whether someone completing a form is a real person or a bot.
• The website uses Google Analytics to track visitor behaviour.
• An AI writing assistant is used internally to help draft emails, appraisals, and business documents — similar to an advanced spell-check.
• A market analysis tool is used to generate appraisal reports automatically. All outputs are reviewed by a person before use.

These tools improve efficiency and consistency in our workflow processes, but do not replace human judgement in decisions affecting clients or tenants.

5.3 Overseas Disclosure

We do not routinely transfer personal information outside New Zealand. Where we use offshore cloud storage or software systems, each provider is bound by contractual or other obligations to handle data securely.

• Google LLC (based in USA) — website analytics and security
• Anthropic PBC (based in USA) — AI writing assistant used internally
• MailerLite UAB (based in Lithuania) — our email marketing platform

Consistent with Information Privacy Principle 12 (IPP 12), we take reasonable steps to ensure these overseas providers are subject to privacy protections comparable to those required under the Privacy Act 2020, whether through contractual obligations, certification schemes, or the laws of the relevant country.

5.4 Biometric Processing Disclosure

We do not collect, store, or process any biometric information. We do not use fingerprint scanning, facial recognition, voice identification, or any other biometric systems for staff access, tenant verification, or property entry.

Should this change in the future, this policy will be updated accordingly, and all applicable requirements under the Biometric Processing Privacy Code 2025 will be complied with prior to any such collection commencing.

6. Storage, Security & Retention

We take all reasonable steps to ensure that personal information is stored securely and protected from unauthorised access, modification, or disclosure.

6.1 How We Store Information

Personal information is held across secure, access-controlled systems, including cloud-hosted property management software, digital file storage, and our accounting system. Physical documents are stored in locked filing systems at our premises and are accessible only to authorised staff.

6.2 Security Measures

Consistent with the Information Privacy Principles, we maintain the following safeguards:

• Role-based access controls limit data to authorised personnel only.
• Regular security reviews and staff privacy training.
• Secure disposal of physical documents by cross-cut shredding.
• Secure deletion protocols for digital data.
• Regular data backups are stored in protected environments.

Only authorised employees, agents, and contractors who have agreed to maintain confidentiality are granted access to personal information. Where we engage third-party software providers (SaaS), we assess their data security practices to confirm alignment with applicable privacy laws and the standards required under the Privacy Act 2020.

6.3 Retention

We retain personal information for as long as it is needed for the purpose it was collected, or as otherwise required by law. As a guide, our minimum retention periods are:

• Tenancy records and correspondence: 6 years from the end of tenancy
• Financial and tax records: 7 years
• Unsuccessful tenancy applications: 12 months from the date of the decision
• Employee records: 6 years from the end of employment
• AML/CFT identity verification records: 5 years from the end of the business relationship

When personal information is no longer required, it is securely destroyed or permanently de-identified.

7. Privacy Breach Notification

A privacy breach is any unauthorised or accidental access to, loss, or disclosure of personal information we hold. When a breach occurs, we assess whether it is likely to cause serious harm — if so, we notify both the affected individuals and the Office of the Privacy Commissioner as soon as reasonably practicable, with details of what happened and the steps we are taking. All staff must report any suspected breach to the Privacy Officer immediately, and we keep a record of every breach regardless of whether formal notification is required.

Where a breach occurs at a third-party provider handling personal information on our behalf, we require that provider to notify us immediately. We retain responsibility for notifying affected individuals and the Privacy Commissioner in accordance with the Privacy Act 2020.

8. Your Privacy Rights

Under the Privacy Act 2020, you have the following rights in relation to personal information we hold about you:

8.1 Right to Access

You have the right to request access to the personal information we hold about you. We will respond to such requests within 20 working days. We may charge a reasonable fee for responding to large or complex requests.

8.2 Right to Correction

If any information we hold about you is wrong, incomplete, or out of date, you can ask us to correct it. We will respond to your request promptly. If we are unable to make the correction, we will explain why and attach a note to your file documenting the correction you sought.

8.3 Right to Withdraw Consent

Where we rely on your consent to process personal information for specific purposes (e.g., marketing communications), you may withdraw that consent at any time by contacting us. Withdrawal of consent does not affect processing that has already occurred.

8.4 Third-Party Websites and Links

We may include links to third-party websites or integrate services operated by external providers. We have no control over, and take no responsibility for, the privacy practices or content of those sites. Before providing personal information to any third party, we encourage you to read their privacy policy directly.

9. Website, Cookies & Digital Communications

Our website may use cookies and similar technologies to improve user experience and to gather analytics data. By using our website, you consent to the use of cookies in accordance with this Policy.

9.1 Types of Cookies Used

We use cookies on our website to support core functionality, remember your preferences, and analyse how visitors use our site using anonymised tools such as Google Analytics. No personally identifiable information is collected through analytics cookies. You can manage or disable cookies through your browser settings at any time, though doing so may affect how parts of our website function.

9.2 Email Marketing

We only send marketing or promotional emails to individuals who have given their express consent. Each marketing email includes an easy unsubscribe mechanism.

10. Right to Complain and Process

If you have concerns about how we handled your personal information, we encourage you to contact our Privacy Officer directly. We will acknowledge your complaint within 5 working days and aim to resolve it within 20 working days.

If you are not satisfied with our response, you may escalate your complaint by contacting the Office of the Privacy Commissioner (privacy.org.nz or 0800 803 909).

Our Privacy Officer: Sanjeev Kumar
Email: sanjeev@keyvi.co.nz
Mobile: +64 21 0279 3220
Postal Address: PO Box 97286, Manukau, Auckland 2241, New Zealand

11. General

We may update this privacy policy from time to time. The current version will always be available on our website, and your continued use of our services following any update constitutes acceptance of the revised policy. If any provision of this policy is found to be invalid or unenforceable, it will be removed, and the remaining provisions will continue to apply.

This privacy policy was last updated on 11 July 2026.

Revision History

We review this Privacy Policy at least every two years, or sooner if there is a material change to our practices — we encourage you to check this page regularly.