Privacy Policy
1. Introduction
ManageMe Services Limited is a New Zealand business providing back-office administration, sales support, and marketing assistance services to small and medium enterprises (SMEs), with a focus on property management, real estate, and trade businesses.
We are committed to protecting the privacy and security of the personal information we collect, hold, use, and disclose in the course of our business activities. This Privacy Policy explains how we handle personal information in accordance with the Privacy Act 2020 (New Zealand) and its Information Privacy Principles (IPPs).
By using our website, engaging our services, or providing us with your personal information, you agree to the terms of this Privacy Policy.
2. Who We Are
ManageMe Services Limited is a New Zealand-based business offering outsourced back-office services in packages of 10, 20, or 40 hours per week. Our service model is task-based and draws on a pool of staff rather than being tied to a single individual.
Privacy Officer Contact:
For all privacy-related enquiries, requests, or complaints, please contact our Privacy Officer:
- Name: Michael Foster, Privacy Officer
- Email: mike@manageme.co.nz
- Phone: 021 180 1875
- Post: 5 Liberty Crescent, Beachlands, Auckland 2018
3. What Personal Information We Collect
We collect personal information necessary for the provision of our services and the operation of our business. This may include:
3.1 Information from clients and prospective clients
- Full name, job title, and company name
- Contact details including email address, phone number, and business address
- Business information including ABN/NZBN and industry sector
- Billing and payment information (we do not store full credit card numbers)
- Communications and correspondence with us
- Service preferences and requirements
3.2 Information from employees and contractors of client businesses
- Names and contact details provided as part of service delivery
- Information necessary to complete assigned tasks on behalf of clients
3.3 Information collected through our website
- Technical data such as IP addresses, browser type, and pages visited (via cookies and analytics tools)
- Information submitted through contact forms or enquiry submissions
- Email addresses for newsletter or marketing subscriptions
We only collect personal information that is reasonably necessary for the purposes described in this policy. Where possible, we collect information directly from the individual concerned.
4. How We Collect Personal Information
We collect personal information in a number of ways, including:
- Directly from you when you contact us, complete an enquiry form, or engage our services
- Through our website via cookies and analytics tools
- From your authorised representatives or employees in the course of providing services
- From publicly available sources such as business directories or social media profiles for legitimate business purposes
- From third parties such as referral partners, where you have consented or where permitted by law
In accordance with the Privacy Amendment Act 2025 (effective 1 May 2026), where we collect your personal information from a third party, we will take reasonable steps to notify you of this collection and the purposes for which it is held.
5. How We Use Personal Information
We use personal information for the following purposes:
- To provide, manage, and improve our services to you
- To communicate with you about your account, enquiries, and service-related matters
- To process billing and payments
- To onboard new clients and verify identity where required
- To send you marketing communications about our services (where you have consented or where permitted by law — see Section 9)
- To comply with our legal and regulatory obligations
- To improve our website and user experience through analytics
- To investigate complaints or resolve disputes
We will not use your personal information for any purpose that is incompatible with the reason it was originally collected, without your consent or as otherwise permitted by law.
6. Disclosure of Personal Information
We may disclose your personal information to:
- Members of our staff pool involved in delivering services to you
- Third-party service providers who assist us in operating our business (such as cloud software providers, IT support, accountants, and payment processors) — these providers are required to handle personal information in accordance with this policy and the Privacy Act 2020
- Professional advisors including legal counsel, auditors, and insurers
- Regulatory authorities or law enforcement where required or permitted by law
- A purchaser or successor in the event of a business sale or restructure
We do not sell, rent, or trade your personal information to third parties for marketing purposes.
6.1 Overseas Disclosure
Some of our third-party service providers may be located or store data outside New Zealand (for example, cloud-based software providers). Where we disclose personal information overseas, we take reasonable steps to ensure the recipient is subject to privacy protections that are comparable to the Privacy Act 2020, or we obtain your consent as required under IPP 12.
7. Storage and Security
We take reasonable steps to protect the personal information we hold from unauthorised access, use, modification, or disclosure. Our security measures include:
- Secure access controls and password-protected systems
- Use of reputable, encrypted cloud-based platforms
- Staff training on privacy and confidentiality obligations
- Regular review of our data handling practices
While we take all reasonable precautions, no data transmission or storage system is completely secure. If you believe your personal information has been compromised, please contact us immediately.
8. Retention of Personal Information
We retain personal information only for as long as is necessary for the purposes for which it was collected, or as required by law. When personal information is no longer required, we take reasonable steps to securely destroy or de-identify it.
Generally, client records are retained for a period of seven (7) years following the end of the client relationship to comply with legal and tax obligations.
9. Property Management Services — Residential Tenancies Act Obligations
Where ManageMe Services Limited provides back-office administration services to clients operating in the residential property management sector, we may collect, hold, and process personal information about tenants, prospective tenants, and landlords. The following additional provisions apply in these circumstances.
9.1 Types of information collected in a property management context
On behalf of our property management clients, we may handle the following personal information:
- Tenant and prospective tenant details including name, contact details, identification, rental history, and references
- Credit check and background check information (where consent has been obtained)
- Tenancy agreements, variations, renewals, and correspondence
- Rent payment records and bond information
- Inspection reports, maintenance records, and property condition reports
- Records of complaints, disputes, or Tenancy Tribunal proceedings
- Landlord and owner details including contact and financial information
9.2 Collection standards for tenant information
In accordance with the Office of the Privacy Commissioner’s guidelines for landlords and property managers, we collect tenant information in stages and only to the extent necessary for the relevant purpose:
- At the property viewing stage: name and contact details only
- At the application stage: information reasonably necessary to assess suitability, including identity verification, references, and consent to credit/background checks
- During the tenancy: information necessary to manage the tenancy, including inspection records, maintenance requests, and rent records
We do not collect personal information about characteristics protected under the Human Rights Act 1993 (such as race, sex, religion, disability, or family status) unless there is a specific lawful reason to do so in the context of managing the tenancy.
9.3 Use and disclosure of tenant information
Personal information collected about tenants and prospective tenants is used only for the purpose of selecting tenants and managing tenancies. Specifically:
- Sensitive applicant information (such as credit check results) is handled by ManageMe Services Limited as the property management agent and is shared with landlord clients only to the extent necessary and lawful
- Tenant information is not shared with other landlords or property managers without the tenant’s informed consent
- We do not contribute to or use tenant ‘blacklists’, which are problematic under the Privacy Act and may also breach suppression orders made under the Residential Tenancies Act
- Disclosure of a tenant’s notice of withdrawal under section 56E of the Residential Tenancies Act is restricted — this information is only shared where the tenant has consented, for the purposes of legal advice, or where another lawful authorisation applies
9.4 Retention of tenancy records
Under section 123A(1) of the Residential Tenancies Act 1986, certain tenancy documents must be retained for the duration of the tenancy and for 12 months after termination. These include:
- The tenancy agreement and any variations or renewals
- Inspection reports carried out during the tenancy
- Records of building, electrical, plumbing, and maintenance work carried out at the premises
- Any other documents relating to the tenancy as required by the Act
In addition, the chief executive of the Ministry of Housing and Urban Development may require production of certain documents within 10 working days of a notice being issued. ManageMe Services Limited will co-operate with any such lawful requests on behalf of our clients.
For unsuccessful tenancy applicants, personal information is generally not retained once the property has been rented, as there is no ongoing lawful purpose for holding it. Information about prospective tenants who were offered a tenancy or who entered into negotiations is subject to the 12-month retention requirement above.
9.5 Sensitive information and secure storage
Sensitive personal information collected in a property management context (such as identity documents, credit reports, and criminal record checks) is stored separately from general tenancy records and access is limited to those staff members who require it for the relevant purpose. When this information is no longer required, it is securely disposed of.
9.6 Photographs and inspection records
Photographs taken during property inspections are used solely to document the condition of the property. Photos must not capture personal items or otherwise intrude on tenants’ personal affairs. Tenants are lawfully entitled to request access to inspection photographs relating to them under the Privacy Act 2020.
9.7 Sharing with landlord clients
Where ManageMe Services Limited shares tenant information with the landlord or property owner on whose behalf we are acting, this is communicated to tenants at the time their information is collected (for example, in the tenancy application form or privacy statement). Information is shared only to the extent necessary for the lawful management of the tenancy.
10. Direct Marketing
We may send you marketing communications about our services where:
- You have provided your consent; or
- You are an existing client and the communication relates to similar services, and you have not opted out
You can opt out of receiving marketing communications at any time by:
- Clicking the unsubscribe link in any email we send you
- Contacting us directly at mike@manageme.co.nz
We comply with the Unsolicited Electronic Messages Act 2007 in all our marketing communications.
11. Cookies and Website Tracking
Our website uses cookies and similar tracking technologies to improve your experience and help us understand how visitors use our site. Cookies are small data files placed on your device.
We use cookies for:
- Essential website functionality
- Analytics to understand how our website is used (e.g., Google Analytics)
- Remembering your preferences
You can control or disable cookies through your browser settings. Note that disabling cookies may affect the functionality of our website. By continuing to use our website, you consent to our use of cookies as described in this policy.
12. Your Rights
Under the Privacy Act 2020, you have the following rights in relation to your personal information:
12.1 Right of Access
You may request access to personal information we hold about you. We will respond to your request within 20 working days. We may charge a reasonable fee for providing access in certain circumstances.
12.2 Right of Correction
If you believe any personal information we hold about you is inaccurate, incomplete, or outdated, you may request that we correct it. We will take reasonable steps to correct the information, or if we disagree with the requested correction, we will note your request on the record.
12.3 Right to Object to Direct Marketing
You have the right to ask us at any time to stop using your personal information for direct marketing purposes.
To exercise any of these rights, please contact our Privacy Officer using the details in Section 2.
13. Privacy Breach Notification
In the event of a privacy breach that is likely to cause serious harm to any affected individual, we will notify both the affected individual(s) and the Office of the Privacy Commissioner (OPC) as soon as practicable, in accordance with Part 6 of the Privacy Act 2020.
14. Complaints
If you have a complaint about how we have handled your personal information, please contact our Privacy Officer in the first instance using the details in Section 2. We will acknowledge your complaint within five (5) working days and aim to resolve it within 20 working days.
If you are not satisfied with our response, you may lodge a complaint with the Office of the Privacy Commissioner:
- Website: www.privacy.org.nz
- Phone: 0800 803 909
- Post: PO Box 10094, Wellington 6143
15. Changes to This Privacy Policy
We may update this Privacy Policy from time to time to reflect changes in our practices, technology, or legal requirements. When we make material changes, we will update the date at the top of this policy. We encourage you to review this policy periodically.
Continued use of our website or services after any changes constitutes your acceptance of the updated policy.
ManageMe Services Limited — Back Office Administration Services | New Zealand