RentMate ("we", "us") is a New Zealand company providing a property maintenance coordination platform. We collect, use, and disclose personal information as described in this policy. This policy is written to comply with the Privacy Act 2020 (NZ) and applies to anyone using the RentMate platform — tenants, landlords, property managers, tradespeople, and prospective customers.
1. What we collect
When you create or use an account, we may collect:
- Identifying information: full name, email address, phone number, business name.
- Property information: address, suburb, dwelling details, maintenance history.
- Trade information: PGDB / EWRB / LBP registration numbers, expiry dates, scope endorsements, business NZBN.
- Operational data: maintenance tickets, photos, quotes, messages, activity log entries.
- Technical data: IP address, user-agent, session cookie. We do not use third-party advertising trackers.
2. Why we collect it
To operate the platform: matching tenants with property managers, surfacing scope-relevant jobs to verified tradespeople, providing audit and dispute records, and meeting our obligations under the Residential Tenancies Act and other NZ law.
3. Who sees what
RentMate enforces row-level access controls. Specifically:
- Tenants see their own tickets and the property manager assigned to their tenancy.
- Property managers see tickets and properties within their organisation only.
- Tradespeople see only the jobs they have been invited to or that match their verified scope and radius. Tenant contact details are released only after a quote is accepted.
- RentMate operators access personal information only for support, security, and dispute resolution, logged in the audit trail.
4. Your rights
Under the Privacy Act 2020 you may:
- Request access to the personal information we hold about you. We respond within 20 working days.
- Request correction of inaccurate personal information.
- Request deletion of your account. Soft-delete is immediate; hard purge runs after a 30-day reflection window. Some records (audit log, regulatory) are retained anonymised.
- Complain to us at privacy@rentmate.scalioni.com, or to the Office of the Privacy Commissioner if unsatisfied.
5. Security
We host data in AWS Sydney (ap-southeast-2). Data is encrypted at rest (AES-256) and in transit (TLS 1.2+). Database access uses row-level security with a NOBYPASSRLS application role. Our breach response runbook is maintained and tested. In the event of a notifiable privacy breach we will notify affected parties and the Privacy Commissioner without undue delay.
6. Retention
We retain personal information for as long as your account is active, then for 30 days after deletion for the reflection window. Regulatory records (audit log, completed jobs) are retained anonymised for seven years to support dispute resolution.
7. Cross-border disclosure
Our hosting region is Australia. We may use sub-processors (Resend for transactional email, AWS for compute and storage) that are bound by data processing agreements. We do not transfer data to jurisdictions without comparable privacy protection.
8. Changes to this policy
We will notify users by email of material changes at least 14 days before they take effect. The "last updated" date at the top reflects the current version.
9. Contact
Privacy Officer: privacy@rentmate.scalioni.com. Postal address available on request.
This policy is a working draft prepared internally. A New Zealand-qualified solicitor will review and finalise this document before RentMate is opened to the public.