This Policy in Summary
Privacy at Prendos
We respect your privacy and handle your personal information with care, and in compliance with all relevant laws.
What we collect
We collect information like your name, contact details, and information you share with us when working together or visiting our website.
Why we collect it
We use this information to provide our services, communicate with you, manage projects, and meet our legal obligations.
Who we share it with
We may share information with trusted partners, advisers, or regulators where needed - but only for the purpose it was collected.
How we keep it safe
We store your information securely and limit access to people who need it to do their job.
How long we keep it
We only keep your information for as long as necessary, then securely delete it.
Your rights
You can ask to access or correct your information, or opt out of marketing at any time.
Contact
If you have any questions, contact us at [email protected].
Privacy Policy – Prendos New Zealand Limited
Last updated: August 2026
1. Introduction
Prendos New Zealand Limited is a nationwide property and construction consultancy. We are committed to protecting your personal information and complying with the Privacy Act 2020. This policy explains how we collect, use, store, and disclose personal information.
This Privacy Policy (Privacy Policy) sets out the policy of Prendos New Zealand Limited as listed in Schedule 1 below (collectively, but not jointly or jointly and severally in any instance, referred to as us, we, our or the Company).
Any person, firm, company, government body or other entity who provides Personal or Sensitive Information to us or accesses or uses our websites (our websites) is referred to as you or your.
The Privacy Act 2020 sets out 13 Information Privacy Principles (IPPs). The IPPs can be found on the Office of the Privacy Commissioner at https://www.privacy.org.nz/privacy-act-2020/privacy-principles/
The Company respects an individual’s right to personal privacy and is committed to complying with the IPPs, and, where relevant, the EU General Data Protection Regulation (GDPR), and Unsolicited Electronic Messages Act 2007 for electronic communications.
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2. What is Personal Information
“Personal information” means any information about an identifiable individual. This may include but is not limited to names, contact details, property ownership information, and communications.
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3. What Information We Collect
We may collect personal information including:
- Name, address, email, and phone number
- Company/employer details and role
- Project and service details including property or ownership information, project history, or project-related information
- Legal dispute information
- Billing and payment details
- Communications with us (emails, enquiries, reports)
- Photography
- Videos
- Health and safety information
- Professional or employment information including qualifications, CVs, or references.
- Website usage information including IP address, browser type, cookies, and website analytics where applicable.
- Any other information you voluntarily provide when communicating or engaging with us.
We collect only information that is necessary for our business activities, consistent with our legal obligations.
Providing personal information is optional, however, if you choose not to provide certain information, we may be limited in our ability to fully provide you with our products, services, or support.
By using our websites, and/or otherwise providing us with Personal Information, you acknowledge that you have read and understood this Privacy Policy and that you authorise us to collect, hold, use and disclose your Personal Information in accordance with this Privacy Policy.
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4. How We Collect Information
We collect personal information:
(a) Directly from you
- When you engage our services
- When you contact us or submit enquiries
- When you subscribe to updates or communications
(b) From third parties (IPP 3A)
We may also collect information from:
- clients who engage us for property-related services
- public records (e.g. property data)
- professional advisers and contractors
Where we collect information indirectly, we will take reasonable steps to inform you of:
- the fact of collection
- the purpose
- recipients
- your rights of access and correction
in accordance with IPP 3A (effective May 2026).
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5. Purpose of Collection
We collect personal information to:
- provide property consultancy and related services
- assess, inspect, and report on properties
- manage projects and deliver professional advice
- communicate with clients and stakeholders
- assess job applications
- manage billing and accounts
- comply with legal and professional obligations
- improve our operations
- send updates or marketing materials (with consent or where permitted by law)
We will only use personal information for the purpose for which it was collected or a directly related purpose.
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6. Disclosure of Personal Information
We may disclose personal information to:
- our employees, contractors, and consultants
- clients and project stakeholders (as necessary to deliver services)
- professional advisers (legal, financial, or technical)
- data storage service providers
- referees for job applications
- regulatory authorities where required by law
We will not disclose personal information unless it is lawful and necessary to do so. We require all third parties to handle information under strict confidentiality and not for their own purposes.
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7. Overseas Disclosure
If we transfer personal information outside New Zealand, we will take reasonable action to have appropriate safeguards in place in accordance with the Privacy Act 2020 (IPP 12) or equivalent protections under the GDPR.
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8. Storage and Security
We take reasonable technical and organisational measures to protect personal information against loss, unauthorised access, use, modification, or disclosure, including:
- secure IT infrastructure and access controls
- encryption and secure transmission where appropriate
- internal policies governing data access and handling
- contractual confidentiality obligations for staff and contractors
Despite these measures, no system or method of transmission over the internet is completely secure. Accordingly, to the extent permitted by law, Prendos does not guarantee the security of personal information and disclaims liability for unauthorised access or data breaches beyond our reasonable control.
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9. Retention of Information and Data Disposal
We retain personal information only as long as necessary for:
- the purpose it was collected
- legal and professional requirements
Information is stored securely in our systems or trusted cloud services, and access is limited to people who need it to complete their work.
9.1 Retention Periods
The retention periods set below reflect the minimum retention period required by Prendos. At the conclusion of the retention period, these records will be reviewed and any records no longer required, will be properly disposed of through secure document destruction methods or archived to a secure data security site.
Account records: Kept for 7 years
HR/Employment records: Kept for 10 years
Building related records: Kept for 12 years
Valuations related records: Kept for 7 years
9.2 Disposal procedure
The process below outlines our procedure when disposing of records that have exceeded the retention policy.
- Non-sensitive information, non-client or matter related, can be placed in a rubbish bin.
- Confidential information including all client and matter data will be placed in a document destruction bin provided at every Prendos office location.
- Accounts information will be shredded and transferred to a secure document destruction bin.
- Electronic data will be transferred to our Archive Server (restricted access) and only deleted once reviewed by Management after retention period has lapsed.
- Inactive records with the company database will be archived off the live system.
- Electronic equipment containing information – all hard drives are destroyed before leaving Prendos sites and then passed on to a reputable contracted recycle company.
9.3 Storage locations
Prendos data is held primarily in Albany, Auckland, managed by our IT Provider. Prendos’ 365 Tenancy data in the Australian region.
All data is held in secure facilities with strict access controls in place.
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10. Access and Correction
You have the right to:
- request access to your personal information
- request correction of your personal information
- withdraw consent to certain uses
- complain if unsatisfied
We will respond to requests in accordance with the Privacy Act.
Under GDPR, additional rights include erasure, restriction, portability, and objection.
To make a request, contact us using the details below.
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11. Cookies and Website Tracking
11.1 Use of Cookies
Cookies are small text files stored on your device when you access a website. Our website may use cookies and similar tracking technologies (such as pixels, tags, and analytics tools) to:
- enable core website functionality
- analyse website usage and performance
- improve user experience and content
- support marketing and communications (where applicable)
11.2 Types of Cookies We May Use
Depending on how you interact with our website, we may use:
- Essential cookies – required for the website to function properly
- Analytics cookies – to collect aggregated information about how visitors use our website (e.g. via Google Analytics or similar tools)
- Functionality cookies – to remember preferences and settings
- Marketing cookies – to support advertising or remarketing activities (if implemented)
11.3 Information Collected via Cookies
Cookies and tracking technologies may collect information such as:
- IP address
- browser type and settings
- pages visited and interactions
- device information
- referring URLs
Some of this information may constitute personal information where it can identify you or be linked to you.
11.4 Third-Party Services
We may use third-party service providers (e.g. analytics or hosting providers) who place cookies or collect data on our behalf. These third parties may:
- process data outside New Zealand; and
- use their own cookies or tracking technologies
We do not control third-party cookies and recommend you review relevant third-party privacy policies.
Where personal information is disclosed overseas, we will comply with applicable safeguards under the Privacy Act.
Our websites may contain links to other websites. Those links are provided for convenience only - our Privacy Policy does not apply to those websites and any information collected by such third parties is governed by that third party’s privacy practices or policies. We are not responsible or liable for the privacy practices or the content of any third-party websites. The use of such websites is at your own risk.
Our websites may interface with social networks to allow users access to various social platforms (Facebook, YouTube, Twitter, LinkedIn, etc.). To understand how and what information is collected and what cookies are used by such third parties, we recommend you review relevant third-party privacy policies.
11.5 Consent and Control
By using our websites, you acknowledge and agree to the use of cookies as described in this policy, to the extent permitted by law.
You can control or disable cookies through your browser settings. However:
- disabling cookies may affect website functionality; and
- some services or features may not operate as intended
We may send you information about Prendos services, insights, or events. You can opt out at any time. We comply with the Unsolicited Electronic Messages Act 2007.
11.6 No Tracking Guarantee
While we take reasonable steps to ensure transparency, we do not make representations that all tracking technologies will be fully identified or blocked at all times, particularly where third-party services are involved.
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12. Notifiable Privacy Breaches
If we become aware of a privacy breach that is likely to cause serious harm, we will take reasonable steps to:
- contain and assess the breach
- notify the Office of the Privacy Commissioner; and
- notify affected individuals where required
as required under the Privacy Act 2020.
To the extent permitted by law, Prendos excludes liability for indirect or consequential loss arising from a privacy breach, except where such liability cannot be excluded.
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13. Changes to This Policy
We may update this Privacy Policy at any time to reflect changes in our practices, legal requirements, or technology.
Any updated version will be published on our website and will take effect from the date of publication.
Communicating with us, and using our services or website constitutes acceptance of the updated policy.
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14. Contact Us
If you have questions, concerns, or requests regarding your privacy, please contact:
Prendos New Zealand Limited
Phone: 0800 773 636
Website: https://www.prendos.co.nz/
Address: Level 8, 5–7 Byron Avenue, Takapuna, Auckland, New Zealand
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Schedule 1
Prendos New Zealand Limited, trading as:
- Respond Architects
- Prendos
- Prendos Property Consultants
- Prendos Architects
- Prendos Building Surveyors
- Prendos Project Management
- Prendos Quantity Surveyors
- Prendos Structural Engineers
- Prendos Valuations