Privacy Policy

Privacy Policy: Inspected Residential Limited

1. Who we are

This statement is issued by Inspected Residential Limited (company number 8466019) (the Group, we, us). The Group owns the Inspected Residential brand and operates the software platform, the report-delivery portal, the websites and the payment collection service; it performs no inspections. Each inspection is performed by a location's own trading company (a Location Operator), for example Inspected Residential Christchurch Limited (company number 9404904), trading as Inspected Residential Christchurch. This policy covers personal information handled on the platform and by the Group; each Location handles your information for your inspection engagement under its client terms, which point here for the detail.

2. What we collect

• Contact and booking details: your name, email, phone, postal address, and the property address to be inspected.
• Property and inspection information: access notes, property details you or your agent provide, and the inspection record itself: findings, measurements and photographs taken at the property.
• Payment information: invoice and payment records, bank-transfer proof you upload, and payment confirmations from our payment provider. Card numbers never touch our systems: card and Account2Account payments are made directly to our payment provider (Windcave) on its secure pages.
• Delivery and portal records: when your report was delivered, viewed and downloaded, and your acceptance of terms (with the exact version you accepted).
• Communications: emails and messages with the Group or a Location about your booking, payment or report, including when you contact us through social media or messaging channels.
• Property information: publicly available property and ownership information (for example Land Information New Zealand records) used to prepare for and carry out inspections.

We collect this information from you, from the person who books on your behalf (for example a real-estate agent or lawyer, who confirms they are authorised), from the Location performing your inspection, and from our payment provider.

3. Why we collect and use it

• To take and confirm bookings (as each Location's agent), schedule inspections, and deliver reports through the portal.
• To issue invoices in the Location's name, collect payment as the Location's billing agent, verify bank transfers, process refunds, and keep proper accounting records.
• To operate the payment-gated report release (your report is released when payment is settled or verified).
• To support and improve the platform, keep it secure, and keep an audit trail of report access and payment events.
• To send you service messages about your booking, payment and report.
• With your consent or where you have not opted out, to send marketing from the brand. You can opt out at any time (section 9).
• Where an invoice is unpaid: to assess creditworthiness and to recover debt (section 10).
• To meet legal obligations, including tax record-keeping.

4. Who we share it with

• The Location performing your inspection: your booking, property, payment-status and delivery information; their inspectors see what they need to do the job.
• A successor operator: if a Location's business changes hands, the Group's records stay with the Group, and the new operator of that Location is given the access reasonably needed to continue servicing you, subject to the Privacy Act 2020 and with notice to you where practicable.
• Service providers: our hosting and infrastructure providers (data predominantly hosted in Australia and the US; see section 5), our payment provider (Windcave), our email delivery provider, and our accounting system (Xero) for invoice and payment records.
• Credit reporting and debt collection agencies: only if your invoice becomes seriously overdue (section 10).
• Professional advisers and authorities: our lawyers, accountants and insurers where needed, and anyone we must disclose to by law.

We do not sell personal information.

5. Where it is stored

Platform data is hosted with our service providers primarily in Australia (our database and file storage run in Sydney), with backups in the same region. Some supporting providers (for example email delivery) may process information in other countries. We remain responsible for it under the Privacy Act 2020, and our providers hold it only to provide their services to us, under safeguards comparable to New Zealand's.

6. How long we keep it

Inspection reports and their supporting records (including photographs and the delivery and audit trail) are kept for at least 6 years. Reports are relied on in property transactions and disputes, and this matches our record-keeping obligations. Accounting records are kept at least 7 years as tax law requires. Marketing preferences are kept until you change them. When records are no longer needed, they are deleted or anonymised.

7. Your rights

You may ask us for a copy of the personal information we hold about you, and ask us to correct it. Email admin@inspectedresidential.co.nz and we will respond within the timeframes in the Privacy Act 2020 (normally 20 working days). If you are not satisfied with how we handle a privacy concern, you can complain to the Office of the Privacy Commissioner (privacy.org.nz).

8. How we protect it

Access to platform data is role-based and audited; staff and location accounts use multi-factor authentication; report links are personal, expiring and revocable; data is encrypted in transit; and card data is handled entirely by our merchant facility. If a privacy breach occurs that is likely to cause serious harm, we will notify the Office of the Privacy Commissioner and affected people as the Privacy Act requires.

9. Marketing choices

Service messages about your booking, payment and report are not marketing and cannot be opted out of while we are serving you. Marketing emails include an unsubscribe link, and you can opt out at any time at admin@inspectedresidential.co.nz.

10. Credit reporting and debt recovery

If an invoice we collect on a Location's behalf is seriously overdue, we and the Location may use credit reporting and debt collection agencies: we may disclose your details and the default to them, and a credit reporter may hold and use that information in its credit reporting services. This only happens for genuine unpaid debts under the Location's client terms.

11. Cookies and analytics

Our websites use only the cookies needed to run them and basic analytics to understand use. Report links and portal pages are excluded from analytics, are not indexed by search engines, and their tokens never appear in logs.

12. Changes to this policy

We may update this policy from time to time; the current version is always at https://www.inspectedresidential.co.nz/policies/privacy-policy, with its effective date. Significant changes will be flagged on the platform.

13. Contact

Inspected Residential Limited (8466019) · 12 Pimlico Place, Bishopdale Christchurch· admin@inspectedresidential.co.nz

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