Privacy Policy

PRIVACY POLICY

The Maintenance House

Last Reviewed
21 May 2026
Governing Law
Privacy Act 2020 (New Zealand)

[email protected]
 

1. Introduction
The Maintenance House (referred to in this policy as "we", "us", or "our") is committed to protecting the privacy and personal information of our clients, prospective clients, suppliers, and website visitors. This Privacy Policy explains how we collect, use, store, disclose, and protect personal information in connection with our business operations and our website at www.maintenancehouse.co.nz.

 

We operate as a separate and independent legal entity from The Rent House. While The Maintenance House and The Rent House are sister companies, each operates under its own management structure, including a separate General Manager, and maintains entirely separate data systems, databases, and data governance processes. No personal information collected by The Maintenance House is shared with, accessible to, or combined with data held by The Rent House, unless you have explicitly provided consent for a specific, clearly identified purpose.

 

By using our website or engaging our services, you agree to the collection and use of your personal information in accordance with this Privacy Policy. We encourage you to read this document in full and contact us if you have any questions.

 

2. Who We Are
The Maintenance House is a New Zealand-based property services company providing residential and commercial clients with a comprehensive range of property maintenance and improvement services. Our five core service categories are:

 

•       Maintenance — Routine and preventative property maintenance, repairs, and upkeep

•       Renovations — Residential and commercial renovation and fit-out projects

•       Painting — Interior and exterior painting services

•       Cleaning — Residential, commercial, and specialised cleaning services

•       Landscaping — Garden design, lawn care, planting, and ongoing grounds maintenance

 

We service clients across New Zealand and may engage subcontractors to assist in delivering these services.

 

3. Information We Collect
We collect personal information that is reasonably necessary for us to provide our services, manage our business relationships, and comply with our legal obligations. The types of personal information we may collect include:

 

3.1 Information You Provide to Us
•       Full name and contact details (email address, phone number, postal and property address)

•       Property details relevant to the service being requested (e.g. property type, size, access instructions)

•       Details of the services you are requesting or enquiring about

•       Payment information, including bank account details for invoicing purposes (we do not store full card details)

•       Communication records, including emails, phone call notes, and messages submitted via our website contact form or enquiry forms

•       Feedback, complaints, or dispute correspondence

•       Identity documents where required for compliance or verification purposes

 

3.2 Information We Collect Automatically
When you visit our website, we may automatically collect certain technical information, including:

•       IP address and general geographic location

•       Browser type and version, operating system, and device type

•       Pages visited, time spent on pages, and referring URLs

•       Clickstream data and interaction patterns on our website

This information is primarily collected via cookies and similar technologies. Please refer to Section 9 (Cookies) for more detail.

 

3.3 Information from Third Parties
We may also receive personal information from third parties, such as:

•       Referrals from other clients or business partners

•       Subcontractors or tradespeople who work alongside us on a project

•       Publicly available sources (such as property registers or business directories)

•       Credit or background check agencies, where applicable and permitted by law

 

4. How We Use Your Information
We use personal information we collect for the following primary purposes:

 

4.1 Service Delivery
•       Processing and fulfilling service requests and bookings

•       Communicating with you about your job, quote, or booking, including scheduling and progress updates

•       Managing subcontractors and coordinating access to your property

•       Invoicing and processing payments

•       Resolving complaints, disputes, or warranty claims

 

4.2 Business Operations
•       Maintaining accurate client and job records

•       Carrying out internal quality assurance and performance reviews

•       Managing supplier, contractor, and employee relationships

•       Conducting financial reporting, auditing, and compliance activities

 

4.3 Marketing and Communications
•       Sending you service reminders, seasonal maintenance tips, or promotional offers where you have opted in or where we have a legitimate interest based on an existing client relationship

•       Conducting satisfaction surveys or requesting reviews of our services

You may opt out of marketing communications at any time by contacting us at [email protected] or using the unsubscribe link in any email we send.

 

4.4 Legal and Regulatory Compliance
•       Meeting our obligations under applicable New Zealand laws, including the Privacy Act 2020, Consumer Guarantees Act 1993, and Building Act 2004

•       Responding to lawful requests from government agencies or courts

•       Protecting our legal rights, including in relation to disputes or claims

 

5. Disclosure of Your Information
We do not sell your personal information to third parties. We may share your personal information with third parties only in the following circumstances:

 

5.1 Service Delivery Partners
We may share relevant personal and property information with subcontractors or tradespeople engaged to perform work at your property. These parties are required to handle your information in accordance with our instructions and this Privacy Policy.

 

5.2 Service Providers
We engage third-party service providers to assist us in operating our business. These may include:

•       Cloud storage and software providers (e.g. job management, CRM, accounting platforms)

•       Email and SMS communication platforms

•       Payment processing providers

•       Website hosting and analytics providers

We take reasonable steps to ensure these providers have appropriate privacy and security safeguards in place.

 

5.3 Legal and Regulatory Disclosure
We may disclose personal information if required to do so by law, or if we reasonably believe that disclosure is necessary to protect the rights, property, or safety of The Maintenance House, our clients, or the public.

 

5.4 Business Transfers
If The Maintenance House is involved in a merger, acquisition, or sale of assets, personal information may be transferred as part of that transaction. We will notify affected individuals where required by law.

 

5.5 Separation from The Rent House
For the avoidance of doubt, personal information collected by The Maintenance House is not shared with, transferred to, or accessible by The Rent House. These are separate legal entities with separate databases, data controllers, and data governance frameworks. Any claim that your data is shared between these entities without your explicit, informed consent would be incorrect and contrary to this policy.

 

6. Data Storage and Security
We store personal information in secure digital systems and, where required, in physical records. Our storage systems are primarily located in New Zealand or with cloud providers operating under data residency agreements appropriate for New Zealand law.

 

We take reasonable technical and organisational measures to protect your personal information against unauthorised access, loss, misuse, alteration, or disclosure. These measures include:

•       Password-protected and access-controlled systems

•       Encrypted storage and transmission of sensitive data

•       Restricted staff access on a need-to-know basis

•       Regular review of our information security practices

 

While we take these precautions seriously, no data transmission or storage system is completely secure. If you have reason to believe that your personal information has been compromised, please contact us immediately.

 

7. Retention of Personal Information
We retain personal information only for as long as is necessary for the purpose for which it was collected, or as required by law. General retention guidelines are as follows:

 

•       Client records and job files: retained for a minimum of 7 years following completion of work, in accordance with tax and accounting obligations

•       Warranty and defect records: retained for the duration of any applicable warranty period plus a reasonable additional period

•       Enquiry records (where no work is undertaken): retained for up to 2 years

•       Marketing opt-in records: retained until you opt out, plus an additional 12 months for compliance purposes

•       Website analytics data: retained for up to 26 months

 

When information is no longer required, we will destroy or de-identify it in a secure manner.

 

8. Your Privacy Rights
Under the Privacy Act 2020 (New Zealand), you have the following rights in relation to your personal information:

 

8.1 Right of Access
You have the right to request access to the personal information we hold about you. We will respond to access requests within 20 working days. There is no charge for making a request, though we may charge for the cost of providing information in certain circumstances.

 

8.2 Right to Correction
If you believe that personal information we hold about you is inaccurate, incomplete, or misleading, you have the right to request that we correct it. We will respond to correction requests within 20 working days.

 

8.3 Right to Complain
If you believe we have breached the Privacy Act 2020, you have the right to make a complaint to us in the first instance. If you are not satisfied with our response, you may escalate your complaint to the Office of the Privacy Commissioner:

 

•       Website: www.privacy.org.nz

•       Phone: 0800 803 909

•       Post: PO Box 10094, The Terrace, Wellington 6143

 

8.4 Withdrawing Consent
Where we process your personal information on the basis of consent (such as for marketing communications), you may withdraw that consent at any time by contacting us. Withdrawal of consent does not affect the lawfulness of any processing carried out prior to withdrawal.

 

9. Cookies and Website Analytics
Our website uses cookies and similar tracking technologies to improve your browsing experience and help us understand how our website is used.

 

9.1 What Are Cookies?
Cookies are small text files placed on your device when you visit a website. They help the website remember your preferences and understand how you use the site.

 

9.2 Types of Cookies We Use
•       Essential cookies: required for the website to function correctly (e.g. session cookies)

•       Analytics cookies: help us understand visitor behaviour and improve our website (e.g. Google Analytics)

•       Preference cookies: remember your settings and choices

•       Marketing cookies: used to display relevant advertising (only if applicable)

 

9.3 Managing Cookies
You can control and delete cookies through your browser settings. Please note that disabling certain cookies may affect the functionality of our website. Where required by law, we will seek your consent before placing non-essential cookies on your device.

 

10. Overseas Disclosure
Some of the third-party service providers we use may store or process data in countries outside New Zealand (for example, cloud software hosted in Australia or the United States). Where this occurs, we take reasonable steps to ensure that those providers comply with privacy standards that are comparable to New Zealand's Privacy Act 2020, or we implement appropriate contractual safeguards.

 

We do not knowingly disclose personal information to overseas parties unless we have taken such steps or we have your informed consent.

 

11. Children's Privacy
Our services are intended for adults and businesses, and our website is not directed at children under the age of 16. We do not knowingly collect personal information from children. If we become aware that we have inadvertently collected personal information from a child, we will take prompt steps to delete that information.

 

12. Links to Third-Party Websites
Our website may contain links to external websites operated by third parties. This Privacy Policy applies only to our website and our services. We are not responsible for the privacy practices of third-party websites and encourage you to review their privacy policies before providing any personal information.

 

13. Changes to This Privacy Policy
We may update this Privacy Policy from time to time to reflect changes in our practices, legal requirements, or business operations. When we do, we will update the "Last Reviewed" date at the top of this document. Material changes will be communicated via our website or by direct notification where appropriate.

 

We encourage you to review this policy periodically. Your continued use of our website or services after any changes constitutes acceptance of the updated policy.

 

14. Contact Us
If you have any questions, concerns, or requests relating to this Privacy Policy or the handling of your personal information, please contact us:

 

The Maintenance House — Privacy Enquiries

Email: [email protected]

Website: www.maintenancehouse.co.nz

New Zealand

We will endeavour to respond to all privacy enquiries within 5 business days.
 

This Privacy Policy is effective as of  May 2026 and supersedes all previous versions.