Privacy Policy

Last updated: March 2026

We are committed to respecting the privacy and security of information received from Users of our Website or Services. Terms that are defined in this Policy have the meaning set out in section 15.

We have prepared our Privacy Policy to ensure that we communicate to Users, in the clearest way possible, how we collect, use, disclose or transfer Personal Information supplied by Users or collected by us and the ways in which Users can protect their privacy.

Our Privacy Policy also includes other details required by privacy laws, such as how Users may access, correct and delete information held about them.

By using our Services or accessing our Website, Users accept and agree to comply with the terms and conditions of this Privacy Policy and agree that Reloops may process (i.e. collect, use, store, transfer, disclose or otherwise process) User’s Personal Information in accordance with this Privacy Policy (as well as for any other use authorised by the User).

Our Privacy Policy explains:

1. Consent;
   1. What Personal Information we collect and how;
   2. How we use Personal Information;
   3. Who we share Personal Information with and why;
   4. The steps taken to protect Personal Information under our control;
   5. Users’ data protection rights;
   6. Communications;
   7. Links and connections to third party services;
   8. International data transfers;
   9. How Reloops retains and deletes Personal Information;
   10. How to access and update Personal Information; and
   11. How to contact us.

1. User Consent

1. Reloops provides a platform that connects Users with Report Providers to supply shared building reports (our Services). We collect Personal Information in order to be able to provide and improve our Services, and for the other uses described below.
2. By using our Services, accessing our Website or providing Personal Information to us, Users consent to our collection, storage, use and disclosure of Personal Information (including any sensitive information provided) in accordance with this Privacy Policy.

2. Personal Information we collect

1. There are three ways we collect information:
   1. Information Users give us;
   2. Information we collect when Users use our Services; and
   3. Information we collect from third parties.

Personal Information Users give us

1. In order to use our Services, a User may provide us with certain contact and Personal Information including name, address, phone number and email address. Users may also at times provide billing and financial information.
2. Users may also provide us with information when they:
   1. Send correspondence to us;
   2. Request Services from us;
   3. Access our Website;
   4. Interact with our Social Media Platforms; or
   5. Contact our support team.
3. Users can always choose not to provide us with Personal Information, however this may mean that we are unable to supply our Services effectively, or at all.

Personal Information we collect from Users

1. We may automatically collect information (which may include Personal Information) when Users interact with or use our Services, visit our Website or communicate with us. This information may include:
   1. System information: We may collect information about User system(s) including, but not limited to, the User operating system, applications, IP address, and where applicable, host ID, and other User system environment information.
   2. Usage information: We collect information about how Users and their system environment interact with our Services. Information that may be collected includes:
      1. Information relating to the Services Users use;
      2. The performance of the Services and any problems experienced by Users;
      3. The pages that Users visit on our Website;
      4. Website content accessed by Users;
      5. Length of the Users’ stay on a specific page; and
      6. Browser information.
   3. Location: When Users use our Services or access our Website, we may collect and process information about the User’s location. We use various technologies to determine location, including IP addresses and web analytics.
   4. Device information: When Users use some of our Services, we may receive information about the User’s device, such as the hardware model, operating system version, unique device identifier and mobile network information (including phone number).
   5. Cookies and similar technology: We may use cookies and similar technologies to provide our Services, and to help collect data. For example, when Users visit our Website, we may collect information about the pages visited, the User’s browser and the User’s device.

   A cookie is a small element of data that a website can send to the User’s browser, which may then be stored on the hard drive (session ID cookies will terminate once Users simply close the browser, persistent cookies may however be stored on the User’s hard drive for an extended period of time). A cookie does not identify a User personally, but it does identify the User’s computer or mobile phone. Cookies allow us, among other things, to monitor traffic patterns, store User preferences and settings to personalise the User experience, analyse how our Services are performing, track Users and help us identify Users misusing our Services. Users should be aware that most web browsers are set to accept cookies by default, but allow settings to be adjusted to remove or block cookies. Please note however that rejecting or removing cookies could affect the availability and functionality of our website features, or our Services.

   1. Analytics and advertising: Our Website may use the analytics and advertising services to assist our marketing and promotional activities.
   2. Other Third Party Service Providers:We may use other third party service providers for the following reasons:
      1. To assist our communications and other interactions with Users;
      2. To assist in hosting, development and system design of our Website;
      3. Data processing, storage, and management;
      4. Client relationship management;
      5. Customer service and support;
      6. To process payments; and
      7. User account and password management, storage, and security.
2. Consent to Disclosure/Collection: By using our Website or other Services, or otherwise interacting with us, you:
   1. Acknowledge that, for information transmitted to our Website (through use of cookies or similar technology), other analytics, advertising and potential social media plug-ins, and the other third party service providers, those third parties may not be required to protect the information in a way that, overall, provides comparable safeguards to those in the Privacy Act; and
   2. Authorise the disclosure of your information to those third parties, or collection of your information by those third parties.

Information we collect from third parties

1. We work closely with third parties (for example, our service providers) in order to be able to develop and supply our Services and provide them to Users.
2. We may receive the same kinds of information described above from third parties.

Personal Information received from Users about others

1. When using our Services, Users may disclose, and we may collect, Personal Information about someone else. For example, data supplied by Users may contain Personal Information relating to the customers or employees of Users.
2. Before disclosing Personal Information to us about someone else, Users must ensure that they have obtained sufficient consent to disclose that information to us, and that, without taking any further steps required by applicable data protection or privacy laws, we may collect, use, transfer and disclose such information for the purposes described in this Policy.
3. Users shall remain responsible for all Personal Information collected and processed by the User, and for compliance with applicable privacy and data protection laws.

3. How we use Personal Information

1. We collect and use Personal Information in order to be able to provide and improve our Services.
2. We also use Personal Information to:
   1. Communicate, interact and build our relationship with Users, including to better understand Users’ needs and interests, and ensure a quality experience for Users;
   2. Monitor, develop or optimise the performance of our Services, including to conduct internal research;
   3. Protect and enhance the safety and security of our Services and Users;
   4. Provide information and technical support;
   5. Carry out billing administration;
   6. Market and make recommendations on our Services;
   7. Allow our third party providers to provide their Services and support to Users;
   8. Conduct, manage, develop and protect our business;
   9. Enforce our terms and conditions of service and other agreements;
   10. Comply with laws and regulations in applicable jurisdictions;
   11. Verify Users’ identities and prevent fraud or other unauthorised or illegal activity;
   12. Enable Report Providers to supply Reports to Users; and
   13. Enable third parties to provide services to us.
3. For these purposes we may receive, use, store, share, send, combine, transform, reformat, encrypt, mask, organise, geomap, update and delete Personal Information (and undertake any further processing activities expressed or implied in this Policy). The Personal Information that we collect will not be further processed by us in ways that are incompatible with the initial purposes for which the data was collected.

4. Who we share information with

1. We share information, including Personal Information, as necessary to provide Users the service requested or authorised. For example, we may share information with:
   1. Banks and other entities which process payment transactions when a payment is made;
   2. Report Providers for the purposes of supplying Reports to Users;
   3. Other business partners for the purpose of providing our Services to Users;
   4. Affiliates, subsidiaries and related companies;
   5. Our third party providers to provide services to the User, to communicate with Users (for example, information shared with communication service providers), to provide Users with information on the performance of our Services or the services supplied by our third party providers;
   6. Our service providers or suppliers acting and working on our behalf. For example, companies we have hired to assist in protecting and securing our systems and services may need access to personal information to provide those services. In such cases, we will require these entities to abide by our data privacy and security requirements, and restrict use of any personal information received from us;
   7. To other third parties, when we have a good faith belief that doing so is necessary to:
      1. Comply with any applicable law, regulation, legal process or enforceable governmental request;
      2. Protect our Users;
      3. Operate and maintain the security of our Services, including to prevent or stop an attack on our computer systems or networks;
      4. Detect, prevent or otherwise address fraud; or
      5. Protect our rights and property, including enforcing our terms.
   8. A purchaser, as part of a corporate transaction such as an acquisition, merger or sale of assets or shares.
2. From time to time we may use third-party data processors to provide elements of services for us, which may be located outside of New Zealand. We will have contracts in place with all of our data processors, to prevent them from doing anything with Users’ Personal Information unless we or the User has instructed them to do so.
3. Our contracts with our data processors provide that, unless the User agrees otherwise, our data processors will:
   1. Not share Users’ Personal Information with any organisation apart from us; and
   2. Hold Users’ Personal Information securely and retain it for the period we instruct.
4. We require that our service providers and suppliers (data processors) agree to keep all User information we share with them confidential. While we provide these third parties with no more information than is necessary to perform the function for which we engaged them, Users should be aware that any information provided by the User to these third parties independently/directly is subject to the third parties' respective privacy policies and practices.
5. We may also share or use non-Personal Information (i.e. information that is related to a Person but does not personally identify that individual, such as aggregated, anonymised or de-identified data) publicly or with third parties, such as our third party suppliers. For example, we may share or use information publicly to show trends about the general use of our Services. This data or information will in no way identify Users or any other individual.

5. Steps taken to protect Personal Information

1. Protecting the security of User Personal Information is of the utmost importance to Reloops. We maintain a variety of safeguards and procedures in order to protect Personal Information from unauthorised access, use, interference, modification or disclosure.
2. For example, we store Personal Information on computer systems that have password-controlled access. The computer systems use a private VPN and are protected by encryption. Users’ Personal Information will only be accessed by people at Reloops who need to use the information for the purposes discussed above.
3. Some of our Services do require use of the internet, and the internet is not itself a secure environment. We therefore cannot give an absolute assurance or guarantee that User information will be secure at all times. Transmission of information over the internet or third-party networks is at the User’s own risk. We will notify Users at the first reasonable opportunity if we discover or are advised of a material security breach which has resulted in unauthorised access, disclosure or loss of User Personal Information.

6. Users’ data protection rights

1. Under data protection and privacy laws, Users have rights regarding the Personal Information that we hold/collect. The rights available to Users depend on our reason for processing Users’ Personal information. These rights include:
   1. Right of access: Users have the right to ask us for copies of their Personal Information. This right always applies.
   2. Right to correction: Users have the right to ask us to update or correct information they think is inaccurate. Users also have the right to ask us to complete information that the User thinks is incomplete. Users are responsible for ensuring that Personal Information provided to us is accurate, complete and up-to-date. We will take reasonable steps to ensure that any further Personal Information that we collect (i.e. information obtained from other sources) is accurate, up-to-date, complete and not misleading.
   3. Right to erasure: Users have the right to ask us to erase their Personal Information in certain circumstances.
   4. Right to restriction of processing: Users have the right to ask us to restrict or cease the processing of their information in certain circumstances. This may (depending upon the circumstances) include the collection of Personal Information from third parties, collection of sensitive information, disclosure of Personal Information to third parties, transfer of Personal Information overseas, or processing of Personal Information in a particular way, or for a particular purpose, including direct marketing.
   5. Right to data portability: This only applies to information Users have given us. Users have the right to ask that we transfer the information Users have given us from one organisation to another, or give it to the User. This right only applies if we are processing information based on Users’ consent, or under (or in talks about entering into) a contract and the processing is automated.
2. All requests should be sent to us athello@reloops.co.nzand include the words 'Attention: The Privacy Officer'. User choices in relation to Personal Information may affect our ability to provide our Services, or the performance of the Services. We will respond to Users as soon as reasonably practicable regarding the impact of the User’s requests on the Services, any other issues arising and to confirm the User’s intention to proceed. If we are unable to comply with the request, we will give the User reasons for this decision when we respond (for example, the information may not be readily retrievable and it may not be reasonable or practicable for us to process the request in the manner sought. In some instances, it may also be necessary for us to arrange access to User Personal Information through a third party e.g. a third party service provider).

7. Marketing and Communications

1. We are committed to full compliance with the Unsolicited Electronic Messages Act 2007.
2. By subscribing to email communications, or otherwise providing an email address, Users consent to receiving emails which promote and market our products and Services, or the products and services of others, from time to time.
3. Users can unsubscribe from our email communications at any time by clicking the "Unsubscribe" link in any promotional or marketing email, or by emailinghello@reloops.co.nz, and include the words 'Attention: The Privacy Officer’.
4. Once a User has unsubscribed from the email communications, the User will be removed from the corresponding email/distribution list as soon as is reasonably practicable.

8. Links and connections to third party services

1. Our Website may contain links to (and may be used by Users in conjunction with) third-party services, tools, and websites that are not controlled or managed by us. This Privacy Policy does not cover how these organisations process Personal Information. These websites may use cookies. It is the responsibility of those third parties to collect appropriate consents from Users in order to permit their own cookies (to the extent this is required by law) and to inform Users about the cookies they use. Users should check the privacy policy on all third-party websites to ensure they are comfortable with third party cookies.
2. We have no responsibility for linked websites, and provide them solely for Users’ information and convenience. We specifically disclaim responsibility for their content, privacy practices and terms of use, and we make no endorsements, representations or warranties about their accuracy, content or thoroughness.
3. Disclosure of Personal Information by Users to third party service providers is at the User’s own risk, and we encourage Users to read the privacy policies applicable to these third-party services. We are not responsible for the security or privacy of any information collected by these third-parties.

9. International data transfers

1. When we disclose, use or store data, it may be transferred to, and processed in, countries other than New Zealand. In those countries, there may be differences with New Zealand's privacy laws.
2. This means that Users’ Personal Information may be transferred outside of New Zealand. Where we disclose Personal Information to a third party in another country, we place or obtain safeguards to ensure Users’ Personal Information is protected (except as expressly disclosed in this Policy). Where Users’ Personal Information is transferred outside New Zealand, it will (except as expressly disclosed in this Policy) only be transferred to:
   1. Countries that have been identified as being subject to privacy laws that, overall, provide comparable safeguards to those under privacy laws in New Zealand; or
   2. A foreign Person or entity where we have transfer mechanisms in place to protect Users’ Personal Information; or
   3. A foreign Person or entity that we believe on reasonable grounds is subject to the Privacy Act, or is a participant in a prescribed Binding Scheme, or is subject to privacy laws of a Prescribed Country; or
   4. A recipient that has agreed to data protection and privacy commitments that, overall, provide comparable safeguards to those under privacy laws in New Zealand.
3. For further information, please contact us using the details set out in the contact section below.

10. Retention and deletion of Personal Information

1. The period of time for which we hold Personal Information that we have collected varies according to what the Personal Information is used or required for, and whether we have an ongoing need to retain it (for example, to provide Users with a service they have requested or to comply with applicable legal requirements such as financial record-keeping legislation).
2. Unless there is a legal requirement or justification for us to keep the Personal Information, we will retain it for no longer than is necessary:
   1. To provide the Services requested by the User;
   2. As part of our usual business record-keeping practices;
   3. To fulfil the purpose(s) for which the Personal Information was originally collected;
   4. In accordance with our internal retention policies and practices; or
   5. For any other purpose(s) authorised by the User.
3. Once Personal Information is no longer required, the Personal Information will be deleted, securely destroyed or anonymised.

11. Accessing and Updating User Personal Information

1. Users are responsible for ensuring that Personal Information provided to us is accurate, complete and up-to-date. This includes personal or sensitive information contained in their User content. We will also take reasonable steps to ensure that any Personal Information that we collect (i.e. information obtained from other sources) is accurate, up-to-date, complete and not misleading.
2. We endeavour to provide Users with reasonable access to Personal Information we hold about Users, and Users may request that we update, correct or delete any Personal Information that is inaccurate or inappropriate for the purposes for which it was collected.
3. Requests for access to, or the correction of, Personal Information should be emailed tohello@reloops.co.nz, and include the words 'Attention: The Privacy Officer’.
4. We will process requests as soon as reasonably practicable, provided we are not otherwise prevented from doing so by law. If we are unable to meet a User’s request, we will explain the reasons why when we respond to the User’s request. For example, the information may not be readily retrievable and it may not be reasonable or practicable for us to process the request in the manner requested.

12. How to Contact Us

1. Please contact us if you have any questions or complaints about this Privacy and Data Policy, if you wish to access, update, erase and/or correct Personal Information, or if you otherwise have a question or complaint about the manner in which we or our service providers treat Personal Information.
2. Users may write to our Privacy Officer by email, including any supporting documentation, athello@reloops.co.nz, and include the words 'Attention: The Privacy Officer’.

Alternatively, you can write to us at:

Reloops Limited

Attention: Privacy Officer

76 Uxbridge Road

Auckland

New Zealand

We will endeavour to respond within 30 days.

13. Application of this Privacy Policy

1. Our Privacy Policy applies to all of the Services offered by us. Our Privacy Policy does not cover the information practices of other companies and organisations (such as our third party service providers, including Report Providers) that supply, contract and advertise using our Website.

14. Changes to this Privacy and Data Policy

1. We keep this Policy under regular review to make sure it is up to date and accurate. We also reserve the right to change this Policy from time to time, as our practices evolve to meet new requirements, standards, technologies and customer feedback. We will post any privacy policy changes on our Website and will update the “last updated” date at the top of this Policy. Continued use of our Services by Users will be deemed acceptance of any amended Policy.
2. We recommend that Users regularly review this Policy to learn how we protect Personal Information.

15. Definitions

1. In this Policy, unless the context requires otherwise:

Binding Schememeans a binding scheme specified in regulations made under section 213 of the Privacy Act;

Personmeans and includes any natural person, company, corporation, firm, partnership, joint venture, society, organisation or other group or association of Persons (whether incorporated or not), trust, state or agency of state, statutory or regulatory body, local authority, government or governmental or semi-governmental body or agency (in each case whether or not having separate legal personality);

Personal Informationmeans information about an identifiable individual and includes, without limitation, names, addresses, phone numbers, email addresses and IP addresses (where applicable);

Prescribed Countrymeans a country specified in regulations made under section 214 of the Privacy Act;

Privacy Actmeans the Privacy Act 2020 and includes any amendments or secondary legislation made pursuant to it;

Privacy Officermeans Reloops’ ‘Privacy Officer’ under the Privacy Act set out in section 12;

Reportmeans the written building inspection report provided by building inspectors in respect of listed properties on the Website;

Report Provider(s)means any building inspector listed on the Website from time to time that may be engaged to provide a Report(s) to User(s);

User(s)means any person accessing our Website and/or Social Media Platforms including persons that load and/or manage content on our Website or Social Media Platforms or who interact with us through those platforms;

Social Media Platformsmeans our Facebook, Instagram, or YouTube profile accounts (if any);

Websitemeanswww.reloops.co.nz; and

We, us, our, Reloopsmeans Reloops Limited.