Privacy Policy

Propup Group Limited (trading as "Keyhook", "we", "us" or "our") recognises the importance of protecting your privacy. When we handle personal information, we comply with the Privacy Act 2020 (the "Act").

This Privacy Policy does not limit or exclude any of your rights under the Act. More information is available from the Office of the Privacy Commissioner (www.privacy.org.nz).

We will only collect personal information that is connected to a function or activity we carry out, and only where that collection is necessary for that function or activity. We collect and use personal information for the purposes set out in section 5.

This Privacy Policy applies to the personal information of clients and users ("you") of the Keyhook platform (the "Platform"), including landlords, tenants, and enterprise customers (property management companies and other business entities using the Platform for commercial purposes).

Where we provide services to you in connection with the Platform, this Privacy Policy should be read together with our Terms.

By using the Platform, creating an account, applying for a property, or otherwise providing us with personal information, you acknowledge this Privacy Policy applies to our handling of that information. Where the Act requires consent for a particular use or disclosure, we will seek that consent.

We collect personal information about you from:

• you, when you provide it to us (including via the Platform, through registration processes, applications, payments, support requests, and other communications);
• other users of the Platform, where they are authorised to provide us that information (for example, an enterprise customer entering tenant or prospective tenant information);
• suppliers, contractors and third-party service providers that we engage to help us operate the Platform; and
• third parties where you have authorised the collection, where the information is publicly available, or where collection is otherwise permitted or required by law.

You must only enter personal information about other people (such as tenants or prospective tenants) into the Platform where you are authorised to do so.

Where practicable, we collect personal information from you directly.

We may collect personal information from you, including (but not limited to):

• name;
• contact information;
• location;
• gender;
• date of birth;
• job title;
• identity and address verification information (for example, driver licence or passport details, or proof-of-address documents such as utility bills or rates notices);
• rental profile information and information about your interactions with the Platform;
• payment and financial details (including bank account, credit card or direct debit details);
• information about the property you are renting or intend to rent;
• information necessary to conduct identity checks and (where applicable) employment/reference checks;
• information required for tenancy applications;
• information in respect of utility usage and outgoings;
• photos, documents, videos and other descriptions as part of property inspections or listings;
• information relating to your tenant history; and
• other information obtained or received by us in connection with your use of the Platform.

We collect and use personal information to operate our business, provide services to you, and provide the functionality of the Platform.

We may collect and use personal information (lawfully and fairly) for the following purposes:

• to provide our services to you;
• to process and fulfil your registration and/or applications for a property;
• to verify your identity;
• to manage tenancies;
• to collect money owed by tenants and process payments;
• for tenants: to retain and present your rental-related data (including credit checks, payment history, rental history, inspection history, profile notes and bond information) to fast‑track future applications on the Platform and to allow landlords and property managers using the Platform to assess your suitability as a tenant, and to generate rental scores or recommendations about you (see also sections 6 and 10);
• to provide the functionality of the Platform and enhance our services;
• to create anonymised statistical data for our own purposes, including providing it to third parties and developing new products and services;
• to learn more about your preferences and personalise our Platform and services in accordance with your preferences;
• for authentication and account management;
• to complete information required in tenancy services documentation;
• to contact and communicate with you and allow you to communicate with other users of the Platform;
• to conduct research and statistical analysis (on an anonymised basis);
• to provide you with information in relation to our services;
• for any other purposes authorised by you or permitted by the Act; and
• to comply with any laws in New Zealand or overseas applying to us.

We may collect, use and share anonymous and aggregated data for statistical, product development and analysis purposes. No personal information is intended to be disclosed in that form. For example, we may aggregate usage data to calculate the percentage of users accessing a specific Platform feature and provide third parties with aggregate rental appraisal data.

If you do not provide personal information we request, it may adversely impact our ability to supply services through the Platform.

We may disclose personal information to:

• third-party service providers that support our services, including persons that host or maintain IT systems, data storage providers, debt collection agencies, credit reference agencies, maintenance providers, recovery providers and payment system operators;
• businesses that assist with processes to optimise and improve the quality and efficiency of services;
• prospective landlords (and, where relevant, property managers) to access your tenant history and rental profile information;
• utilities providers;
• Customerly and Akahu (and their respective services) where they assist with support requests and/or facilitate payments of rent;
• agencies engaged by us to verify identity or address information;
• any New Zealand government agency tasked with the management and regulation of residential tenancy agreements or other residential rental matters;
• our employees or contractors for the purpose of undertaking their role;
• anyone that we need to contact to carry out your instructions to us (including third parties/contractors to carry out repairs on a property and recipients of any payments);
• organisations conducting market research, data processing and statistical analysis for us;
• a person who can require us to supply your personal information (for example, a regulatory authority);
• any other person or body authorised by the Act or another law (for example, a law enforcement agency);
• any person or body where legislation requires us to disclose personal information; and
• any other person authorised by you.

We will only hold personal information for as long as necessary for the purposes for which it was collected, unless otherwise required by law. This may include retaining information in case a dispute arises between you and another party in respect of a property, and you require information or photographic evidence stored on the Platform.

For enterprise customers: on termination of your use of the Platform, we may retain your data in anonymised form or delete it at our discretion. You will have no access to your data after termination.

Our Platform may use cookies to automatically collect certain information when you visit our Platform to improve and personalise your experience. Cookies may be downloaded to your computer or mobile device when you visit our Platform. You can adjust your device or browser settings to refuse cookies.

We also collect information about your use of our Platform, for example:

• your device's IP address;
• device operating system;
• your device's cookie string data;
• device type (including unique device identifiers) and manufacturer name; and
• geographic location.

We use this information to customise your online experience and improve the performance, usability and effectiveness of our Platform.

Our Platform includes an AI chatbot named Tama for entertainment purposes only. Do not rely on Tama for legal advice or provide sensitive personal information to it.

We or our authorised partners may contact you to offer utility services, insurance, and other related products. We may receive commission from third-party providers for these referrals.

Our Platform may contain links to third-party websites. We do not control third-party websites and are not responsible for any personal information you provide while visiting them. We recommend that you review the privacy policy for each third-party website you visit.

Safeguarding the privacy of your information is important to us. Our measures include:

• administrative and technical controls to restrict access to personal information to only those people who need access;
• encrypting sensitive information for an extra layer of security (including lease details, bonds and financial information);
• technology security measures, including restricted private cloud networks with Google-provided firewalls; and
• holding personal information in secure databases with restricted access and permissions.

We may need to maintain records for a significant period of time. When we consider information is no longer needed, we will remove details that identify you or we will securely destroy the records.

If you choose to opt into Akahu's services, Keyhook utilises Akahu to access your bank account information. This is specifically for the purposes of reconciling rent and bond payments and monitoring rent arrears. Additionally, the data obtained may be utilised to train algorithms that are employed beyond your individual account, aiding in the identification of rent and bond payments.

Your information will be stored by both Keyhook and Akahu. We will not disclose this information to third parties beyond what is described in this Privacy Policy. Akahu operates under its own privacy policy.

If you delete your Keyhook account, any information retrieved via Akahu will be removed from Keyhook's databases. You can withdraw from Akahu's services at any time through the Keyhook application.

Removing connected accounts from Akahu will not automatically remove any associated data from Keyhook. To remove associated data from Keyhook, contact Keyhook support at [email protected].

By opting into Akahu's services through Keyhook, you acknowledge and agree to the terms outlined in this clause.

You have the right to access personal information we hold about you and to request correction of personal information if you believe it is incorrect.

To request a copy of your information or to have it updated, please contact us at:

Email: [email protected]

If there is a privacy breach involving your personal information, we will comply with any legal obligations in the Act.

We may review and update this Privacy Policy from time to time to take account of new laws and technology, changes to our services and the Platform, and the changing business environment. We will amend the revision date at the top of this Privacy Policy. Your continued use of our services and the Platform after a revised policy is in effect indicates your acceptance of those changes.