ProManage is trust accounting and property management software for New Zealand residential property management agencies. This policy applies to the ProManage console at app.promanage.nz, this website, and the emails and documents we send for agencies.
We do not sell personal information.
We don’t rent it, trade it, or share it with anyone for advertising or marketing, and we don’t use advertising trackers or third-party analytics.
01Who is responsible for your information
We handle personal information in two different capacities:
- For our own customers and their staff — the agencies that subscribe to ProManage and the people who log in to it. For this information, ProManage is responsible.
- On behalf of an agency — information about the property owners, tenants, contractors and other people an agency manages in ProManage. We hold this only to provide the service to that agency, and under section 11 of the Privacy Act the agency remains responsible for it. If you are a tenant, owner or contractor, the agency that manages your property is the right first contact for access or correction requests; we will help them respond.
02What we collect
Agency staff accounts: name, email address, role, a securely hashed password, multi-factor authentication settings, and a record of sign-ins (including the IP address and time) and actions taken in the system.
Information agencies enter about the people they work with, which may include:
- names, email addresses, phone numbers and postal addresses;
- property addresses, tenancy details, rent, bond and arrears records;
- bank account numbers for paying owners and contractors, and bank transactions imported from the agency’s trust account;
- owner statements, invoices, correspondence and uploaded documents;
- inspection reports, notes and photographs;
- maintenance requests and communication preferences.
We ask agencies to collect only what a tenancy or management agreement actually needs. We do not require dates of birth, identity documents or income details, and they should only be recorded where a specific process needs them.
Inspection photographs are resized on the inspector’s device before upload, which also removes embedded metadata such as GPS location.
This website has no forms, analytics or tracking. Emailing us gives us your email address and whatever you write.
03How we use it
- to run the service: trust accounting, bank reconciliation, owner statements, disbursements, tenancy, inspection and maintenance management;
- to send documents and notices the agency asks us to send, such as owner statements;
- to protect money and accounts — for example, warning owners and contractors when the bank account we pay them into is changed, and detecting suspicious sign-in activity;
- to keep the audit trail that trust accounting rules require;
- to provide support when an agency asks for it, and to fix faults;
- to meet our legal obligations.
We do not use the information agencies store in ProManage for our own marketing, and we do not use it to build profiles of tenants or owners.
05How we protect it
- encryption in transit and at rest, with additional encryption for bank connection tokens;
- each agency’s data is isolated at the database level from every other agency’s;
- mandatory multi-factor authentication for anyone who can handle trust money or administer an agency;
- bank account numbers are masked to their last four digits almost everywhere they appear;
- a tamper-evident audit log of sign-ins and changes, which the agency can read;
- ProManage staff have no standing access to agency data. Support access is given only for a specific request or incident, is time-limited and read-only, and appears in the agency’s own audit log.
06How long we keep it
Financial and trust accounting records, and the documents that evidence them, are kept for seven years, because agencies are required to be able to produce them. Other personal information is deleted once it is no longer needed for the purpose it was collected for. When an agency stops using ProManage, it can export its data, after which we delete it subject to those retention obligations.
08Your rights
You can ask to see the personal information held about you and to have it corrected. Agency staff can contact us directly. Tenants, owners and contractors should contact the agency that manages their property first; we will support the agency in responding. We may need to verify your identity before releasing information.
If you are not satisfied with how we handle a request, you can complain to the Office of the Privacy Commissioner.
09Privacy breaches
If a privacy breach occurs that is likely to cause serious harm, we will notify the affected agency, the Office of the Privacy Commissioner and, where required, the people affected, as the Privacy Act requires.
10Changes and contact
We will update this policy when our practices change and show the new effective date at the top. For significant changes we will notify agency administrators in advance.
Questions or requests: hello@promanage.nz