Privacy policy

This policy explains how Seti Holdings Limited and its group companies, including McKee Fehl, Cheops and the companies that own our buildings (“we”, “us”), collect, use and protect personal information. It applies to all of our websites: Seti Holdings, McKee Fehl, Cheops, One Three Five, Press Hall and Public Trust Hall, and to the Kirva Trust website, which Cheops runs on the trust’s behalf. It also applies when you enquire about space, apply for a tenancy or are one of our tenants.

We follow the Privacy Act 2020 and, for residential tenancies, the Residential Tenancies Act 1986.

1. What we collect

We collect only what we need. Depending on how you deal with us, that can include:

• Contact details: your name, company, email address, phone number and postal or physical address.
• What you tell us in an enquiry: the kind of space you are after, size, timing, whether you want a tour, and your message.
• Tenancy applications (residential): identification, references, proof that you can meet the rent, and the results of background checks you agree to. For One Three Five, after you enquire we send you a link to apply through Renti, a third-party platform with its own privacy policy.
• Tenancy information: details we need to manage your lease, your access cards and keys, and your dealings with us.
• Website accounts: if you are given a login (for example a Press Hall business posting updates), your name, email address, phone number, business and the content you submit. Passwords are stored in a form we cannot read.
• Technical information: when you visit our websites, our servers and our network provider, Cloudflare, record technical details such as your IP address, browser and the pages requested, to keep the sites secure and working.

We collect most information directly from you. With your permission we may also collect it from referees, credit reporting agencies and public records such as Tenancy Tribunal decisions.

2. How we use it

• To answer your enquiry and tell you about space that suits you.
• To assess tenancy applications and prepare tenancy agreements and leases.
• To manage tenancies and our buildings: rent, maintenance, access, safety and communication with tenants.
• To run website accounts and check content before it is published.
• To keep our websites, systems and buildings secure.
• To meet our legal obligations.

If you agree, we may also send you news about our buildings, available space or events. Every marketing email lets you unsubscribe, and you can ask us to stop at any time.

3. Cookies

Our websites use only the cookies needed to run them: security cookies set by Cloudflare, and login cookies for people who sign in to manage content. We do not currently use analytics or advertising cookies, or tracking pixels. If we add any, we will update this policy first.

4. Who we share it with

We do not sell personal information. We share it only where needed for the purposes above:

• Within our group of companies, for example between Cheops, which manages our buildings, and the company that owns the building you are interested in.
• With the Kirva Trust, for enquiries made through its website or about its buildings.
• With service providers who help us run our business, such as email and IT providers, Cloudflare and Renti. They may only use the information to provide their services to us.
• With referees and credit reporting agencies, when you have agreed to background checks.
• With our professional advisers, or where the law requires or allows it.

Public Trust Hall bookings are handled by Star Group. Information you give them is covered by Star Group’s privacy policy.

5. Where it is held and how we protect it

Information collected through our websites is stored on our own servers in Wellington, with encrypted backups. Some of our service providers, including our email and network providers, may hold information outside New Zealand, for example in Australia. We take reasonable steps to make sure they protect it to a standard comparable to New Zealand law.

We protect personal information against loss, misuse and unauthorised access, and limit access to the people who need it. Our staff must keep it confidential.

6. How long we keep it

We keep personal information only as long as we need it for the purpose we collected it for, or as the law requires (for example tenancy and tax records). We then delete or destroy it securely.

7. Your rights

You can ask for a copy of the personal information we hold about you, and ask us to correct it. Contact our privacy officer (below). We will respond within 20 working days, as the Privacy Act requires. We may need to confirm your identity first.

8. Questions and complaints

If you have a question or a concern about how we handle your information, contact our privacy officer:

Privacy Officer, Seti Holdings, Level 10, 96 The Terrace, Wellington 6011. Email: [email protected]

If you are not satisfied with our response, you can complain to the Office of the Privacy Commissioner (www.privacy.org.nz).

9. Changes to this policy

We may update this policy, for example if we start using new technology or services. The current version is always on our websites, with the date it was last updated.