Privacy Policy
SiteRoute Ops respects your privacy and is committed to handling personal information responsibly and in accordance with the New Zealand Privacy Act 2020.
This Privacy Policy explains what information we may collect, why we collect it, how we use and protect it, and the choices you have regarding your personal information.
1. Who we are
SiteRoute Ops provides remote property maintenance coordination and operational support services for accommodation, regional and multi-site property operators.
Contact:
SiteRoute Ops
New Zealand
Email: hello@siterouteops.com
Postal address: PO Box 161, Franz Josef 7886
For privacy enquiries, please contact:
Donna Cooper
SiteRoute Ops
hello@siterouteops.com
2. What information we may collect
When you contact SiteRoute Ops, submit a website form or use our services, we may collect information including:
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your name
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business name
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email address
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phone number
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property location
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property type
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approximate number of rooms, units or sites
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information about how your business currently manages maintenance
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correspondence between you and SiteRoute Ops.
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If you become a SiteRoute client, we may also collect and hold information relating to the operation of your property, including:
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maintenance requests
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property and asset information
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photographs or videos supplied with maintenance requests
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contractor contact information
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quotes and approvals
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work-order information
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maintenance records
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planned-maintenance information
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information necessary to coordinate access, scheduling or completion of work.
We only seek information that is reasonably necessary for our business activities and the services we provide.
3. How we collect information
We may collect personal information directly from you when you:
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complete a form on our website
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email or telephone us
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book or participate in a consultation
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become a client
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submit a maintenance request
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communicate with us about maintenance, contractors or property operations.
We may also receive information from a client organisation, staff member, contractor or other person involved in a maintenance matter. Where the Privacy Act requires us to notify a person about information collected indirectly, we will take reasonable steps to do so. New Zealand's Privacy Act now includes specific transparency requirements for some personal information collected from another source.
4. Why we collect and use personal information
We may use your information to:
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respond to enquiries
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assess whether SiteRoute Ops is suitable for your property or business
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provide quotes or proposals
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onboard new clients
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provide property maintenance coordination services
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receive and triage maintenance requests
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coordinate contractors
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communicate quotes and obtain approvals
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arrange scheduling and access
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follow up outstanding work
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record job completion and maintenance history
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manage planned maintenance
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provide client reporting
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administer our business
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improve our systems and services
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comply with legal or regulatory requirements.
We will not use personal information for purposes unrelated to those for which it was collected unless permitted by law or you have authorised us to do so.
5. Contractors and third parties
SiteRoute Ops coordinates independent contractors but does not itself undertake trade or repair work.
Where necessary to coordinate a maintenance request, we may provide an appropriate contractor with information such as:
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property location
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contact or access information
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description of the maintenance issue
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photographs or videos
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relevant asset information
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information necessary to quote or perform the requested work.
We will only share information that is reasonably necessary for the relevant purpose.
6. Service providers and cloud systems
SiteRoute Ops uses third-party technology and service providers to operate the business. These may include website hosting, email, cloud storage, workflow management, accounting and other business systems.
For example, information may be processed or stored using services such as Wix, Google Workspace and ClickUp.
Some service providers may store or process information outside New Zealand.
Where personal information is disclosed outside New Zealand, SiteRoute Ops will take reasonable steps to ensure the information is protected in accordance with the requirements of the Privacy Act 2020. New Zealand's privacy rules contain specific safeguards relating to disclosure of personal information outside New Zealand.
7. How we protect information
We take reasonable steps to protect personal information from:
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loss
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unauthorised access
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misuse
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alteration
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inappropriate disclosure.
We use appropriate access controls, passwords and reputable cloud-based systems to help protect business and client information.
However, no internet or electronic storage system can be guaranteed to be completely secure.
8. How long we keep information
We retain personal information only for as long as reasonably necessary for:
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providing our services
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maintaining appropriate business and maintenance records
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resolving queries or disputes
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meeting legal, tax or regulatory requirements.
Information that is no longer required will be securely deleted, anonymised or otherwise disposed of where reasonably practicable.
The Privacy Act includes limits on retaining personal information longer than required for the purpose for which it may lawfully be used.
9. Website cookies and analytics
Our website may use cookies and similar technologies required for the website to operate correctly.
We may also use website analytics or other tools to understand information such as:
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pages visited
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general traffic patterns
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device or browser type
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how visitors interact with the website.
Where non-essential analytics or marketing technologies are introduced, we will update this policy and provide appropriate choices where required.
You can also control many cookies through your browser settings.
10. Marketing communications
If you choose to receive updates or marketing communications from SiteRoute Ops, you may unsubscribe at any time.
We will not sell your personal information to advertisers or other organisations.
11. Accessing or correcting your information
Under the Privacy Act 2020, you may ask SiteRoute Ops to confirm whether we hold personal information about you and request access to that information. Privacy Commissioner
You may also ask us to correct information you believe is inaccurate, incomplete or misleading. Privacy Commissioner
To make a request, email:
Please include enough information for us to identify the relevant records.
12. Privacy breaches
If a privacy breach occurs, SiteRoute Ops will assess the circumstances and take appropriate steps to contain and address the issue.
Where required by the Privacy Act 2020, we will notify affected individuals and the Office of the Privacy Commissioner.
13. Links to other websites
Our website may contain links to external websites or third-party services.
SiteRoute Ops is not responsible for the privacy practices or content of websites operated by other organisations. We recommend reviewing their privacy policies before providing personal information.
14. Changes to this Privacy Policy
We may update this Privacy Policy as SiteRoute Ops develops, our systems change, or legal requirements are updated.
The latest version will be published on our website with the date of the most recent update.
15. Contact us
If you have a question, concern or request regarding your personal information, please contact:
Donna Cooper
SiteRoute Ops
Email: hello@siterouteops.com
Postal address: PO Box 161, Franz Josef 7886
You can also find information about your privacy rights or make a complaint to the Office of the Privacy Commissioner of New Zealand.