Whitestone Group Limited ("Whitestone Group", "we", "us", "our") is committed to protecting your privacy. This privacy statement explains how we collect, store, use, and share your personal information in accordance with the Privacy Act 2020 (NZ), including the Privacy Amendment Act 2025.
By submitting your details on our website, or otherwise providing personal information to us, you consent to its use in accordance with this privacy statement.
What information do we collect?
We may collect personal information about you directly from you, from third parties, or generate information about you when carrying out our business.
This may include:
Contact information – name, phone number, email address, postal or physical address
Identity information – documents such as a passport or driver licence, where required
Property and transaction information – enquiries, preferences, and transaction details
Subscriptions and preferences – newsletters, updates, and content preferences
Billing or payment information, where relevant
Technical information – IP address, browser type, and website usage data
How we collect your information
We collect personal information directly from you when you contact us, enquire about a property, attend an open home, register interest in a development, or use our website.
We may also collect personal information about you indirectly from third parties, including:
Property developers and vendors who refer prospective buyers to us
Mortgage advisers, financial advisers, and other referral partners
Publicly available sources, where relevant to a transaction
Other parties involved in a property transaction
Where we collect your personal information indirectly, we will contact you as soon as reasonably practicable to let you know we have your details, where they came from, why we have them, and how to access, correct, or opt out. This will not apply where you have already been informed by the party who referred you, or where another exception under the Privacy Act applies.
What do we do with it?
We collect and use your personal information to provide real estate services and information you request, and to operate our business.
This includes using your information to:
Provide and manage real estate services
Communicate with you about properties, services, and market updates
Maintain accurate records and improve our services
Comply with legal and regulatory obligations, including AML/CFT requirements
Defend or enforce our legal rights
Marketing communications
If you receive marketing communications from us, you can opt out at any time by using the unsubscribe link in our emails or by contacting us directly. Opting out of marketing will not affect communications relating to a transaction or service we are providing to you.
Cookies
Our website uses cookies to help improve your experience and analyse website usage. Cookies do not give us access to your computer or personal information beyond what you choose to share. You can disable cookies in your browser settings; however this may affect website functionality.
Who do we share it with?
We may share your personal information with:
Our staff and contractors
Professional advisers such as lawyers, accountants, and mortgage advisers
Developers, vendors, purchasers, and other parties involved in a transaction
Service providers who support our systems and operations
Regulators or government agencies where required by law
We only share personal information where necessary, required by law, or authorised by you.
Where do we store it?
We use third-party cloud and electronic systems to store personal information. Some of these providers may store or process information outside NZ. Where this occurs, we take reasonable steps to ensure your information is protected by privacy standards comparable to those required under NZ law.
How long do we keep it?
We retain personal information for as long as it is needed to provide our services, maintain our ongoing client relationship with you, meet our legal and regulatory obligations (including record-keeping requirements under the AML/CFT Act 2009 and the Real Estate Agents Act 2008 (REAA)), and resolve any disputes. Real estate is a long-cycle business, so we may keep your information on file long-term to support future property opportunities, market updates, and continued service. You can ask us to delete your information at any time using the contact details below.
Updates to this policy
We may update this privacy statement from time to time. The current version will always be available on our website.
What are my rights?
You do not have to provide personal information to us, but if you choose not to provide information required for certain services, we may be unable to assist you.
You have the right to request access to, or correction of, personal information we hold about you. Requests can be made using the contact details below.
Concerns or complaints
If you have any concerns about how we have handled your personal information, please contact us first and we will work to resolve the matter promptly. If you are not satisfied with our response, you can contact the Office of the Privacy Commissioner at www.privacy.org.nz or 0800 803 909.
Email: finn@whitestonegroup.co.nz Phone: 022 123 4223
More information about your privacy rights is available at www.privacy.org.nz.
Introduction
All licensed real estate agents, in accordance with Rule 12 of the Real Estate Agents Act (Professional Conduct and Client Care) Rules 2012 are required to have a written In-House Complaint and Dispute Resolution Procedure. That procedure is set out below. You do not have to use our Complaints and Resolution Procedure. You may make a complaint directly to the Real Estate Agents Authority at any time. You can make a complaint to the Real Estate Agents Authority even if you choose to also use our procedures.
In-House Complaints and Dispute Resolution Procedure
Our In-House Complaints and Dispute Resolution Procedure is designed to provide a simple and personalised process for resolving any complaint you might have about the service you have received from our agency.
STEP 1: Please email or call Finn Cable – Whitestone Group’s Director & Compliance Manager (finn@whitestonegroup.co.nz or 0221234223). Please tell them what your complaint is about and what your concerns are. Let them know what you would like done about your complaint.
STEP 2: They may ask you to put your complaint in writing so that they can investigate further. They will need a brief period of time to talk to the team members involved. We will aim to come back to you within 5 working days with a response to your complaint. That response may be in writing and include a proposed resolution. As part of that response we might ask you to meet to discuss the complaint and try and agree a resolution.
STEP 3: If you do not accept our proposed resolution please try and advise us in writing within 10 working days. You can, of course, suggest another way of resolving your complaint.
STEP 4: If we accept your proposed resolution, we will attempt to implement that resolution as soon as possible. If we decline your proposed resolution we may discuss referring the matter to an independent mediator.
STEP 5: If we agree to refer the complaint to mediation but don’t settle the complaint at mediation, or we do not agree to mediation, then that will be the end of our process. Remember, you can still make a complaint to the Real Estate Agents Authority at any time during this process. See more at https://www.rea.govt.nz/make-a-complaint/
The Real Estate Agents Authority c/- PO Box 25-371
Wellington 6146
New Zealand
Telephone 0800 367 732
Disclaimer:
Whitestone Group Limited (“Whitestone Group”) has compiled the information on this website (the “Site”) as a general guide. While we have taken reasonable care to ensure the accuracy of the information as of the date of publication, we make no representation or warranty of its accuracy, completeness, or currency. Prospective buyers, tenants, or any other interested parties should not solely rely on this information for making purchasing decisions. Instead, they should conduct their own research, consult with legal, financial, and real estate professionals, and base their decisions on that independent information.
Whitestone Group shall not be liable for any direct, indirect, incidental, consequential, or special damages or losses, whether tangible or intangible, resulting from the use of or reliance on the information on this Site. This Site does not create any contractual or other legal obligations between Whitestone Group and the recipient and does not constitute professional advice. Whitestone reserves the right to amend or supplement the information on this Site without notice.
By using this Site, the user acknowledges and agrees to these terms. For further inquiries, please contact Whitestone Group Limited at enquiries@whitestonegroup.co.nz
REAA:
Whitestone Group Limited is a licensed real estate agency under the Real Estate Agents Act of 2008. The Real Estate Agents Act Code of Conduct can be found here https://www.rea.govt.nz/real-estate-professionals/obligations/the-code-of-conduct/ and the official REA website can be found here https://www.rea.govt.nz/
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