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Legal
We respect your privacy. This policy explains what personal information we collect, why we collect it, and how we handle it under the New Zealand Privacy Act 2020.
Proactive Property Group Limited (NZBN 9429041826782), trading as Proactive Property Group (“we”, “us”, or “our”), is the entity responsible for collecting and holding personal information through this website at proactivegroup.co.nz (the “Site”).
We are a New Zealand registered company and tenant-side commercial lease advisory firm. This Privacy Policy applies to personal information collected through the Site and through our dealings with you as a prospective or current client.
We are committed to protecting your personal information in accordance with the Privacy Act 2020 (NZ) and its Information Privacy Principles.
We may collect the following categories of personal information:
Contact and identity information such as your name, email address, phone number, and job title.
Business information such as your business name, industry, and the nature of your property or leasing enquiry.
Communication records including the content of enquiry forms, emails, and messages you send us.
Website usage data such as your IP address, browser type, pages visited, and time spent on the Site, collected automatically through cookies and analytics tools.
We do not collect sensitive personal information (such as financial account details or health information) through this Site.
We collect information in the following ways:
Directly from you when you submit an enquiry form, book a consultation call, download a guide or eBook, send us an email, or contact us by phone.
Automatically when you browse the Site, via cookies, web analytics tools, and similar technologies. See Section 5 for more detail.
From third parties in limited circumstances, for example if you are referred to us by a third party or if we receive publicly available information relevant to an engagement.
We use the personal information we collect to:
a) Respond to your enquiries and provide the information or services you have requested;
b) Deliver our commercial lease advisory, negotiation, and property management services to you as a client;
c) Send you guides, eBooks, or other resources you have requested;
d) Send you relevant updates, articles, or marketing communications about our services (you can opt out at any time);
e) Improve and administer this Site, and understand how visitors use it;
f) Comply with applicable legal obligations.
We only use your personal information for the purposes set out above, or for a directly related purpose you would reasonably expect. Where the law requires your consent, for example, for certain marketing communications, we will ask for it, and you can withdraw it at any time.
This Site uses cookies and similar tracking technologies to understand how visitors use it and to improve your experience.
We use Google Analytics 4, which collects anonymised data about pages visited, session duration, and general geographic location. This data is aggregated and does not directly identify you personally. Google Analytics data is processed by Google in accordance with its own privacy policy.
We may also use cookies set by third-party tools such as our contact form, booking platform, or marketing integrations. These cookies help us operate the Site and track the effectiveness of our content.
You can control or disable cookies through your browser settings. Note that disabling cookies may affect the functionality of some parts of this Site. Most browsers also offer a “Do Not Track” setting, which we endeavour to respect.
We do not sell your personal information to third parties.
We may share your information with trusted service providers who assist us in operating this Site and delivering our services. These include email and CRM platforms, website hosting providers, and analytics tools. These providers are contractually required to handle your information securely and only for the purposes we specify.
We may also disclose your information where required by law, court order, or at the request of a regulatory authority.
Some of our service providers may store or process data outside New Zealand, including in countries such as the United States and Australia. Where this occurs, we take reasonable steps to ensure that overseas recipients handle your information consistently with the New Zealand Privacy Act 2020 (Information Privacy Principle 12).
We store personal information securely using reputable cloud-based platforms and services. We take reasonable technical and organisational steps to protect your information against loss, unauthorised access, use, modification, or disclosure.
These steps include access controls limiting who can view personal information, use of encrypted communication channels, and regular review of our data security practices.
While we take reasonable precautions, no data transmission over the internet or storage system is completely secure. If you are concerned about sending sensitive information, please contact us by phone instead.
If a privacy breach occurs that is likely to cause serious harm, we will notify the affected individuals and the Office of the Privacy Commissioner as soon as practicable, in line with the Privacy Act 2020.
We retain personal information for as long as it is necessary for the purposes described in this Policy, or as required by law.
For enquiries that do not lead to an engagement, we typically retain contact information for up to 2 years. For active and former clients, we retain information for a longer period to manage our ongoing relationship and any legal obligations.
When information is no longer required, we delete or de-identify it in a secure manner.
Under the Privacy Act 2020 (NZ), you have the right to:
a) Request access to personal information we hold about you; and
b) Request correction of any personal information that is inaccurate, incomplete, or out of date.
To make an access or correction request, please contact us using the details in Section 12. We will respond to your request within 20 working days as required by the Privacy Act 2020.
In some circumstances, we may be unable to provide access (for example, where doing so would affect the privacy of another individual), and we will explain our reasons in writing if this is the case.
This Site may contain links to third-party websites for your convenience. We are not responsible for the privacy practices of those sites and this Policy does not apply to them.
We encourage you to read the privacy policies of any third-party website you visit before providing your personal information.
We may update this Privacy Policy from time to time to reflect changes in our practices, the Site, or applicable law. The current version of this Policy is always the one published on this page, identified by the “Last updated” date at the top.
We encourage you to review this page periodically. Your continued use of the Site after any changes are published constitutes your acceptance of the updated Policy.
If you have any questions about this Privacy Policy, wish to make an access or correction request, or have a concern about how we have handled your personal information, please contact us:
We will acknowledge your complaint promptly and aim to resolve it within 20 working days.
If you are not satisfied with our response, you may contact the Office of the Privacy Commissioner:
