Privacy Policy

Last updated: 21 October 2025

This Privacy Policy explains how CJS Kapiti Limited, trading as Orenda Property Services (“we”, “our”, “us”), collects, stores, uses, and discloses personal information in accordance with the Privacy Act 2020 (New Zealand) and the Information Privacy Principles.
We are committed to protecting your privacy and ensuring your personal information is handled securely and responsibly.

1. Information We Collect
We collect personal information necessary for our business operations, including:

Your name, business or company name (if applicable)
Contact details such as phone number, email address, and postal address
Details of your service request or enquiry
Billing and payment details (for invoicing purposes)
Information provided when you apply for a job or provide contractor services
Marketing or analytics data (e.g., how you found us, preferences, and website usage)

We only collect personal information directly related to the provision of our services and the operation of our business.

2. How We Collect Information
We may collect personal information:

When you contact us by phone, email, website form, or social media
When you submit a quote request or respond to an advertisement
From third-party advertising or analytics platforms (e.g., Meta, Google)
When you become an employee or contractor
Through invoicing, scheduling, and accounting systems (e.g., Xero)

All collection is done fairly and lawfully.

3. How We Use Personal Information
We use personal information to:

Respond to enquiries and provide quotes
Deliver and manage cleaning and property maintenance services
Administer billing, payments, and service records
Manage employment and contractor relationships
Conduct marketing and remarketing campaigns (with consent)
Improve our website, ads, and customer experience
Comply with legal and regulatory obligations

We will not use your personal information for any other purpose without your consent or as required by law.

4. Disclosure of Personal Information
We may disclose your information to:

Our employees, contractors, and service providers who assist with operations
Third-party providers such as Xero, Meta, Google, and email service platforms
Professional advisers (e.g., accountants or lawyers)
Regulatory or enforcement authorities if required by law
Any prospective purchaser of our business (with confidentiality safeguards)

If information is transferred overseas (e.g., stored by a cloud service provider), we will ensure appropriate safeguards are in place to protect it.

5. Cookies, Pixels, and Tracking
Our website and online advertisements may use cookies, Meta (Facebook) Pixel, Google Ads tags, and other tracking technologies to:

Measure website and ad performance
Understand visitor interactions
Deliver targeted advertisements (remarketing)

These technologies may collect information such as your IP address, browser type, and browsing behaviour.
You can disable or manage cookies through your browser settings, but this may affect website functionality.
By using our website, you consent to our use of these technologies in accordance with this Privacy Policy.

6. Marketing Communications
If you provide your contact details for marketing or service updates, we may send you promotional messages.
You can opt out at any time by clicking “unsubscribe” in our emails or contacting us directly.
We comply with the Unsolicited Electronic Messages Act 2007 and will not send you marketing messages without your consent.

7. Employee and Contractor Information
We also collect and hold personal information about our employees and contractors for:

Employment and payroll administration
Health and safety compliance
Performance management and communication

This information is handled in accordance with the Privacy Act 2020 and internal HR policies.

8. Data Retention
We keep personal information only as long as necessary for business or legal reasons:

Leads and enquiries: up to two years (if not converted into clients)
Client records: up to seven years to meet tax and accounting obligations
Employee/contractor records: retained for seven years after employment or contract ends

After these periods, we securely delete or anonymise the data.
We maintain an internal schedule and review data annually to ensure old records are removed.

9. Security
We take reasonable steps to protect personal information from loss, misuse, or unauthorised access.
This includes using secure systems, password protection, and restricted access to data.
However, no system is completely secure, and we cannot guarantee absolute protection against all risks.

10. Access and Correction
You have the right to:

Request access to personal information we hold about you
Request correction of inaccurate or outdated information

We will respond within a reasonable timeframe and may require proof of identity.
Requests should be made in writing to our Privacy Officer using the contact details below.

11. Privacy Breaches
If a privacy breach occurs that poses a risk of serious harm, we will promptly notify the affected individuals and the Office of the Privacy Commissioner, as required under the Privacy Act 2020.

12. How to Contact Us
For privacy-related questions, requests, or complaints, please contact our Privacy Officer at: support@orenda.co.nz

13. Complaints
If you believe we have breached your privacy rights, please contact us first so we can resolve the issue.
If you are not satisfied with our response, you can contact the Office of the Privacy Commissioner at:
www.privacy.org.nz

14. Changes to This Policy
We may update this Privacy Policy from time to time. Any changes will be posted on our website with an updated “Last updated” date.

15. Law and Jurisdiction
This Privacy Policy and any disputes arising in connection with it are governed by the laws of New Zealand, and you submit to the exclusive jurisdiction of the New Zealand courts.