Privacy Policy
1. Who we are
Report Review operates from Christchurch, New Zealand. We are the agency responsible for the personal information described here. Our privacy contact is Phil Metaxas, reports@reportreview.co.nz, 021 360 227.
2. What we collect
From you, when you order:
- your name, email address and phone number;
- the address of the property your report concerns;
- the inspection report you upload, and anything you tell us about it;
- payment confirmation (Stripe tells us an order was paid — we never see or hold your card number);
- our correspondence with you, and notes from the phone discussion about your schedule.
From your use of the website: basic technical information such as pages visited and approximate location, as described in section 11.
3. Information about other people
This one matters and is easy to miss. An inspection report usually contains personal information about people who are not you — most often the inspector who wrote it, and sometimes the current owner, the vendor's agent, the person who commissioned the report, or occupants named in it.
When you send us a report, you are disclosing that information to us. We treat it under this policy exactly as we treat yours: used only to do your job, never sold, never published, never reused for marketing. We do not contact the inspector or the owner about your property unless you ask us to.
If you would prefer, you may black out names before uploading. It will not affect our ability to cost the report.
4. Why we collect it
We collect this information to:
- produce your costed repair schedule and send it to you;
- contact you about your order, including to tell you if something is wrong with it;
- arrange and hold the phone discussion included in your order;
- take payment and meet our tax and accounting obligations; and
- deal with any complaint, dispute or insurance matter arising from your order.
We do not use your report, your property address or your contact details to market anything to you, and we do not add you to a mailing list because you bought from us.
Giving us this information is voluntary, but we cannot do the job without the report, your contact details and payment.
5. Who else is involved
We use a small number of service providers to run the business. Each one holds some of your information on our behalf, and each is bound to use it only to provide its service to us:
- Stripe — takes your payment. Stripe receives your card details directly; we do not.
- Our order form provider — receives your contact details and your uploaded report and passes them to us.
- Google Workspace — our email. Your correspondence and the report you send us sit in our email system.
- Our booking tool — receives your name, email and chosen time when you book the phone discussion.
- Our accountant — receives transaction records, not your report.
We do not sell personal information to anyone, and we do not share it with tradespeople, builders, agents, lenders or insurers.
6. Storage outside New Zealand
Most of the providers above store data on servers outside New Zealand, including in Australia, the United States and the European Union. By using our service you accept that your information, including your inspection report, may be stored and processed overseas. We only use providers that undertake to protect personal information to a standard comparable to the Privacy Act 2020.
7. How long we keep it
We keep your inspection report and the schedule we produced for seven years from the date of your order. That is deliberate: a costed schedule may be relied on in a purchase decision, and if a question or claim arises later we need to be able to show exactly what we were given and what we said. It also matches the period we must keep business records for tax purposes.
If you would like your report deleted sooner, email us and we will delete it unless we are required to keep it. We will tell you which.
8. Security
Reports are transmitted over encrypted connections and held in access-controlled accounts protected by two-factor authentication. Access is limited to the people who need it to do your job — in practice, Phil. We review who has access when anything changes.
No system is perfectly secure. If a privacy breach occurs that is likely to cause you serious harm, we will notify you and the Office of the Privacy Commissioner as the Privacy Act 2020 requires.
9. When we would disclose
We disclose personal information only:
- to the providers in section 5, so they can do their part;
- to anyone you direct us to send your schedule to;
- to our professional advisers or insurer, where needed for a claim or dispute;
- where required or authorised by law, including to a court, regulator or the Police.
10. Access and correction
Under the Privacy Act 2020 you have the right to ask for a copy of the personal information we hold about you, and to ask us to correct it if it is wrong. Email reports@reportreview.co.nz. We will respond within 20 working days. There is no charge in ordinary cases.
If we hold information about you that came to us inside someone else's report, you may ask about that too, and we will deal with the request on its merits.
12. Complaints
If you think we have mishandled your information, tell us first — email reports@reportreview.co.nz and we will look into it and come back to you.
If you are not satisfied with our response, you can complain to the Office of the Privacy Commissioner: privacy.org.nz, 0800 803 909.
13. Contact
Report Review
021 360 227
reports@reportreview.co.nz
Christchurch, New Zealand