Body Corporate 178796 (Freemans Park)
2 November 2025
About this policy
Body Corporate 178796 (Freemans Park, Freemans Bay, Auckland) (we, us, the Body Corporate) is an agency under the Privacy Act 2020. This policy explains what personal information we collect, why we collect it, how we use, disclose and store it, and how you can access and correct it.
The Body Corporate is administered by its Committee and by a body corporate manager appointed by it. Personal information held by our body corporate manager, or by other service providers, on our behalf is treated as held by the Body Corporate.
Our address is c/- Body Corporate Administration Limited, PO Box 2322, Auckland 1140.
Whose information we collect
We collect personal information about:
owners (registered proprietors) of units, and anyone acting for them, such as a proxy, attorney, agent or lawyer;
tenants and other occupiers of units;
contractors, suppliers and their staff; and
anyone else who contacts us or deals with the Body Corporate.
What we collect
Depending on your relationship with the Body Corporate, we may collect:
names, contact details and address for service;
unit number, ownership details and dates of acquisition or transfer;
levy, account and payment information;
attendance, proxies and votes at general meetings;
details of tenants or occupiers provided to us;
correspondence, requests, complaints and dispute records; and
information relating to maintenance, building work, access to units and insurance claims.
How we collect it
We collect personal information directly from you where we can.
We also collect it from other people and sources, including:
the previous owner of a unit, and lawyers or conveyancers acting on a sale or purchase;
the land register maintained by Land Information New Zealand (LINZ);
our body corporate manager and other service providers;
other owners or occupiers (for example, when they raise a complaint or matter involving a unit); and
insurers, brokers, contractors and government agencies.
This policy is intended to tell you about that indirect collection, including the matters set out in information privacy principle 3A.
Why we collect and use it
We collect and use personal information to carry out the Body Corporate's duties and exercise its powers under the Unit Titles Act 2010 and the Unit Titles Regulations 2011, including to:
keep the register of owners and other records the Body Corporate must keep;
send notices and communicate with owners and occupiers;
convene and conduct general meetings, and record attendance, proxies and voting;
set, invoice, collect and recover levies and other amounts;
manage maintenance, building work, insurance and claims;
apply and enforce the body corporate operational rules and resolve disputes;
provide disclosure statements and other information required by law; and
comply with our other legal obligations.
Collection required by law
The Unit Titles Act 2010 requires the Body Corporate to keep a register of owners and requires owners to provide certain information for it, including when a unit changes hands. If you do not provide information we ask for, we may be unable to send you notices, recognise your attendance or vote at a meeting, or otherwise deal with you as an owner.
Other information is provided voluntarily. If you do not provide it, we may be unable to respond to your request or deal with the matter concerned.
Meeting minutes and disclosure statements
Minutes of general meetings record the unit number and name of each owner present (in person or online), any proxy, and the movers and seconders of resolutions. Postal votes are recorded by unit number. Recording who was present and voted for each unit forms part of the record of voting the Body Corporate must keep (regulation 16A of the Unit Titles Regulations 2011).
Minutes and other Body Corporate records may be:
made available to owners as provided for in the Unit Titles Act 2010; and
included in pre-contract, pre-settlement and additional disclosure statements under sections 146 to 148 of the Unit Titles Act 2010, which are provided to prospective purchasers and purchasers of units.
The name of a unit's registered proprietor is also available to the public on the LINZ land register.
The Committee may redact minutes provided to owners or included in a pre-contract disclosure statement where disclosure would otherwise breach the Privacy Act 2020 (regulations 27A and 33 of the Unit Titles Regulations 2011). Whether to redact is a decision for the Committee.
Who we disclose it to
We may disclose personal information to:
our body corporate manager and members of the Committee;
other owners, where they are entitled to inspect Body Corporate records or receive minutes;
prospective purchasers and purchasers of units, through disclosure statements;
our service providers, including accountants, auditors, lawyers, insurers and brokers, contractors and debt collectors;
courts, tribunals and government agencies, where required or authorised by law; and
anyone else you authorise, or as otherwise permitted by the Privacy Act 2020.
Information held outside New Zealand
Some of our service providers, such as providers of software or cloud services, may store information outside New Zealand. Where they hold it only on our behalf, the Body Corporate remains responsible for it. We will disclose personal information to a person outside New Zealand only as permitted by information privacy principle 12.
Storage, security and retention
Personal information is held in the Body Corporate's records, which are kept by our body corporate manager and in systems used on our behalf. We take reasonable security safeguards to protect personal information against loss, unauthorised access, use, modification or disclosure, and other misuse.
We keep records for the periods required by the Unit Titles Act 2010 and the Unit Titles Regulations 2011, and otherwise for no longer than is required for the purposes for which the information may lawfully be used.
Privacy breaches
If a privacy breach occurs that has caused, or is likely to cause, serious harm, we will notify the Privacy Commissioner and affected individuals as required by the Privacy Act 2020.
Accessing and correcting your information
You have the right to ask for access to the personal information we hold about you, and to ask us to correct it.
To make a request, contact our Privacy Officer (section 13). We will respond within the timeframes set by the Privacy Act 2020. We may refuse access only on grounds permitted by that Act, and will tell you if we do. A charge may apply where the Act permits one.
If we do not agree to correct information, you can ask us to attach a statement of the correction you sought, and we will do so.
Privacy Officer
The Body Corporate's Privacy Officer is the Chairperson of the Body Corporate Committee for the time being. You can contact the Privacy Officer at:
Privacy Officer, Body Corporate 178796 office@freemanspark.co.nz c/- Body Corporate Administration Limited, PO Box 2322, Auckland 1140
Complaints
If you have a concern about how we have handled your personal information, please contact our Privacy Officer first.
If you are not satisfied with our response, you can complain to the Office of the Privacy Commissioner at www.privacy.org.nz.
Changes to this policy
We may update this policy from time to time. The current version is available from our body corporate manager.