Motor Match handles identity, money and people's home addresses, so privacy matters. This policy explains what we collect, why, who we share it with and your rights under the Privacy Act 2020.
1.Who we are
This policy explains how [Motor Match legal entity name, company number and NZBN] (Motor Match, we, us) handles personal information, in line with the Privacy Act 2020 and its information privacy principles.
Our privacy officer is [privacy officer name]. You can contact them through our contact page (choose Privacy request), by email at [privacy email address] or by post at [registered office and postal address].
2.What we collect
We collect information you give us, information created when you use Motor Match, and information from the providers and partners involved in your transaction:
- Contact and account details: name, email, phone number, region, and sign-in records.
- Vehicle and listing details: registration, VIN, specifications, condition, history, faults, price, photographs, and the location of the car. Registration lookups come from our vehicle data provider.
- Finance owing: whether money is owing on a car you list, the lender's name and payout details you provide.
- Enquiries and communications: messages, emails, enquiries forwarded to your car's Motor Match address, and records of calls to listing numbers (caller number, time and duration). [Whether calls are recorded, and the notice given to callers: to be confirmed.]
- Viewings: availability, bookings, attendance and test drive conditions.
- Identity check results: buyers verify their identity with our identity verification provider, and sellers with iPromise's verification service. We receive the result (such as passed, failed or needs review) and limited details needed to match it to you. We do not receive or store your ID images or document scans.
- Offers, agreements and signatures: offer versions, signed agreements, and signing evidence such as the time, IP address, device, one-time code confirmation and a fingerprint of the document.
- Payments: records of fees you pay to Motor Match through our payment provider (we do not store full card details), and escrow status reported by iPromise (we do not hold bank account details for the purchase price).
- Partner services: the status of finance, trade-in, shipping and other services you request, as reported by the partner.
- Membership and preferences: your garage, dream garage, wish lists, saved cars, alerts and marketing choices.
- Website use: pages viewed, device and browser information, and how you arrived, through cookies and similar tools described in our cookie notice.
3.How we use it
We use personal information to:
- run your account and the services you ask for, including listings, enquiries, viewings, offers, agreements and completion;
- keep people safe, for example confirming a buyer is identity-checked before a home viewing;
- send messages about your listing, enquiry or deal, and reminders;
- match cars to wish lists and send alerts you have chosen;
- send marketing where you have agreed, or as the law allows, with an unsubscribe option every time;
- prevent fraud and misuse, and keep records of transactions and signatures;
- improve the platform and understand how it is used; and
- meet our legal obligations.
5.Overseas storage and disclosure
Some of our service providers store or process information outside New Zealand. When we disclose personal information overseas we comply with information privacy principle 12, which means we use providers subject to comparable privacy safeguards or contractual protections.
[List of providers and countries where information is stored or processed, for example Australia and the United States: to be confirmed before launch.]
6.How we protect it
Access to records is restricted by role and checked on every request. Staff use two-factor authentication. Information is encrypted in transit and at rest, documents are shared through short-lived secure links, and identity checks are hosted by the provider so we never hold your ID images.
If a privacy breach is likely to cause serious harm, we will notify you and the Privacy Commissioner as the Privacy Act 2020 requires.
7.How long we keep it
We keep personal information only as long as we need it for the purposes above or as the law requires. Signed agreements, signing evidence and financial records are kept for the periods required by law. Information from incomplete applications and inactive accounts is deleted or anonymised after a set period.
- Unfinished seller applications: 12 months after the last change, then deleted.
- Declined or withdrawn applications and listings: 2 years, then anonymised.
- Enquiries, messages and call records: 2 years after the last contact about that car.
- Identity check results: the result and date only (the provider holds the images), kept while your account is open and for 2 years after.
- Signed agreements, signing evidence, invoices and payment records: 7 years after the sale or payment, as tax and contract law require.
- Consent and opt-out records: while you have an account and 2 years after, so we can show what you agreed to and keep honouring an opt-out.
- Inactive accounts: anonymised after 3 years with no sign-in, unless records above must be kept longer.
- Security and server logs: 90 days.
8.Access and correction
You have the right to ask for access to the personal information we hold about you, and to ask us to correct it. There is no charge. We will respond as soon as we can and within 20 working days, as the Privacy Act 2020 requires.
You can update most details in your account, and ask for a copy of your information, a correction or deletion from Your information in your account. For anything else, contact our privacy officer through the contact page.
9.Marketing choices
You choose your alerts and newsletter preferences in your account. Every marketing email has an unsubscribe link, and opting out applies across our channels. We will still send messages about a listing or deal you are part of.
10.Privacy complaints
If you have a concern about how we have handled your information, please contact our privacy officer first and we will work with you to resolve it.
If you are not satisfied, you can complain to the Office of the Privacy Commissioner at privacy.org.nz.
11.Changes to this policy
We may update this policy. The version and date are shown at the top of this page, and we will tell account holders about material changes.
