ScopeWorks Inspector (“App”) is operated by ScopeWorks [SCOPE WORKS NEW ZEALAND LIMITED ]  (“ScopeWorks”, “we”, “us”, or “our”) in New Zealand.

This Privacy Policy explains how we collect, use, store, protect and disclose personal information when you use the ScopeWorks Inspector mobile application and related services (“Services”).

The App is intended primarily for authorised ScopeWorks inspectors and personnel who use the App to conduct and manage property inspections, including Healthy Homes, Smoke Alarm and Meth Testing inspections in New Zealand.

ScopeWorks is committed to handling personal information responsibly and in accordance with the Privacy Act 2020 and applicable New Zealand privacy requirements.

1. Information We Collect

Depending on how the App is used, we may collect the following categories of information.

1.1 Inspector Information

For authorised inspectors and staff, we may collect:

• Name
• Work email address
• Phone number
• Employee or inspector identification information
• Login credentials and authentication information
• Role and permissions
• Inspection activity and submission records
• Digital signatures or acknowledgements where applicable
• Device and application information

1.2 Property and Inspection Information

When an inspection is conducted, the App may collect:

• Property address
• Property type and characteristics
• Customer, landlord or property manager details
• Inspection date and time
• Inspection type
• Healthy Homes inspection information
• Smoke Alarm inspection information
• Meth Testing inspection information
• Inspection findings
• Measurements and readings
• Inspection notes
• Compliance or assessment information
• Exemption information
• Recommendations
• Sample information relating to Meth Testing
• Inspection status
• Report information

1.3 Smoke Alarm Information

Where a Smoke Alarm inspection is performed, the App may collect information relating to smoke alarms at the property, including:

• Number of smoke alarms
• Location of each smoke alarm
• Type of smoke alarm
• Condition
• Operational/test status
• Battery information where applicable
• Installation information
• Positioning information
• Expiry or replacement information where applicable
• Inspector observations
• Photographs
• Recommendations
• Remedial actions

Smoke Alarm information is collected for inspection, evidence, reporting, record-keeping and related business purposes.

Smoke Alarm information is maintained as a separate inspection category and is not represented as one of the five Healthy Homes Standards.

1.4 Photographs and Other Evidence

The App may allow inspectors to take and upload photographs of properties and inspection areas.

Photographs may include:

• Rooms
• Heating equipment
• Insulation
• Ventilation systems
• Windows and doors
• Moisture or drainage conditions
• Smoke alarms
• Property defects
• Meth Testing sample locations
• Other evidence relevant to an inspection

Photographs are collected for legitimate inspection, evidence, reporting, quality assurance and record-keeping purposes.

1.5 Location Information

If location functionality is enabled, the App may collect the inspector’s approximate or precise location while an inspection is being conducted.

Location information may be used to:

• Confirm an inspector’s attendance at a scheduled inspection
• Associate an inspection with the correct property
• Support inspection records
• Improve operational and security processes

The App will request location permission where required by the relevant functionality.

1.6 Device and Technical Information

We may collect technical information such as:

• Device type
• Operating system
• App version
• Device identifiers where required
• IP address
• Login and session information
• Error logs
• Crash information
• Synchronisation status
• Network information

This information may be used to maintain security, troubleshoot technical issues and improve the reliability of the App.

2. How We Collect Information

We may collect personal information:

• Directly from you when you use the App
• From ScopeWorks administrators
• From customers, property owners, landlords or property managers
• From information supplied in connection with an inspection
• Automatically through the App when certain features are used
• From service providers supporting the App and its infrastructure

Where personal information is collected from another person or organisation rather than directly from the individual concerned, ScopeWorks will handle that collection in accordance with applicable requirements of the Privacy Act 2020, including IPP 3A where applicable.

3. Why We Collect Personal Information

We collect and use personal information only for purposes connected with our legitimate business activities and the operation of the App.

These purposes may include:

• Creating and managing inspection jobs
• Assigning inspections to inspectors
• Conducting Healthy Homes inspections
• Conducting Smoke Alarm inspections
• Conducting Meth Testing inspections
• Recording inspection findings
• Recording measurements and observations
• Capturing inspection evidence
• Generating inspection reports
• Providing reports to authorised recipients
• Managing customer and property records
• Communicating with inspectors, customers and property managers
• Maintaining inspection history
• Quality assurance and auditing
• Managing user accounts
• Maintaining App security
• Troubleshooting and technical support
• Preventing fraud, misuse or unauthorised access
• Meeting legal, regulatory or contractual obligations
• Improving our services and systems

We will not collect personal information for purposes that are unrelated to the purpose for which it was collected unless permitted by law or otherwise authorised.

4. Information We Do Not Need

We aim to collect only information that is reasonably necessary for the relevant inspection, business or technical purpose.

We do not intend to collect sensitive personal information that is unrelated to conducting or managing an inspection.

Inspectors should not enter unnecessary personal information about occupants or other individuals into free-text inspection fields.

5. Photographs

Photographs captured through the App form part of the inspection record.

Inspectors should photograph only information reasonably necessary for the inspection.

Where practical, inspectors should avoid unnecessarily capturing:

• People who are not relevant to the inspection
• Personal documents
• Financial information
• Passwords
• Identity documents
• Private correspondence
• Other unrelated personal information

If an unrelated person is inadvertently captured in an inspection photograph, ScopeWorks may remove, restrict or otherwise manage the photograph where appropriate.

6. Camera and Photos

The App may request access to the device camera to allow inspectors to capture inspection evidence.

The App may also request access to photographs where the functionality permits existing photographs to be attached to an inspection.

Camera and photo access is used for inspection-related purposes and is not intended for unrelated surveillance or personal use.

7. Location Information

Where enabled, location information may be used to support inspection attendance and operational records.

Location access is not intended to continuously monitor inspectors outside the relevant business purpose.

The precise functionality and frequency of location collection will depend on the version of the App and the permissions granted on the device.

8. How We Use Personal Information

We may use collected information to:

• Operate the ScopeWorks Inspector platform
• Match inspectors with assigned jobs
• Maintain inspection records
• Prepare reports
• Record Smoke Alarm inspection findings
• Record Healthy Homes inspection findings
• Record Meth Testing information
• Communicate with authorised users
• Provide customer services
• Verify inspection activity
• Maintain audit trails
• Detect and prevent unauthorised activity
• Resolve technical problems
• Maintain backups and business continuity
• Comply with legal obligations

9. Disclosure of Personal Information

We may disclose personal information where reasonably necessary for the purposes described in this Privacy Policy.

Recipients may include:

• ScopeWorks employees and authorised personnel
• Authorised inspectors
• Customers
• Property owners
• Landlords
• Property managers
• Laboratory or testing providers where relevant to Meth Testing
• Technology and hosting providers
• IT and cybersecurity providers
• Professional advisers
• Regulators or government agencies where required or authorised by law
• Other parties where disclosure is authorised by the individual or permitted by law

We do not sell personal information to third parties.

10. Service Providers

ScopeWorks may use third-party providers to operate the App and related systems.

These providers may provide services such as:

• Cloud hosting
• Database hosting
• Secure file storage
• Authentication
• Push notifications
• Email delivery
• Error and crash monitoring
• Technical support
• PDF/report generation
• Laboratory or testing services

Third-party providers are expected to protect personal information and use it only for authorised purposes.

11. Disclosure Outside New Zealand

Some service providers may store or process information outside New Zealand.

Where personal information is disclosed outside New Zealand, ScopeWorks will take reasonable steps to ensure the disclosure complies with Information Privacy Principle 12 of the Privacy Act 2020.

12. Storage and Security

We take reasonable steps to protect personal information against:

• Loss
• Unauthorised access
• Unauthorised disclosure
• Unauthorised alteration
• Misuse
• Destruction

Security measures may include:

• Encryption in transit
• Secure authentication
• Access controls
• Role-based permissions
• Password protection
• Secure cloud infrastructure
• Audit logging
• Backup procedures
• Monitoring and security controls
• Access restrictions for staff and contractors

No electronic storage or transmission system can be guaranteed to be completely secure.

13. Offline Data

The App may allow inspectors to conduct inspections when internet connectivity is unavailable or unreliable.

Where offline functionality is enabled, inspection information may temporarily be stored on the inspector’s device until it can be securely synchronised with ScopeWorks’ systems.

Inspectors are responsible for keeping their device secure.

14. Retention of Personal Information

We retain personal information only for as long as reasonably required for the purposes for which it was collected, including:

• Providing inspection services
• Maintaining inspection records
• Meeting contractual obligations
• Meeting legal or regulatory obligations
• Resolving disputes
• Maintaining business records
• Security and audit purposes

When personal information is no longer required, we will take reasonable steps to securely delete, destroy or anonymise it, unless we are required or permitted by law to retain it.

15. Accuracy of Information

We take reasonable steps to ensure that personal information used by us is accurate, complete, relevant and up to date for the purpose for which it is used.

16. Access to Personal Information

Under the Privacy Act 2020, individuals generally have the right to request access to personal information that an organisation holds about them.

Requests may be made by contacting our Privacy Officer.

We will respond to requests in accordance with the Privacy Act 2020.

17. Correction of Personal Information

You may ask us to correct personal information that we hold about you if you believe it is inaccurate, incomplete or misleading.

18. Privacy Complaints

If you believe that ScopeWorks has not handled your personal information appropriately, please contact us first so that we can investigate and attempt to resolve the matter.

You may also make a complaint to the Office of the Privacy Commissioner of New Zealand.

19. Privacy Breaches

If ScopeWorks experiences a privacy breach, we will assess the incident and take appropriate steps to contain, investigate and remedy the breach.

Where a breach is a notifiable privacy breach under the Privacy Act 2020, ScopeWorks will notify the Privacy Commissioner and affected individuals as required by law.

20. Children’s Privacy

The ScopeWorks Inspector App is a professional business application and is not intended for use by children.

Inspectors should avoid collecting unnecessary information about children during property inspections.

21. Marketing

The ScopeWorks Inspector App is not intended to be a consumer marketing application.

Personal information collected through the App will not be sold or used for unrelated advertising purposes.

22. Analytics and Error Monitoring

We may use technical analytics, logging and error-monitoring tools to understand:

• App crashes
• Technical errors
• Performance issues
• Synchronisation failures
• Security events
• General system reliability

We will configure these services to minimise unnecessary collection of personal information.

23. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect:

• Changes to the App
• Changes to our services
• Changes to technology
• Changes to privacy practices
• Changes to New Zealand law or regulatory requirements

The updated version will be published through an appropriate ScopeWorks website or within the App.

24. Contact Us

ScopeWorks [ SCOPE WORKS NEW ZEALAND LIMITED ] 

NZBN: 9429046820693

Privacy Officer

Address: 9C Sharkey Street Manukau, Auckland 2104
New Zealand

Email: info@scopeworks.co.nz

Phone: 022 484 7788

Website: http://scopeworks.co.nz