Privacy policy

How Duncan & Taylor Limited collects, uses, shares and looks after personal information. It covers this website and the work we do on the properties our clients send us.

Last updated 15 October 2026.

Who we are

Duncan & Taylor Limited (D&T) is a building and maintenance company based in Miramar, Wellington. This policy applies alongside the Privacy Act 2020 and doesn't limit our obligations under it. Our Privacy Officer is John Quinlivan, whose contact details are at the end of this page.

What we collect

What we hold about you depends on how you deal with us:

• If you own or live in a property we work on, your name, phone number, email address and the property's address, the details of the work, and our notes and messages about arranging and carrying it out.
• Photos, video and 3D scans of the inside and outside of the property, which can show your belongings and other personal details in the home.
• Recordings of phone calls to and from us, and transcripts of them.
• If you're a client, loss adjuster or project manager, your name, work contact details and our correspondence with you.
• If you're a tradesperson in the Alliance or applying to join it, your contact details, trade licences and certificates, the health and safety records from the jobs you work on, and the details we need to pay you.
• If you use this website, what Google Analytics records, described below.

You don't have to give us personal information, but without it we may not be able to do the work.

How we collect it

Most of it comes from you, or from the client who sends us the work. An insurer, housing provider, property manager or body corporate that asks us to repair a property gives us the owner's or occupant's contact details so we can arrange and do the work. We also collect it on site, in photos, video and scans, and when we record a call. If you give us personal information about someone else, such as a tenant or a family member, please let them know and point them to this policy.

Phone calls

Calls to and from us may be recorded and transcribed. We do this to keep an accurate record of the instructions, scopes and updates on a job, to check and train our own service, and to settle what was said if there's a disagreement. Automated tools, including AI, may read a transcript to summarise the call or pass it to the right person. Soniox transcribes recordings for us in the United States, with DeepInfra as a backup, and Soniox deletes the audio and the transcript from its systems once it has finished.

How we use it

We use personal information to:

• scope, price, schedule, carry out and inspect work on a property
• keep the owner or occupant, and the client who sent us the work, up to date
• keep health and safety records for each job
• invoice our clients and pay the tradespeople who did the work
• answer questions and requests sent to us
• see how this website is used, so we can improve it
• do anything else you've agreed to, or the law allows or requires.

Who we share it with

We may share personal information with:

• the client who sent us the work, and their loss adjusters, project managers and auditors
• the Alliance members and subcontractors who carry out the work
• the companies that host and run our systems, listed under the next heading
• anyone the law requires or allows us to share it with, or that you've asked us to share it with.

We expect each of them to keep it confidential and to meet the requirements of the Privacy Act.

Where it's stored

Our systems run on Google Cloud in Sydney, Australia, and on our own servers in Wellington. Some of the companies that store or process personal information for us are overseas:

• Google, in Australia and the United States, which hosts our systems and runs some of the AI tools we use
• Soniox, in the United States, which transcribes call recordings
• DeepInfra, in the United States, which runs some of our AI tools and transcribes calls when Soniox can't
• Matterport and Polycam, in the United States, which host 3D scans of properties
• Microsoft, which runs our email.

They handle it on our behalf, and using them doesn't change our obligations under the Privacy Act.

Website analytics

This website uses Google Analytics to count visits and see which pages are read. It sets cookies in your browser and records the pages you visit, the site you came from, your device and browser, and your approximate location. It doesn't tell us who you are. Google processes this data in the United States and elsewhere. To opt out, block cookies for this site in your browser or install Google's opt-out add-on.

How long we keep it

We keep job records for at least seven years, and at present we keep them after that too.

Keeping it secure

We take reasonable steps to protect the personal information we hold from loss, misuse and unauthorised access. No system connected to the internet is completely secure, so we can't guarantee it. If a privacy breach is likely to cause serious harm, we'll tell the Privacy Commissioner and the people affected, as the Privacy Act requires.

Seeing and correcting your information

You can ask to see the personal information we hold about you, and ask us to correct it, by contacting our Privacy Officer. Please also let us know if your contact details change. If you're not happy with how we've handled your information or a request about it, you can complain to the Office of the Privacy Commissioner.

Other websites

This site links to other websites, such as Google's opt-out add-on. Their owners handle personal information under their own privacy policies, which this one doesn't cover.

Changes to this policy

We may update this policy from time to time. The date at the top shows when it last changed.

Contact us