Meros Group Policies

Privacy Policy

Meros Group Realty Limited (trading as Professionals Meros Group) Licensed under the Real Estate Agents Act 2008 Policy version: 1.0 — effective 3 May 2026

1. Purpose

We know that how we collect, use, disclose and protect your information matters to you, and we value your trust. Protecting your information and being clear about what we do with it is a vital part of our relationship with you.

The purpose of this Privacy Policy is to inform our clients and any users of our digital platforms (our website, social media pages, open home register and apps) about how we comply with the New Zealand Privacy Act 2020 ("the Privacy Act") in managing personal information.

2. Consent to this policy

When you contact us through our website, social media pages, open home register or apps, you are agreeing to this Privacy Policy. If you do not agree with this Privacy Policy, please do not contact us through any of our digital platforms — call us on 0800 93 92 91 instead.

3. Information we collect online

If you visit us through our website, social media pages or app, we collect information about your use and experience using cookies. Cookies are small pieces of information stored on your hard drive or mobile browser. They record information about your visit so the site can remember you next time and provide a more meaningful experience.

The cookies we send to your computer, mobile phone or other device cannot read your hard drive, obtain information from your browser, or command your device to perform any action. They are designed so that they cannot be sent to another site or be retrieved by any non-Meros Group Realty Limited website or app.

When you interact with us through our digital platforms, the information collected through cookies may include:

• the date and time of visits;
• the website pages viewed;
• the website or app from which you accessed our digital platform;
• how you navigate through the site and interact with pages, including any form fields completed;
• information about your location;
• information about the device used; and
• IP address (or addresses) and the type of web browser used.

We will not ask you to supply personal information publicly over Facebook, Instagram, LinkedIn, X (Twitter) or any other social media platform we use. We may invite you to send your details to us through a private message — for example, to answer a question. You may also be invited to share your personal information through secure channels to participate in other activities, such as competitions, but we will require your express consent before including you.

4. Bots

A bot is a piece of software programmed to do certain tasks, such as responding to certain phrases with programmed responses. A bot acts in accordance with its instructions, imitating a human user's behaviour, but without a human behind it.

When you talk to a bot from a third-party platform such as Facebook Messenger, our third-party service provider Google may temporarily store and analyse your conversation so the bot can talk back to you. The third-party platform provider (for example, Facebook Messenger) may also store your bot conversation. We recommend that you do not share sensitive personal information, such as bank account details, with a bot.

5. Personal information we collect

Personal information is defined in the Privacy Act as information about an identifiable individual (a natural person, as opposed to a company or other legal entity).

The types of personal information we collect will vary depending on the nature of your dealings with us. We only collect personal information that is necessary. Where reasonable and practicable, we will collect your personal information directly from you and inform you that we are collecting it.

We mainly collect personal information directly from you, for example:

• over the telephone or a video call (such as Microsoft Teams, Zoom or Skype) when you contact our staff;
• through one of our digital platforms;
• when you email or write to us; or
• when you participate in a marketing campaign, competition, promotion or similar event administered by us or our representatives.

If it is not obvious that we are collecting personal information from you, we will do our best to make it clear, so you are always aware when information is being collected.

The types of personal information we generally collect and hold include your:

• name;
• date of birth;
• contact details (email address, postal address, phone number);
• details relating to your use of any product or service offered by us;
• details of your enquiry; and
• any preferences you tell us about (such as subscription preferences).

We may also collect personal information about you from publicly available sources (for example, the internet) and from your professional advisers (such as solicitors, accountants or financial advisers). We collect personal information from your advisers only with your express consent. We are not responsible for the privacy or security practices of these third parties, and they are not covered by this policy.

6. How we use your personal information

Any personal information you provide to us may be used to:

• check whether you are eligible for the products or services we offer;
• facilitate those services;
• provide information you request; and
• provide you with further information about our other products and services.

We also have an obligation to maintain personal information for disclosure to regulatory and similar bodies, as set out in clause 9 below. These bodies have a legal right to such information.

7. Storage and protection

We may electronically record and store personal information we collect from you. When we do, we will take all reasonable steps to keep it secure and prevent unauthorised disclosure. However, we cannot promise that your personal information will not be accessed by an unauthorised person, or that unauthorised disclosures will not occur.

If we provide you with passwords or other security devices, please keep them confidential and do not allow them to be used by any other person. Notify us immediately if the security of your password or security device is breached — this will help prevent unauthorised disclosure of your personal information.

Some information we hold about you will be stored in paper files, but most will be stored electronically on physical hard drives or in the cloud, by cloud service providers (see clause 8).

We use a range of physical and electronic security measures to protect the personal information we hold, including:

• access to information systems controlled through identity and access management;
• buildings secured with a combination of locks, monitored alarms and cameras;
• internal information security policies that bind employees;
• mandatory employee training on information security and privacy;
• protective arrangements when we send information overseas or use service providers to process or store information; and
• regular monitoring and review of our compliance, and our service providers' compliance, with internal policies and industry best practice.

We only keep information for as long as we need it, or as long as the law requires us to. We have a records management policy that governs how we manage information and records, so that we destroy any information that is outdated, irrelevant or unnecessary.

8. Cloud-based service providers

We use third-party service providers to store and process most of the information we collect. These include, for example, Virtual Private Cloud (Aiscorp), Microsoft, Google and Survey Monkey. Microsoft cloud servers are located in Australia.

We ensure our cloud-based service providers are subject to appropriate security and information-handling arrangements, and that the information stored or processed by them remains subject to confidentiality obligations.

9. Disclosure of your personal information

We may disclose your personal information to others outside Meros Group Realty Limited where:

• it is necessary to enable us to achieve the purpose for which we collected the information;
• we are required or authorised by law, or where we have a public duty to do so;
• you have expressly consented, or your consent can be reasonably inferred from the circumstances; or
• we are permitted to disclose the information under the Privacy Act 2020.

The agencies and parties we may disclose your personal information to include:

• any outsourced service provider who assists in the services we are required to carry out, such as auditors and external compliance reviewers;
• our external dispute resolution service;
• the Regulator;
• credit reporting and debt collection organisations; and
• Meros Group Realty Limited's related companies.

If we do not need to share your information with a third party in order to provide advice and services to you, we will not pass it on without your consent. Under no circumstances will we sell, or receive payment for disclosing, your personal information.

10. Sending your information overseas

We may send your personal information outside New Zealand, including to overseas members of Professionals' related companies, overseas service providers, or other third parties who process or store our information or provide services to us.

Where we do this, it does not change any of our commitments to you to safeguard your privacy. We make sure that appropriate security and information-handling arrangements are in place and that the information remains subject to confidentiality obligations.

All countries have different privacy laws and information protection standards. If we need to send your personal information to a country with lower standards of information protection than New Zealand, we will take appropriate measures to protect it. Where it is not possible to ensure that appropriate security and information-handling arrangements are in place, we will let you know and obtain your consent before sending your personal information overseas.

11. Timeframes for keeping personal information

We take reasonable steps to destroy or permanently de-identify personal information as soon as practicable after the date on which it has no legal or regulatory purpose, or we have no legitimate business purpose with it.

In the case of information that relates to our advice services, or to products or services we have provided, we are required by law to hold this information for seven years. After that period, provided the personal information is no longer relevant to any service we are providing you, we will take reasonable steps to safely destroy or de-identify it.

Our records management policy governs how we manage information and records and enables us to destroy any information that is outdated, irrelevant or no longer necessary.

12. Privacy breaches

We work hard to keep your personal information safe. However, despite applying strict security measures and following industry standards, there is still a possibility that our security could be breached.

If we experience a privacy breach where there is a loss, or unauthorised access to or disclosure of your personal information that is likely to cause you serious harm, we will, as soon as we become aware of the breach:

• seek to quickly identify and secure the breach to prevent further breaches and reduce the harm caused;
• assess the nature and severity of the breach, including the type of personal information involved and the risk of harm to affected individuals;
• advise and involve the appropriate authorities where criminal activity is suspected;
• where appropriate, notify any individuals affected by the breach (where possible, directly);
• where appropriate, post a notice on our website advising our clients of the breach; and
• notify the Privacy Commissioner.

13. Third party websites

Through our website or social media pages, you may be able to link to other websites that are not under our control. We are not responsible for the privacy or security practices of those third-party websites and they are not covered by this Privacy Policy. Third-party websites should have their own privacy and security policies, and we encourage you to read them.

We have no knowledge of, or control over, the nature, content or availability of those websites. We do not sponsor, recommend or endorse anything contained on linked websites. We do not accept any liability for any loss suffered by you by relying on anything contained, or not contained, on linked websites.

14. Your rights to access, correct and delete

You have the right to request access to, correction of, and in some circumstances deletion of, your personal information.

When you contact us with such a request, we will take steps to update, delete or provide you with access to your personal information, or otherwise address your query, within a reasonable period after we receive your request. To protect the security of your personal information, you may be required to provide identification before we update or provide you with access to your personal information.

We are only able to delete your personal information to the extent that it is not required to be held by us to satisfy any legal, regulatory or similar requirements.

There is no fee for requesting that your personal information is corrected or deleted, or for us to make corrections or deletions. In processing a request for access to your personal information, a reasonable cost may be charged to cover such things as locating the information and supplying it to you.

There are some circumstances in which we are not required to give you access to your personal information. If we refuse a request, we will let you know our reasons, except where the law prevents us from doing so. If we refuse your request to correct or delete your personal information, you also have the right to request that a statement be associated with your personal information noting that you disagree with its accuracy. If we refuse your request to access, correct or delete your personal information, we will provide you with information on how you can complain about the refusal.

15. If you choose not to provide information

If you do not provide the information we have requested, you may be unable to obtain or access our services where that information is required. Please ask us if you are unsure what information is important and how this might affect you.

16. Changes to this policy

We review this Privacy Policy periodically to keep it current. The current version is always available on our website. If the changes are significant, we may advise you directly. You may also obtain a copy of the latest version by calling us on 0800 93 92 91.

17. Queries, concerns and complaints

If you are concerned about how your personal information is being handled, or if you feel we have compromised your privacy in some way, please contact us using the details below.

We will acknowledge your complaint within three working days of receipt. We will let you know if we need any further information to investigate your complaint. We aim to resolve complaints within five working days, but some take longer. If yours is taking longer, we will let you know what is happening and the date by which you can reasonably expect a response.

If you are not satisfied with our response, you may lodge a complaint on the Privacy Commissioner's website (privacy.org.nz) or send a complaint form to:

Office of the Privacy Commissioner PO Box 10-094, Wellington 6143 0800 803 909 enquiries@privacy.org.nz www.privacy.org.nz

18. Contact us

For all privacy queries, access requests, corrections, deletions and complaints:

Meros Group Realty Limited 386 Point Chevalier Road, Point Chevalier, Auckland 1022 hello@professionals.co.nz 0800 93 92 91

General Agency Policy

Meros Group Realty Limited (trading as Professionals Meros Group) Licensed under the Real Estate Agents Act 2008 Policy version: 1.0 — effective 3 May 2026

1. Purpose of this policy

This policy sets out the terms specific to a General Agency appointment under our Agency Agreement (Version 5.5-0526 or any successor version). It is incorporated by reference into clause 6.1.2 of that Agreement. By signing the Agency Agreement, you confirm that you have been given the opportunity to read this policy and that the version of this policy in effect on the date you sign the Agency Agreement forms part of the terms between us.

If anything in this policy conflicts with the signed Agency Agreement, the signed Agency Agreement prevails.

2. When this policy applies

This policy applies in two situations:

• where the Agency Agreement appoints Meros Group Realty as a General Agent from the start (clause 2.6.2 of the Agency Agreement is completed and clause 2.6.1 is not used); or
• where a Sole Agency under clause 2.6.1 has expired and the appointment has rolled into a General Agency under clause 2.6.2.

Once a General Agency is in effect, the terms below apply in addition to (and where specifically stated, instead of) the equivalent sole agency terms in the Agency Agreement.

3. What a General Agency means

Under a General Agency:

• you may appoint other licensed real estate agents at the same time as us;
• any of those agents (including us) may market the property and introduce buyers;
• you only pay commission to the agent who is the effective cause of the sale — meaning the agent whose services led to the buyer entering into the sale and purchase agreement.

You are also free to sell the property privately during a General Agency, subject to clause 5 below.

Important: if more than one agent claims to have been the effective cause of the sale, you may end up liable to pay commission to more than one agent. We strongly recommend that you keep clear records of which agent introduced which buyer and the date of any introduction. We are happy to assist with this.

4. Term and termination

The General Agency commences and continues as set out in clause 2.6.2 of the Agency Agreement.

Either party may cancel the General Agency at any time by giving seven (7) days' written notice to the other party. Notice may be given by email to the email address recorded for the other party in the Agency Agreement.

Termination of the General Agency does not affect:

• our right to commission under clause 5 below;
• our right to recover marketing and advertising costs already incurred under clause 1(D) of the Terms and Conditions in the Agency Agreement; or
• any other rights or obligations that are expressed to survive termination.

5. Commission under a General Agency

This clause replaces clause 3.1 of the Agency Agreement to the extent it deals with sole agency. The commission rate, marketing fees, GST treatment and all other commercial terms in clause 3 of the Agency Agreement continue to apply unchanged.

You agree to pay commission to Meros Group Realty on the terms set out in the Agency Agreement if:

5.1 during the term of the General Agency, you enter into an agreement to sell or exchange the property (or part of it) and that agreement is or becomes unconditional (whether during or after the term of the General Agency), and the sale was effected:

• (a) due to the services of Meros Group Realty; or
• (b) with a purchaser introduced by Meros Group Realty;

or

5.2 within a period of six (6) months following the date of expiry, cancellation or termination of the General Agency, you enter into a private agreement to sell or exchange the property (or part of it) and the agreement is or becomes unconditional (whether during or after that six (6) month period), and the sale was:

• (a) due to the services of Meros Group Realty; or
• (b) with a purchaser introduced by Meros Group Realty.

In clause 5.2, "private agreement" has the same meaning as in clause 3.1.2 of the Agency Agreement: any agreement to sell or exchange the property (or part of it) in the absence of any effective Agency Agreement between you and a real estate agent holding a licence under the Real Estate Agents Act 2008.

6. Evidence of introduction

Where there is any question as to which agent introduced a particular buyer, we may rely on (and you accept as evidence of introduction) any of the following:

• our records of property inspections, open home attendance, or buyer enquiries;
• email or messaging correspondence with the buyer or their representatives;
• listings of the buyer on our customer relationship management system;
• written acknowledgement from the buyer.

This does not limit any other evidence we may produce.

7. Conjunctional sales

We may, in our discretion, agree with another agent to act conjunctionally on the sale of your property. Any commission split between us and a conjunctional agent is a matter between the two agents and does not affect the total commission payable by you under the Agency Agreement.

8. Other agents

If you appoint another agent during the term of our General Agency, we ask that you let us know in writing as a courtesy. You are under no obligation to do so under this policy, but it helps us avoid duplication of marketing effort and reduces the risk of competing claims for commission at settlement.

9. Everything else

All other terms of the Agency Agreement — including the deposit, marketing, warranties, disclosures, AML/CFT, and dispute provisions — apply unchanged to a General Agency.

10. Variations

We may update this policy from time to time. Any update will only apply to Agency Agreements signed on or after the effective date of the updated version. The version in effect on the date you signed the Agency Agreement is the version that applies to you. If you want a copy of the version that applied at the time you signed, contact us and we will provide it.