Privacy Policy

1. Introduction

R&C Property Group ABN [Your ABN] ("we", "us", "our") is committed to protecting your privacy and complying with the Australian Privacy Principles (APPs) contained in the Privacy Act 1988 (Cth).

This Privacy Policy explains how we collect, use, disclose, and store your personal information when you use our property management, sales, and leasing services, or interact with us through our website, email, phone, or in person.

2. Information We Collect

We may collect the following types of personal information:

Personal Details

• Name, address, email address, and phone number
• Date of birth and identification documents (for tenancy applications and property transactions)
• Emergency contact details

Financial Information

• Bank account details (for rent payments or settlement)
• Employment and income details (for tenancy applications)
• Credit history and rental references

Property Information

• Property ownership details
• Tenancy history and references
• Property inspection reports and photographs

Website Information

• IP address and browser type
• Pages visited and time spent on our website
• Information submitted through contact forms

3. How We Collect Information

We collect personal information through:

• Direct interactions: When you contact us by phone, email, or in person
• Website forms: When you submit enquiries through our website contact form
• Applications: When you apply for a tenancy or submit property management documents
• Third parties: From referees, previous landlords, employers, or credit reporting agencies (with your consent)
• Cookies and analytics: Through website cookies and analytics tools to improve our services
• Property portals: When you enquire about a property listed on third-party platforms

4. Why We Collect Information

We collect and use your personal information to:

• Provide property management, sales, and leasing services
• Process tenancy applications and conduct reference checks
• Manage rental payments and property maintenance
• Communicate with you about your property or enquiry
• Prepare contracts, agreements, and legal documents
• Comply with legal obligations (e.g., Residential Tenancies Act)
• Send marketing communications (with your consent)
• Improve our website and services
• Respond to your enquiries and provide customer support

5. Who We Share Information With

We may share your personal information with:

• Property owners and landlords: To facilitate property management and tenancy matters
• Tenants and prospective tenants: As required for property viewings and tenancy management
• Legal professionals: Solicitors and conveyancers involved in property transactions
• Body corporate managers: For strata-titled properties
• Property portals: Such as realestate.com.au and Domain for property listings
• Credit reporting agencies: For tenancy application assessments
• Tradespeople and contractors: For property maintenance and repairs
• Financial institutions: For processing payments and settlements
• Government authorities: Where required by law (e.g., RTA bond lodgements)
• Insurance providers: For property insurance claims

We will not sell your personal information to third parties for marketing purposes. We only share information as necessary to provide our services or as required by law.

6. How We Store and Protect Information

Your personal information is stored securely using:

• Cloud-based property management software: Industry-standard platforms with encryption and access controls
• Secure email systems: Password-protected email accounts
• Accounting software: Such as Xero for financial records
• Secure cloud storage: For documents and records

We take reasonable steps to protect your information from misuse, interference, loss, unauthorised access, modification, or disclosure. This includes:

• Password protection and multi-factor authentication
• Restricted access to personal information on a need-to-know basis
• Regular security updates and software patches
• Secure disposal of personal information when no longer required

7. Cookies and Website Analytics

Our website uses cookies and similar technologies to improve your browsing experience and analyse website traffic. Cookies are small text files stored on your device.

We use cookies to:

• Remember your preferences
• Understand how you use our website
• Improve our website functionality
• Analyse website traffic patterns

You can control cookies through your browser settings. Disabling cookies may affect some website functionality.

8. Your Rights

Under the Privacy Act 1988, you have the right to:

Access Your Information

You can request access to the personal information we hold about you. We will respond to your request within a reasonable timeframe.

Correct Your Information

If you believe any information we hold is inaccurate, incomplete, or out of date, you can request that we correct it.

Opt Out of Marketing

You can opt out of receiving marketing communications at any time by contacting us or using the unsubscribe link in our emails.

Request Deletion

You can request that we delete your personal information, subject to our legal obligations to retain certain records.

9. How to Access or Correct Your Information

To access or correct your personal information, please contact us using the details below. We may need to verify your identity before processing your request.

There is no fee for requesting access to your information, although we may charge a reasonable cost for providing copies of documents.

10. Retention of Information

We retain personal information for as long as necessary to fulfil the purposes for which it was collected, and to comply with legal requirements. This includes:

• Property management records: 7 years after the end of the management agreement
• Sales transaction records: 7 years after settlement
• Tenancy records: 7 years after the end of the tenancy
• Financial records: As required by tax legislation

11. Complaints

If you believe we have breached your privacy or have a complaint about how we have handled your personal information, please contact us in writing. We will investigate your complaint and respond within 30 days.

If you are not satisfied with our response, you can lodge a complaint with the Office of the Australian Information Commissioner (OAIC):

• Website: www.oaic.gov.au
• Phone: 1300 363 992
• Email: enquiries@oaic.gov.au

12. Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in our practices or legal requirements. We will post any updates on our website. We encourage you to review this policy periodically.

13. Contact Us

If you have any questions about this Privacy Policy or how we handle your personal information, please contact us: