Privacy Policy

Specialist Property Management Group Pty Ltd
Residential Rental Leasing and Property Management Services
Victoria, Australia
9/9/2026

1. About This Policy
1.1 Specialist Property Management Group Pty Ltd
ABN: 60699173012 Estate Agent Licence No. 096277L We are committed to
protecting the privacy of personal information we collect in the course
of providing residential rental and property management services in
Victoria.
1.2 This Policy explains how we collect, hold, use, and disclose personal
information in accordance with the *Privacy Act 1988* (Cth) and the
Australian Privacy Principles (APPs).
1.3 This Policy applies to prospective tenants, current tenants,
Landlords, guarantors, referees, and website visitors.
2. What Personal Information We Collect
Depending on your dealings with us, we may collect:
– Identity information: name, date of birth, contact details, photo ID;
– Rental application information from realestate.com applications online:
current and past addresses, rental history, employment and income
details, bank details, references, and (where applicable) tenancy default
database check results;
– Landlord/property information: ownership details, property details,
insurance and financial information relevant to managing the property;
– Communications: emails, phone calls, maintenance requests, and
correspondence with us;
– Website usage information: pages viewed, enquiries submitted, and
technical data such as IP address and browser type (see “Cookies” below).
We do not intentionally collect sensitive information (e.g. health
information) unless it is directly relevant and voluntarily provided for
example, information relevant to a reasonable adjustment request or a
modification to a rental property.
3. How We Collect Personal Information
3.1 We usually collect personal information directly from you, through
our website, rental applications, email, phone, or in person at property
inspections.
3.2 We may also collect personal information from third parties,
including:
– Referees and previous landlords/agents you nominate;

– Tenancy default database operators (e.g. TICA, National Tenancy
Database);
– Employers, for income verification;
– Publicly available sources, where reasonably necessary.
4. Why We Collect and Use Personal Information
We collect and use personal information to:
– Assess rental applications and make leasing decisions;
– Prepare and manage residential tenancy agreements in accordance with
the *Residential Tenancies Act 1997* (Vic);
– Manage the ongoing tenancy, including rent collection, maintenance,
inspections, and communications;
– Manage the relationship with Landlords, including reporting and
financial administration;
– Comply with our legal obligations, including under the *Estate Agents
Act 1980* (Vic) and the *Residential Tenancies Act 1997* (Vic);
– Respond to enquiries and complaints;
– Improve our website and services.
We do not use your personal information for direct marketing without your
consent, and you may opt out of marketing communications at any time.
5. Who We Disclose Personal Information To
We may disclose personal information to:
– **Landlords**, for the purpose of assessing applications and managing
the tenancy;
– **Tenancy default (bond/tenancy history) database operators**, where
you default on your tenancy obligations, in accordance with the notice
and process required under the *Residential Tenancies Act 1997* (Vic);
– **Tradespeople and contractors**, to carry out repairs and maintenance;
– **The Residential Tenancies Bond Authority (RTBA)**, for bond lodgement
and refund purposes;
– **Government and regulatory bodies**, including Consumer Affairs
Victoria and the Victorian Civil and Administrative Tribunal (VCAT),
where required by law or in connection with a dispute;
– **Our professional advisers**, such as accountants, insurers, and
lawyers;
– **IT and website service providers**, who assist us in operating our
systems (subject to confidentiality obligations).
We do not sell your personal information to third parties.
6. Overseas Disclosure
[We do not typically disclose personal information to recipients outside
Australia. / Some of our service providers (e.g. cloud hosting or
software providers) may store or process data on servers located outside
Australia, including in [countries, if known]. Where this occurs, we take
reasonable steps to ensure the overseas recipient handles the information
consistently with the APPs.]
7. Cookies and Website Data

7.1 Our website may use cookies and similar technologies to improve
functionality, analyse traffic, and understand how visitors use our
listings.
7.2 You can adjust your browser settings to refuse cookies, though this
may affect the functionality of parts of our website.
8. Data Security
8.1 We take reasonable steps to protect personal information from misuse,
interference, loss, unauthorised access, modification, or disclosure,
including through secure trust account handling, restricted system
access, and secure storage of physical and electronic records.
8.2 No method of electronic storage or transmission is completely secure,
and we cannot guarantee absolute security.
9. Access and Correction
9.1 You may request access to the personal information we hold about you,
or request that it be corrected if it is inaccurate, out of date, or
incomplete, by contacting us using the details below.
9.2 We will respond to access or correction requests within a reasonable
time and may charge a reasonable fee for access (but not for correction),
where permitted under the *Privacy Act 1988* (Cth).
9.3 We may need to verify your identity before providing access to, or
correcting, personal information.
10. Retention
We retain personal information only for as long as necessary to fulfil
the purposes for which it was collected, or as required by law (including
record-keeping obligations under the *Estate Agents Act 1980* (Vic)),
after which it is securely destroyed or de-identified.
11. Complaints
11.1 If you believe we have breached the APPs or mishandled your personal
information, please contact us in writing at the details below, including
a description of the issue.
11.2 We will investigate and respond within a reasonable time. If you are
not satisfied with our response, you may lodge a complaint with the
**Office of the Australian Information Commissioner (OAIC)**:
– Website: www.oaic.gov.au
– Phone: 1300 363 992
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12. Contact Us
Specialist Property Management Group Pty Ltd
P.O.Box
Phone: 0423 278 800

Email: hello@specialistpm.com.au / Privacy Officer email
sally@specialistpm.com.au
Estate Agent Licence No.: 096277L
ABN: 60699173012