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Privacy Statement

Tenancy Ninja respects your privacy and is dedicated to safeguarding your personal information. We comply with the Privacy Act 1988 (Cth) and the Australian Privacy Principles outlined in the Act.

We ensure that all our staff, including officers, employees, and subcontractors, are aware of and understand Tenancy Ninja’s responsibilities, as well as their own, under the Act. We achieve this through training and the implementation of internal policies and procedures designed to prevent personal information from being improperly collected, used, disclosed, retained, accessed, or disposed of.

This Policy applies to all your interactions with us, whether in person, by telephone, email, written correspondence, or through our website and social media platforms.

Policy Objectives

This Policy aims to:

  • Provide clarity and a comprehensive understanding of the types of personal information we collect and hold;

  • Clearly explain how and when we collect, disclose, use, store, and otherwise manage personal information;

  • Inform you of the reasons we collect, hold, use, and disclose personal information;

  • Guide you on how to access and seek correction of your personal information;

  • Explain how to make a complaint and how we will respond to any such complaint;

  • Outline the circumstances in which we might disclose personal information to overseas recipients;

  • Increase the transparency of our operations.

Definitions

For the purpose of this Policy, the following definitions align with section 6 of the Act:

  • Health information: Includes details related to an individual’s health, health services, and genetic information relevant to predicting the health of the individual or their relatives.

  • Personal information: Refers to details about an identifiable individual, whether true or not, and whether recorded in any form.

  • Sensitive information: Includes details about an individual’s racial or ethnic origin, political opinions, religious beliefs, sexual orientation, and health information, among others.

Collection of Personal Information

When you engage with Tenancy Ninja, whether as a seller, buyer, lessor, or lessee, or another client we collect personal information to provide our services. We only collect personal information when it is necessary for the services we offer or the functions we perform.

The types of personal information we generally collect include, but are not limited to:

  • Name, date of birth, residential and postal addresses;

  • Email address, telephone numbers;

  • Occupation, business address;

  • Financial information such as income, employer details, and banking information;

  • Information about your family, such as spouse or partner details, dependent children, and cohabitants;

  • Details of properties owned by you.

While we typically do not collect sensitive information, there may be instances where such information is provided by you, such as requesting a property with specific features related to health needs or providing details about your spouse that indicate sensitive information.

We will only collect sensitive information if:

  • It is essential for our services or functions;

  • You consent to its collection; or

  • We are legally required or permitted to collect such information.

Whenever feasible, we collect personal information directly from you, but we may also collect information from third parties or public sources, such as credit reporting agencies, your legal adviser, past or current employers, and tenancy databases.

If we receive unsolicited personal information, we will determine if it could have been lawfully collected. If not, we will destroy or de-identify the information, provided it is lawful and reasonable to do so.

You may choose to interact with us anonymously or using a pseudonym when it is lawful and practical. However, for some services, particularly when documents need to be submitted to government agencies or financial institutions, we will require your accurate identification.

Collection from Our Website

Tenancy Ninja may collect personally identifiable information such as your email address, name, and home or work address when you interact with us online. We may also collect anonymous demographic information like your postcode, age, gender, preferences, and interests.

Additionally, information about your computer hardware and software, including IP address, browser type, and access times, may be automatically collected. This helps us operate the service, maintain quality, and generate statistics on website usage.

If you share personally identifiable information on public forums like blogs, this information may be collected and used by others. Tenancy Ninja does not monitor your private online communications.

We encourage you to review the privacy policies of other websites linked to from Tenancy Ninja so that you understand their privacy practices. We are not responsible for the privacy policies or content of external sites.

Use and Disclosure of Personal Information

Personal information collected by Tenancy Ninja is used for:

  • Assisting in property sales, purchases, and leases, property management, training and sales of our products

  • Assisting with tenancy disputes;

  • Coordinating property repairs or maintenance;

  • Managing client and business relationships;

  • Marketing products and services to you.

We may disclose your personal information to various parties, including:

  • Prospective property buyers or sellers;

  • Legal advisors, financial institutions, insurers, utility providers;

  • Contractors providing property management services;

  • Tradespeople involved in property maintenance;

  • Government agencies like the Titles Registry Office;

  • Tenancy information databases and real estate websites.

We only disclose personal information for the purpose it was collected or for purposes directly related to our functions.

Security and Retention of Personal Information

Your personal information may be stored in hard copy or electronically. Tenancy Ninja is committed to keeping your information secure through:

  • Confidentiality agreements with employees and contractors;

  • Secure storage of documents and computer system access controls;

  • Security measures for our websites, including encryption.

We periodically review our security measures and dispose of information no longer needed.

Access to Personal Information

You may request access to your personal information held by Tenancy Ninja. We will respond to requests within a reasonable timeframe and may charge a fee for accessing your information.

If you wish to update or correct your information, contact us (see the Contact section below). If we deny access or correction, we will provide written reasons and information on how to lodge a complaint.

Complaints

If you believe your privacy rights have been breached, you may contact Tenancy Ninja. We aim to resolve complaints within 20 business days. If you are not satisfied with our response, you may contact the Office of the Australian Information Commissioner (OAIC). 

Officer of the Australian Information Commissioner (OAIC)

GPO Box 5218 SYDNEY NSW 2001
enquiries@oaic.gov.au
1300 363 992

Contacting Us

For any privacy-related queries or complaints:

Tenancy Ninja
tenancyninja@gmail.com
 

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