1. Personal Information We Collect

The types of personal information we may collect depend on your dealings with us and may include:

• name;

• residential, postal and property addresses;

• email address;

• telephone number;

• date of birth;

• identification information;

• property ownership information;

• property enquiry and inspection details;

• buyer or tenant requirements and preferences;

• seller, landlord or property management information;

• transaction and contractual information;

• financial or payment information where reasonably required;

• communications and correspondence with us;

• complaint information;

• information provided through online forms;

• website usage information;

• IP address, browser and device information; and

• other information reasonably required to provide our services or comply with legal obligations.

Where permitted or required by law, we may also collect identity verification or other information necessary for regulatory, fraud-prevention, compliance or property transaction purposes.

2. How We Collect Personal Information

We may collect personal information directly from you when you:

• contact us;

• submit an enquiry through our website or a property portal;

• request or attend a property inspection;

• enquire about buying, selling, leasing or managing a property;

• engage us to provide real estate services;

• submit an application or form;

• communicate with us by telephone, email, SMS or other means;

• enter into an agreement with us; or

• subscribe to property or marketing communications.

We may also receive personal information from third parties where permitted by law, including:

• property owners;

• vendors;

• landlords;

• tenants;

• purchasers;

• developers;

• builders;

• property managers;

• conveyancers and solicitors;

• property portals;

• contractors and service providers;

• government agencies;

• publicly available sources; and

• other parties involved in a property transaction.

3. Information Collected Through Our Website

When you use our website, certain technical information may be collected automatically, including:

• IP address;

• browser type;

• device information;

• pages visited;

• referral source;

• approximate location derived from technical information; and

• website interaction data.

We may use cookies and analytics technologies to understand website usage, improve functionality, measure performance and support security.

You may be able to control or disable cookies through your browser settings, although some website functionality may be affected.

4. Why We Collect, Use and Disclose Personal Information

We may collect, hold, use and disclose personal information for purposes including:

• responding to property enquiries;

• arranging inspections;

• communicating with prospective purchasers, tenants, vendors and landlords;

• marketing and advertising properties;

• providing sales, property management, buyer advocacy or other real estate services;

• preparing and administering agency agreements and property transactions;

• processing applications;

• managing client relationships;

• verifying identity where required;

• managing payments and business administration;

• complying with legal, regulatory and professional obligations;

• maintaining business records;

• preventing fraud or misuse;

• handling complaints;

• improving our services and website;

• sending property updates and marketing communications where permitted by law; and

• other purposes reasonably related to our real estate activities.

5. Property Enquiries and Inspections

If you enquire about a property or register for an inspection, we may collect your name, contact details and information about your property requirements.

We may use this information to:

• respond to your enquiry;

• arrange or confirm an inspection;

• provide information about the relevant property;

• notify you of changes to inspection arrangements;

• communicate with you regarding the sale or lease; and

• provide information about other properties that may be relevant to your enquiry, where permitted by law.

Your information may also be disclosed to the property owner, vendor, landlord or their authorised representative where reasonably necessary in connection with the property.

6. Sellers, Landlords and Property Management Clients

If you engage PropRoo to sell, lease or manage a property, we may collect information necessary to:

• verify your identity;

• establish property ownership or authority;

• prepare agency documentation;

• market the property;

• communicate with prospective purchasers or tenants;

• manage inspections;

• administer the transaction or tenancy;

• arrange maintenance or services;

• handle payments and records; and

• comply with applicable legal and regulatory obligations.

7. Disclosure to Third Parties

We may disclose personal information where reasonably necessary to parties including:

• vendors and property owners;

• landlords;

• purchasers and tenants where appropriate;

• developers and builders;

• conveyancers and solicitors;

• accountants and professional advisers;

• property managers;

• tradespeople and contractors;

• photographers and marketing providers;

• property listing portals;

• software and CRM providers;

• website hosting providers;

• cloud storage providers;

• analytics providers;

• payment service providers;

• identity verification or compliance providers;

• insurers;

• government authorities;

• regulators; and

• other service providers assisting us in operating our business.

We do not disclose personal information to third parties merely for their unrelated commercial use without an appropriate legal basis.

8. Property Portals and Third-Party Platforms

Property enquiries may be submitted through third-party platforms or property portals.

Where you provide personal information through a third-party platform, that provider may also collect and process your information under its own privacy policy.

PropRoo is not responsible for the privacy practices of third-party platforms.

9. Overseas Disclosure

Some technology, cloud, software, communication or data storage providers used by PropRoo may process or store information outside Australia.

Where reasonably practicable, we take steps to understand how our service providers handle personal information and to use reputable providers with appropriate privacy and security measures.

If PropRoo is likely to disclose personal information to overseas recipients, we will identify relevant countries in this Privacy Policy where practicable.

This section is important. APP 1 specifically requires covered entities to state whether personal information is likely to be disclosed overseas and, where practicable, identify the countries involved.

You should therefore check where your actual services host data. For example, your website, Microsoft 365, CRM, property management software, analytics and form providers may matter here.

10. Direct Marketing

Where permitted by law, we may use your contact details to send you information about:

• properties;

• inspections;

• market updates;

• property services; and

• other information that may be relevant to your dealings with us.

You may opt out of marketing communications at any time using an unsubscribe facility provided in the communication or by contacting us.

We may still send non-marketing communications that are reasonably necessary in connection with an existing enquiry, transaction or service.

11. Data Security

We take reasonable steps to protect personal information from misuse, interference, loss, unauthorised access, modification and disclosure.

Security measures may include appropriate access controls, password protection, secure systems, staff procedures and reputable technology providers.

However, no method of electronic transmission or storage can be guaranteed to be completely secure.

12. Retention of Personal Information

We retain personal information for as long as reasonably necessary for the purposes for which it was collected and to satisfy applicable legal, regulatory, accounting and record-keeping requirements.

When personal information is no longer reasonably required, we may take reasonable steps to destroy or de-identify it, subject to legal retention requirements.

13. Accessing and Correcting Your Personal Information

You may request access to personal information we hold about you or ask us to correct information that you believe is inaccurate, out of date, incomplete, irrelevant or misleading.

To make a request, contact us using the details below.

We may need to verify your identity before providing access or making changes.

In some circumstances, access may be refused or limited where permitted by law. If that occurs, we will provide an explanation where required.

14. Anonymity and Pseudonyms

Where lawful and practicable, you may interact with us anonymously or using a pseudonym.

However, we may need to identify you where this is required by law or where identification is reasonably necessary to provide a particular real estate service or complete a transaction.

15. Privacy Complaints

If you believe we have not handled your personal information appropriately, please contact us using the details below.

Please include sufficient information for us to understand and investigate the issue.

We will review the complaint and aim to respond within a reasonable period.

If your concern is not resolved, and the Privacy Act applies to the matter, you may be entitled to contact the Office of the Australian Information Commissioner (OAIC).

16. Data Breaches

Where applicable, PropRoo will assess suspected data breaches and take appropriate action in accordance with applicable privacy and data breach notification requirements.

Where notification is required by law, affected individuals and the relevant regulator will be notified as required.

17. Third-Party Links

Our website may contain links to third-party websites.

We are not responsible for the privacy practices or content of websites operated by third parties.

We recommend reviewing their privacy policies before providing personal information.

18. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our business practices, technology or legal requirements.

The current version will be published on our website together with the date of the latest update.

19. Contact Us

For privacy enquiries, requests for access or correction, or privacy complaints, contact:

PropRoo Pty Ltd
Email: admin@proproo.com.au
Website: www.proproo.com.au