Square Privacy Policy

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About this policy

Square Investments Real Estate, (“Square PM”, “we”, “us”), is an owner-managed property management agency operating in Victoria. This policy explains how we collect, use, disclose, store and destroy personal information.

We have adopted the Australian Privacy Principles as our standard of practice. We also comply with the renter’s information provisions of the Residential Tenancies Act 1997 (Vic). Where those provisions impose a stricter requirement, we follow them.

 Whose information we collect

We collect personal information about:

– rental providers (property owners) who engage us;

– renters and rental applicants;

– people who enquire about or inspect a property;

– tradespersons, contractors and suppliers; and

– people who contact us or use our website.

What we collect

Depending on our dealings with you, we may collect:

– name, address, telephone number and email address;

– identity documents and proof of income, as provided for in the prescribed rental application form;

– rental history and references;

– bank account details needed for rent and disbursements;

– records of communications, inspections, maintenance and tenancy matters; and

– property ownership and insurance details for rental providers.

For rental applications, we request only the information provided for in the prescribed rental application form under the Residential Tenancies Act 1997 (Vic).

How we collect it

We collect information directly from you wherever possible: through our rental application platform, inspection bookings, our property management system, email, telephone and in person. With your consent, we may also collect information from referees, previous rental providers or agents, and identity verification services.

Why we collect it and how we use it

We use personal information to:

– assess rental applications;

– prepare, administer and end rental agreements;

– arrange repairs, maintenance and safety compliance;

– collect rent and pay rental providers;

– manage disputes, including proceedings before the Victorian Civil and Administrative Tribunal (VCAT); and

– meet our legal obligations.

Information provided on a rental application is used only to assess the applicant’s suitability as a renter, or as otherwise required under the Residential Tenancies Act 1997 (Vic) (s 30B). We do not use renters’ or applicants’ information for marketing, and we do not sell personal information.

Who we disclose it to

We disclose renters’ information only with written consent or where the law permits (Residential Tenancies Act 1997 (Vic), s 505BD). The recipients we may disclose to, and the purposes, are set out in our Renter’s Information Statement.

Information about rental providers, tradespersons and other people is disclosed only as needed to manage the property and the tenancy, or as required or authorised by law.

How we protect and store it

We take reasonable steps to protect personal information from misuse, interference and loss, and from unauthorised access, modification or disclosure. Those steps include restricted access, password and multi-factor authentication controls, and secure property management software.

Personal information is held in our property management system (PropertyMe), our rental application platform Ignite & Google Forms via our website, and our business email and document storage.

Some of our software providers, including Google, may store information on servers located outside Australia. We use only reputable providers that maintain recognised security standards.

How long we keep it

We destroy or permanently de-identify renters’ and applicants’ information within the periods required by s 505BC of the Residential Tenancies Act 1997 (Vic). Those periods are set out in our Renter’s Information Statement. Other personal information is kept only for as long as it is needed for the purpose for which it was collected, or as required by law, including trust accounting and taxation record-keeping requirements.

Automated decision-making

We receive rental applications through two systems: Ignite, and a Google Form on our website.

Ignite uses a computer program to organise and present applications for each property. It uses the information an applicant provides on the prescribed rental application form, including identity, income, rental history and references. Ignite ranks / scores / shortlists applications, and that output assists our assessment.

Applications received through our Google Form are not ranked, scored or shortlisted by any computer program.

Kinds of decisions made solely by a computer program: none. No rental application is approved or declined by a computer program.

Kinds of decisions where a computer program does something substantially and directly related to the decision: the assessment of rental applications received through Ignite, as described above.

Every application is assessed personally by our Principal, who reviews the application itself and not only any platform output, and is approved by the rental provider.

Tenancy databases

We list a renter on a residential tenancy database only in the circumstances permitted by, and in accordance with the notice requirements of, the Residential Tenancies Act 1997 (Vic).

Website

Our website uses cookies and analytics to understand how it is used. Your information is combined with that of other visitors and is not used to identify you. Our website is protected by Google reCAPTCHA, which collects device and usage information and is subject to Google’s Privacy Policy and Terms of Service. Information you submit through a website enquiry form is used only to respond to your enquiry.

Access and correction

You may request access to, or correction of, the personal information we hold about you by contacting us. We will respond within a reasonable time, usually within 30 days. If we cannot provide access, we will explain why.

Questions and complaints

 Please direct any privacy question or complaint to Jason Crofts-Smith, Principal, Square Investments Real Estate, at sire@email.propertyme.com or on 0414 893 885, or by post to PO Box 249, Hastings VIC 3915. We will acknowledge your complaint promptly and aim to resolve it within 30 days. If you are not satisfied with our response, you may contact Consumer Affairs Victoria or, where applicable, the Office of the Australian Information Commissioner.