1. About this Privacy Policy
 

Keyside Real Estate Pty Ltd (Keyside Real Estate, we, us or our) respects the privacy of the people we deal with and is committed to managing personal information responsibly and transparently.
 

This Privacy Policy explains how we collect, hold, use and disclose personal information in connection with our real estate services.

We handle personal information in accordance with the Privacy Act 1988 (Cth) and the Australian Privacy Principles (APPs) where applicable.

This Privacy Policy may apply to rental providers, renters, rental applicants, property owners, sellers, buyers, prospective clients, contractors, service providers and other people who interact with Keyside Real Estate.
 

For some activities, such as rental applications and tenancy database checks, we may also provide a separate privacy collection notice or obtain specific authorisations where appropriate.
 

2. What personal information we collect

The personal information we collect depends on your relationship with us and the services we provide.

It may include:
 

• name, date of birth and contact details;

• current and previous addresses;

• identification information where reasonably required;

• employment, income and financial information;

• rental and tenancy history;

• information contained in rental applications;

• references and referee details;

• emergency contact information;

• bank account or payment information;

• property ownership and property-related information;

• information relating to the purchase, sale, leasing or management of property;

• correspondence and communications with us;

• maintenance, repair and inspection information;

• photographs and videos relating to properties;

• pet or vehicle information where relevant;

• information provided through our website or enquiry forms; and

• other information reasonably required to provide our services or meet legal or regulatory requirements.
   

In limited circumstances, we may collect sensitive information where it is reasonably necessary for our activities and permitted by law.
 

3. How we collect personal information
 

Where practicable, we collect personal information directly from you.

We may collect information when you:

• contact us by telephone, email or in person;

• complete an enquiry, appraisal or other form;

• submit a rental application;

• enter into a property management, leasing or sales arrangement;

• attend an inspection;

• use our website or online services; or

• otherwise provide information to us in connection with our services.
   

We may also receive personal information from third parties where appropriate, including rental providers, renters, previous or current real estate agents, employers, referees, contractors, owners corporations, professional advisers, government bodies, online property platforms and other parties involved in a property transaction or tenancy.
 

4. Information collected through our website

When you visit keysiderealestate.com.au, we may collect information you provide through contact or enquiry forms, such as your:

• name;

• telephone number;

• email address;

• property details; and

• enquiry or message.
   

We do not generally use our website to collect or store identity documents.
 

Our website and technology providers may also automatically collect technical information such as IP addresses, browser information, device information and website activity.
 

This information may be used to operate, secure and improve our website and understand how visitors use it.
 

5. Why we collect, hold, use and disclose personal information
 

We may collect, hold, use or disclose personal information to:

• provide property management, leasing and sales services;

• communicate with clients, rental providers, renters, applicants, buyers and sellers;

• assess rental applications;

• verify identity, employment, income, references and rental history;

• conduct authorised tenancy database checks;

• prepare property management, leasing, tenancy or sales documentation;

• administer rent, payments, expenses and other property-related transactions;

• arrange inspections, maintenance, repairs and compliance services;

• communicate with contractors and service providers;

• manage properties and tenancies;

• respond to enquiries and provide property appraisals;

• assist with property transactions;

• maintain appropriate business records;

• manage complaints, disputes and legal matters;

• comply with legal and regulatory requirements; and

• provide information about our services where permitted by law.
   

We may also use personal information for purposes directly related to the reason it was collected where you would reasonably expect us to do so, or where otherwise permitted or required by law.
 

6. Who we may disclose personal information to
 

Depending on the circumstances, we may disclose personal information to:

• rental providers and property owners;

• renters and rental applicants where appropriate;

• buyers, sellers and parties involved in property transactions;

• previous or current real estate agents;

• employers and referees;

• rental application and tenancy database providers;

• contractors, tradespeople and maintenance providers;

• owners corporations and building managers;

• utility and connection service providers where authorised;

• insurers;

• legal, accounting and other professional advisers;

• financial institutions and payment providers;

• government bodies, regulators, tribunals or law enforcement authorities where permitted or required by law; and

• technology, website, communication and cloud service providers.
   

We do not disclose personal information for unrelated purposes unless authorised by you or permitted or required by law.
 

7. How we store and protect personal information
 

Keyside Real Estate may hold personal information electronically and, where necessary, in physical records.
 

Personal information may be contained in documents, emails, photographs, videos and other records created or received in connection with our real estate services.
 

We may store personal information electronically using property management, tenancy application, email and cloud storage systems.
 

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

These measures may include access controls, password and authentication measures, appropriate security settings, limiting access to authorised persons who require the information for legitimate business purposes, and using reputable technology and service providers.
 

Physical records, where held, are kept securely and access is limited to authorised persons.
 

There are inherent risks associated with transmitting information over the internet, and no electronic transmission or storage system can be guaranteed to be completely secure. Once personal information is in our possession or control, we take reasonable steps to protect it in accordance with applicable privacy requirements.
 

If we become aware of a data breach involving personal information, we will assess and respond to the incident in accordance with applicable privacy and data breach requirements.
 

8. Retention of personal information

We retain personal information for as long as reasonably required to provide our services, maintain appropriate business records, resolve disputes and comply with legal and regulatory requirements.

When personal information is no longer required and we are not legally required to retain it, we will take reasonable steps to securely destroy or de-identify it.
 

9. Overseas disclosure of personal information

Keyside Real Estate uses some technology and service providers that may store or handle personal information outside Australia.
 

These locations may include the United States, Ireland, Israel, South Korea and Taiwan, as well as other locations in Europe and Asia, depending on the service provider.
 

Where personal information is disclosed overseas, we take reasonable steps to ensure it is handled appropriately and in accordance with applicable privacy requirements.
 

We may update this Privacy Policy if our service provider arrangements materially change.
 

10. Accessing and correcting your personal information

You may request access to personal information Keyside Real Estate holds about you.
 

You may also request correction of personal information if you believe it is inaccurate, out of date, incomplete, irrelevant or misleading.
 

Requests can be made to:

Privacy Officer
Keyside Real Estate Pty Ltd
Email: contact@keysiderealestate.com.au
Telephone: 0468 937 680
Postal address: PO Box 2678, Rowville VIC 3178
 

We may take reasonable steps to verify your identity before providing access to personal information.
 

We will respond to access and correction requests within a reasonable period.
 

In some circumstances permitted by law, we may refuse access to particular information. Where appropriate, we will explain the reason for the refusal and any available options.
 

11. Privacy complaints

If you have concerns about how Keyside Real Estate has handled your personal information or believe that we may have breached the Australian Privacy Principles, you may make a privacy complaint to us.

Please contact:

Privacy Officer
Keyside Real Estate Pty Ltd
Email: contact@keysiderealestate.com.au
Telephone: 0468 937 680
Postal address: PO Box 2678, Rowville VIC 3178
 

Please provide enough information for us to understand and investigate your concern.
 

We will investigate your complaint and aim to provide a response within 30 days.
 

If you have not received a response within a reasonable period, usually 30 days, or you are not satisfied with our response, you may lodge a complaint with the:

Office of the Australian Information Commissioner (OAIC)
www.oaic.gov.au
 

The OAIC guidance specifically contemplates giving the organisation a reasonable period, usually about 30 days, to respond before escalating a complaint. 
 

12. Direct marketing

From time to time, we may use personal information to communicate with you about Keyside Real Estate services or property-related information where permitted by law.
 

You may ask us at any time not to send you direct marketing communications.
 

You can opt out by:

• using an unsubscribe facility provided in the communication; or

• contacting us at contact@keysiderealestate.com.au.
   

We will take reasonable steps to action your request.
 

13. Dealing with us anonymously or using a pseudonym

Where lawful and practicable, you may interact with Keyside Real Estate anonymously or by using a pseudonym, such as when making a general enquiry.

However, we may need to know your identity to provide real estate services, assess a rental application, enter into an agreement, verify ownership or identity, manage a tenancy or property, or comply with legal requirements.
 

14. Third-party websites and services

Our website or communications may contain links to third-party websites or services.
 

Those third parties may have their own privacy policies and information-handling practices.
 

Keyside Real Estate is not responsible for the privacy practices of third-party websites or services that we do not control.
 

We encourage you to review the relevant privacy information when using third-party services.
 

15. Changes to this Privacy Policy

We may update this Privacy Policy from time to time to reflect changes to our services, technology, information-handling practices or applicable privacy requirements.
 

The current version will be available at:

keysiderealestate.com.au
 

The date at the beginning of this policy shows when it was last updated.
 

16. Contact us

For questions about this Privacy Policy or how Keyside Real Estate manages personal information, please contact:
 

Privacy Officer
Keyside Real Estate Pty Ltd

Email: contact@keysiderealestate.com.au
Telephone: 0468 937 680
Postal address: PO Box 2678, Rowville VIC 3178
Website: keysiderealestate.com.au