SECTION 01
Introduction
This Privacy Policy explains how LeasePilot Pty Ltd ("LeasePilot", "we", "us") collects, holds, uses, and discloses personal information in connection with our tenant verification and review platform (the "Services").
Personal information has the meaning given in the Privacy Act 1988 (Cth). Sensitive information (such as health information where it may rarely arise in support tickets) receives additional safeguards where the law requires.
By using the Services, you acknowledge that you have read this Policy. If you do not agree with our practices, please do not use the Services.
SECTION 02
What We Collect
The personal information we handle depends on whether you are an agency user, a tenant user, or a visitor. Typical categories include:
- Identity and contact details: name, email address, phone number, and account credentials.
- Agency information: business name, ABN, licence details, office address, billing contacts, and staff roles.
- Tenancy records entered by agencies: property address, rent, tenancy dates, inspection ratings and notes, complaints, and related documentation metadata.
- Tenant profile and claim data: date of birth (for matching and verification), portal login details, and self-service updates you provide.
- Usage and technical data: IP address, device type, browser version, approximate location derived from IP, log timestamps, and security signals.
- Support and dispute content: messages, attachments, and moderator notes necessary to resolve tickets.
SECTION 03
How We Collect
We collect personal information directly from you when you register, complete forms, correspond with us, or use in-product features. We also receive information from subscribing agencies when they create tenant records and enter inspection outcomes on your behalf (subject to their legal basis and notices to you).
In limited cases we may collect information from third parties, such as payment processors (billing status), authentication providers if we enable them, or professional advisers during corporate transactions—only where permitted by law and, where required, with notice.
Cookies and similar technologies help us maintain sessions and understand aggregate usage. See the Cookies section below.
SECTION 04
How We Use It
We use personal information for the primary purpose of providing and improving the Services, including:
- Creating and securing accounts, authenticating users, and enforcing role-based access.
- Displaying permitted tenancy history, scores, and reviews within the product rules.
- Processing subscriptions, invoices, and entitlements.
- Operating dispute mediation workflows and audit logs.
- Detecting fraud, abuse, and security incidents; troubleshooting; and generating de-identified analytics.
- Complying with legal process, responding to regulator requests, and defending legal claims where necessary.
- Sending operational notices, policy updates, and (where permitted) product announcements.
Where the APPs require consent for secondary uses, we will seek it separately (for example, certain marketing communications).
SECTION 05
Disclosure
We may disclose personal information to:
- Agency users authorised to view a tenant record in line with product permissions and lawful use.
- Service providers who assist us (hosting, email delivery, payment processing, error monitoring) under strict confidentiality and data processing terms.
- Professional advisers, insurers, and auditors under confidentiality obligations.
- Law enforcement or regulators when required or permitted by law.
We do not sell personal information. We do not allow our subprocessors to use your data for their own marketing.
SECTION 06
Tenant Score
The Services may calculate or display a tenant score derived from weighted inputs such as inspection category ratings, payment timeliness indicators, complaint flags, and baseline factors configured in our scoring engine.
A score is an automated output reflecting recorded data at a point in time. It is not a credit score under the Privacy Act's credit reporting rules unless we separately designate a product feature as such in writing. Scores should be interpreted alongside source records and human judgment.
Tenants may view explanatory breakdowns in the portal where available. If you believe input data is wrong, use correction pathways described in Your Rights and in-app support.
SECTION 07
Cross-Border Disclosure
Our primary infrastructure is hosted in Australia. If we use vendors that process data outside Australia, we take reasonable steps under APP 8 to ensure overseas recipients do not breach the APPs (for example, contractual clauses and vendor assessments).
A current list of key subprocessor regions is available on request from our support team. Material changes will be reflected in this Policy or an annex where appropriate.
SECTION 08
Data Security
We implement administrative, technical, and physical controls appropriate to the nature of the data we hold, including encryption in transit, access controls, audit logging, and staff training.
No system is perfectly secure. If we become aware of a notifiable data breach under the Notifiable Data Breaches scheme, we will assess and notify affected individuals and the Office of the Australian Information Commissioner in accordance with our legal obligations.
SECTION 09
Data Retention
We retain personal information only as long as needed for the purposes described in this Policy, including to meet legal, accounting, and dispute-resolution requirements.
- Active tenancy and inspection records may be retained for the duration of the business relationship and a defined post-closure period.
- Billing records may be retained for seven years or as tax law requires.
- Support tickets may be retained to demonstrate how issues were handled.
- De-identified or aggregated datasets may be retained for analytics without referencing individuals.
Secure deletion or anonymisation is applied when retention periods expire unless a narrower subset must be archived for legal holds.
SECTION 10
Your Rights
Subject to the APPs, you may request access to personal information we hold about you and ask for corrections if it is inaccurate, out-of-date, incomplete, or misleading.
For data residing in agency-entered records, we may need to coordinate with the relevant agency because they may also be an APP entity. We will explain the process when you contact us.
You may unsubscribe from non-essential marketing at any time using the link in emails or by writing to support. Operational messages about security, billing, or legal updates may still be sent where necessary.
SECTION 11
Cookies
We use cookies and similar technologies to keep you signed in, remember preferences, measure aggregate traffic, and protect against cross-site request forgery. You can control cookies through browser settings, but disabling essential cookies may impair login and security features.
Where analytics cookies are non-essential, we will deploy them consistent with notice and consent requirements that apply to your jurisdiction and our product configuration at the time.
SECTION 12
Children's Privacy
The Services are not directed at children under 15 years of age. We do not knowingly collect personal information from children without parental or guardian consent where required.
If you believe we have collected information from a child in error, contact us promptly and we will take steps to delete it where appropriate.
SECTION 13
Complaints
If you have a privacy complaint, please contact us at support@leasepilot.com.au. We will acknowledge receipt and investigate in a reasonable timeframe.
If you are not satisfied with our response, you may escalate the matter to the Office of the Australian Information Commissioner (OAIC) at www.oaic.gov.au.
SECTION 14
Changes to This Policy
We may update this Privacy Policy from time to time. Material changes will be communicated via the Services or email where appropriate, and the "Last updated" date will be revised.
Continued use after the effective date constitutes acceptance of the revised Policy where the law permits. Historical versions can be requested from support.
SECTION 15
Contact
LeasePilot Pty Ltd — Privacy enquiries: support@leasepilot.com.au.
For formal correspondence, include your name, contact details, and a clear description of your request or complaint so we can assist efficiently.