Privacy Policy

Effective From 24/06/2018

 

1. Introduction

Your privacy is important to us, so we’ve compiled this Privacy Policy in accordance with the Privacy Act 1988 and the Australian Privacy Principles (APPs) to help you understand how we use your data, and what your rights are.

We collect your information through our booking platform, our mobile applications, and our real estate business products. Our software is designed for use by third parties like real estate agents and their contractors. Often, your data will be sent to us through those third parties, where we collect, store and hold it.

2. How do we collect your information?

General Collection

We collect your information whenever you register, subscribe to, or use one of our products. For example, if you subscribe to an email list, or create an account or membership with us, we may collect your information. We also collect your information as part of any transactions you do with or through us.

If you contact us by telephone, SMS, phone, fax, email or any other service, we might collect your information as part of fielding your inquiry. Inquiries made through our services, or somebody that uses our services, can also result in the collection of your information; this includes sending a quote order.

Third Party Collection

We collect your information from third parties when they provide us with access to their documents or databases containing your information, or when they refer us business. If you are employed by a third party that uses our services, we might also collect your information in the process of storing notes and data about staff.

We sometimes conduct research on potential clients, and individuals associated with them. This can result in the collection of personal information.

Automated Collection

Parts of our services rely on automated processes. For example, we rely on automated website analytics and location services from time to time. In some cases, these automated processes may capture personal information. This may occur when our website stores a cookie on your browser, when our analytics services log your I.P. address, or when some other automated system logs your information.

3. What information do we collect?

Profiles and Contact Information

Our services sometimes require detailed profiles from users, especially if they are the owner/tenant of the rental property. Aside from general comments and information you enter into our services, we collect identity information like your name, address, DOB, licence and bank details, employment and education and nationality.

In case we or one of our third-party users need to contact you, we may collect your contact information, including your email, telephone and fax and social media.

Residential Information

Given that our services revolve primarily around real estate, we may need to collect information about your residential address, your tenancy information, and information about the owners, renters, purchasers, sales and real estate agents of property. We also capture information about businesses and projects, including information on services offered by real estate agents and other companies.

Analytics

Our analytics capture information about your usage of our services, including trends, decisions, habits, purchases and so on. We also collect I.P. addresses, the addresses of referring websites, browser type, domain name, and other data typically captures by analytics services.

4. Sensitive information

Some information is highly personal, and we understand the need to keep it secure. Although we don’t actively collect sensitive information, our customers sometimes do. For example, real estate agents using our services might ask for your medical or criminal history. In cases like this, we might end up collecting sensitive information through a third party. When we receive sensitive information, we work on the basis that you have consented to us storing it, and we make sure to protect it as diligently as possible.

5. How do we hold your information?

We hold and store your information using third-party data storage services, and through app and software providers that store information. Our employees and contractors also operate devices which may contain your information, in addition to any physical files we might have.

6. How do we secure your information?

Security is extremely important, and we make sure to take every step to protect your information.

We secure your information using industry standard techniques and through the use of reputable vendors. For any inquiries about security, please contact us.

7. Why do we collect your information?

Our Services

We collect, hold, use and disclose your information in order to provide, improve and develop our services, and to develop business opportunities. Most of the time, we collect information simply by virtue of you using our services.

Real Estate Agencies and Property Inquiries

Our services let you enter, access, manage, analyse and communicate information, including personal information in relation to tenancies, property rental and property maintenance. We also need access to your data in order for real estate agents and contractors to provide their services to you.

Improving Our Services

Your data helps us to provide the most up-to-date, fast and effective services possible. By providing us with your information, we’re able to analyse and report property inquiries to real estate agents and allow our users to keep track of leases, rents, sales, prices and other information relevant to the property market. Your data also helps us to communicate with you, and for real estate agents and property managers to contact you.

Email, Comments and Contact Information

Our email, forums and comment sections allow you to get in touch with us and allow us to send you updates, marketing promotions, questionnaires and tech support.

Most importantly, we collect your information so that we can allow you to find and transact with your desired property, buyer or renter.

Data Analysis

We use the information we collect to perform analysis of our services. For example, we may use log information to ascertain the number of unique visitors to our website, whether or not those visitors are repeat visitors and the source of the visits.

8. When do we share your information?

Real Estate Agencies and Third Parties

Information entered into our services is sometimes made available to allow a third party to manage a property maintenance related enquiry. We sometimes provide third parties, such as property management software providers, with benchmarking and reporting services. These services can include analysis of property maintenance history, response time, review of maintenance and etc, by our users.

Infrastructure and Contractors

Like most modern companies, we sometimes need to use other digital services to provide our products to you. This can involve transferring your information to a third party. The third party services we use most often include cloud hosting services, SMS services and IT support staff. We also engage with analytics teams and online payment systems.

The collection and use of your information by a third party may be subject to a separate privacy and security policy. For more information about the third party service providers we use, and their privacy policies, please contact us using the details listed below.

9. Overseas disclosure

Our use of third-party service providers may result in the storage, processing and access of your information outside of Australia. You may not have the same rights in relation to the handling of your information by overseas recipients as you would under Australian privacy law.

By providing us with your information, you consent to the transfer of your information to recipients outside Australia.

We take reasonable steps to ensure that your information will not be held, used or disclosed in a way which is inconsistent with Australian law. For more information about the steps we take with overseas entities, please contact us using the details below.

10. Contact us

You can edit some of your information, including your account details, at will. If there’s anything else you want to change, you can contact us at the email below.

We reserve the right to refuse access to your information or to refuse a correction where there are reasonable grounds for doing so. For example, if providing access to your information would be unlawful or would compromise the privacy of another person, we might reject a request for access.

11. Complaints process

If you have a complaint, please contact our Privacy Officer, contactable on info@cloudants.com.au. When you notify us of a complaint about our handling of your information, we will deal with the complaint by responding to it in writing within a reasonable period (usually 10 business days from the day we receive your email).

We will endeavour to work with you to resolve the complaint entirely within 30 days, although that period may be longer if it is reasonable to take longer given the nature of your complaint.

If you are unsatisfied with our response, you may make refer the complaint to the Office of the Australian Information Commissioner.

12. Amendment

We may amend this Privacy Policy from time to time, and we will attempt to contact you if there are any major changes. If you’re informed of an update and continue to use our services, we will take that as consent to our new privacy policy.