Privacy Policy
Exclusively Managed Pty Ltd
Effective from: 30th August 2025
Our Commitment
We are committed to protecting your privacy in accordance with the Australian Privacy Principles under the Privacy Act 1988 (Cth), the Residential Tenancies and Rooming Accommodation Act 2008 (Qld), and the upcoming Privacy Act reforms commencing 30 August 2025. This policy explains how we collect, use, store and share your information when providing property management and real estate services.
What We Collect
Personal information means any information that identifies you, or could reasonably identify you. This may include your name, address, date of birth, contact details, identification documents, rental history, employment and financial details, property ownership records and other information required to assess tenancy or provide management services. Sensitive information, such as health data or criminal history, is only collected with your consent or when required by law.
How We Collect It
We may collect your information through rental application forms such as Ignite or Form 22, through direct communication with us by phone, email, website or in person, and through tenancy agreements, inspections and maintenance requests. Information may also be provided to us by referees, credit reporting agencies, tenancy databases, tradespeople, utility service providers and other third parties involved in the tenancy process. In addition, we use verification platforms such as RP Data, CoreLogic, Domain Pricefinder and ID4me.biz to confirm property ownership, verify identity and support tenancy assessments.
Why We Use It
Your information is used to assess and process applications, verify identity and ownership, manage tenancies and property portfolios, facilitate inspections and maintenance, handle enquiries or disputes, comply with our legal obligations, and lodge details with tenancy databases where legally permitted. It is also used to send tenancy-related documents, notices and relevant updates to tenants and landlords.
Who We Share It With
We may share your information with landlords and their representatives, tradespeople and contractors engaged for property services, tenancy databases and reference check providers, utility companies, insurers, legal representatives and regulators. Where required, we may also disclose information to the RTA, QCAT or other authorities. We will never share your personal information with unrelated third parties unless legally required.
Storage and Security
Your information is stored securely in physical files, local databases and encrypted cloud systems. Where data is held overseas, we take reasonable steps to ensure providers comply with Australian privacy standards. Unsuccessful applications are securely retained for up to three months before being destroyed unless you request earlier removal. Tenancy and financial records are held for up to seven years as required under law. We take steps to protect against misuse, loss or unauthorised access through encryption, access controls, training and secure destruction of records.
Data Breaches
If a data breach occurs that is likely to cause serious harm, we will notify affected individuals without delay and report the incident to the Office of the Australian Information Commissioner in line with the Notifiable Data Breaches Scheme.
Your Rights
You have the right to access the personal information we hold about you and to request corrections if you believe the information is inaccurate, incomplete or outdated. You may also withdraw consent for certain uses of your information where it is not legally required. Requests must be made in writing to samantha.eason@exclusivelymanaged.com.au. Proof of identity may be required and a reasonable administration fee may apply.
Electronic Notices
By providing your contact details to us, you consent to receiving tenancy documents, notices and communications electronically unless you opt out in writing.
Website and Cookies
When you visit www.exclusivelymanaged.com.au, limited non-identifying information such as device details, browser type, pages visited and referral sources may be collected to improve functionality. Cookies may be used to enhance browsing, analyse usage and deliver targeted advertising through platforms such as Google Ads. You can disable cookies in your browser, but this may affect website performance.
Complaints
If you have concerns about how your information has been handled, please contact us in writing at PO Box 1181, North Lakes QLD 4509 or by email at samantha.eason@exclusivelymanaged.com.au. We will respond promptly and in writing. If you are not satisfied with our response, you may escalate your complaint to the Office of the Australian Information Commissioner or the Office of the Information Commissioner Queensland.
Updates
This policy may be updated to reflect legal changes or operational updates, including the Privacy Act reforms commencing on 30 August 2025. The most recent version will always be available on our website. By continuing to use our services, you agree to the terms of the current policy.