Privacy Policy
Exclusively Managed Pty Ltd
Effective from: 15 November 2019 (last reviewed July 2025)

Exclusively Managed Pty Ltd (“we”, “us”, “our”) is committed to protecting your privacy in accordance with the Australian Privacy Principles under the Privacy Act 1988 (Cth). This policy explains how we collect, use, store, and disclose your personal information during the provision of our property management and real estate services.

“Personal information” means any information or opinion that identifies or could reasonably identify you. This may include your name, address, email, phone number, employment and income details, identification documents, and other data collected in connection with tenancy, ownership, or service-related dealings.

We collect personal information in various ways, including when you complete rental application forms such as Ignite or Form 22, when you contact us via our website, email, phone or in person, when you apply for or enquire about rental properties, or when you register as a landlord or engage with our services. We may also receive personal information from third parties including referees, credit reporting agencies, tenancy databases, previous landlords or agents, and utility connection services. Additionally, we use third-party verification tools and data providers such as RP Data / CoreLogic, Domain Pricefinder, ID4me.biz, and similar platforms to assist in confirming property ownership, verifying identity, and assessing property values or applicant suitability.

The types of personal information we may collect include your name, residential and postal address, email address, telephone number, employment details, financial information, date of birth, rental history, identification documents, pet ownership, ownership of real estate, and other information required to assess tenancy or provide property management services. We only collect what is reasonably necessary for our business functions or to meet legal requirements.

We use your personal information to assess and process rental applications, manage tenancy agreements and property portfolios, facilitate inspections and maintenance, communicate with tenants and landlords, respond to enquiries or complaints, verify property ownership or applicant identity, comply with our legal obligations, and inform you of relevant updates, services, or opportunities. We may contact you via phone, SMS, email, or mail in connection with these purposes.

We may disclose your personal information to landlords or their representatives, tradespeople and contractors, reference check providers, tenancy databases, utility service providers, insurance brokers, legal representatives, regulatory authorities, or any third parties engaged to assist us in delivering our services. We will only share your information when necessary or legally required and will always aim to protect it in accordance with this policy.

We may use third-party platforms to access or cross-reference information, including but not limited to RP Data / CoreLogic, Domain Pricefinder, Ignite, and ID4me.biz. These services support our functions in confirming property ownership, verifying identity, conducting reference checks, and analysing market or rental data. Any data obtained through these sources is handled in line with this policy and Australian privacy laws.

Your information may be stored in secure physical files, local databases, or cloud-based systems. Some cloud services may store data on servers located outside Australia. Where data is stored or processed overseas, we take reasonable steps to ensure these providers maintain standards equivalent to the Australian Privacy Principles.

Unsuccessful rental applications are securely retained for a limited time, no longer than three months, to meet record keeping or audit requirements. After this period, hard copy files are destroyed and digital records are permanently deleted. You may request earlier removal of your application data by contacting us in writing. Approved tenancy records are retained in accordance with real estate and trust account legislation, and may be held for up to seven years after the conclusion of a tenancy or transaction, depending on the type of record.

We take reasonable steps to protect personal information from misuse, interference, loss, and unauthorised access, modification, or disclosure. Our safeguards include physical security, digital encryption, and staff access protocols. However, we cannot guarantee the security of information transmitted electronically. All transmission is carried out at your own risk.

In the event of a data breach that is likely to result in serious harm, we will notify affected individuals and report the breach to the Office of the Australian Information Commissioner (OAIC) in accordance with the Notifiable Data Breaches scheme under the Privacy Act.

You have the right to request access to personal information we hold about you, and to request corrections if you believe the information is inaccurate, incomplete, outdated, irrelevant or misleading. Requests should be made in writing to samantha.eason@exclusivelymanaged.com.au. We may require proof of identity before releasing any information and reserve the right to charge a reasonable administrative fee. We may lawfully refuse access in limited circumstances permitted under the Privacy Act.

By providing your contact details to us, you consent to receiving communications, tenancy-related documents, and notices electronically, unless you advise otherwise in writing.

If you have any concerns or complaints about how we handle your personal information, you may write to us at PO Box 1181, North Lakes, QLD 4509. We treat all complaints seriously and aim to provide a written response in a timely manner.

When you visit our website (https://www.exclusivelymanaged.com.au/), we may collect limited non-identifying information such as your browser type, device details, operating system, time spent on the site, pages visited, and referring site. This information is collected in aggregate and is used to improve website functionality and user experience. Our website may use cookies to enhance browsing, analyse usage, and deliver targeted advertising through third-party platforms such as Google Ads. You may disable cookies in your browser settings, though this may affect your user experience.

Our website may contain links to other sites not owned or controlled by us. These links are provided for convenience only. We are not responsible for the content or privacy practices of external sites and recommend reviewing their privacy policies before submitting personal information.

This policy may be updated from time to time to reflect legislative changes or operational updates. The most recent version will always be available on our website. By continuing to engage with us or use our services, you accept the terms of the current policy.