Element Property Services – Privacy Policy

Effective Date: 20^th January 2026
Website: www.elementpropertyservices.com.au
Phone: 6190 1500

1. Identity of Organisation and Privacy Contact Person

Element Property Services (“we”, “us”, “our”) is a property management agency committed to safeguarding the privacy of personal information in accordance with the Privacy Act 1988 (Cth) and the Australian Privacy Principles (APPs). OAIC

Privacy Officer:
Danielle Coady
Email: admin@elementpropertyservices.com.au
Phone: 6190 1500

2. Mechanisms for Collecting Personal Information

We collect personal information via:

• Online enquiry and application forms on our website or via Inspect Real Estate.
• In-person contact at inspections, appointments and meetings
• Email, telephone and written correspondence
• Third parties such as referees, service providers, landlords, tenants and electronic tenancy platforms where necessary

We take reasonable steps to ensure information is collected directly from you unless collection from another source is permitted by law.

3. Types of Personal Information Collected and Held

We may collect, hold and use the following categories of personal information:

• Full name, residential address, contact details (email, phone)
• Date of birth and identification information
• Employment, income and financial details for tenant assessments
• Property and rental history
• Emergency contact information
• Correspondence records with our agency
• For rental inspections all we require is name, phone number and email address.

Sensitive information (e.g. health or racial information) will only be collected with consent and where permissible under law. OAIC

4. Purpose(s) for Collection and Use

We collect your personal information either directly from you (in person, email, electronic forms or QR codes, through tenancy applications and agency agreements, via third party platforms and service providers,  from referees, agents and residential tenancy databases (where permitted), from government bodies, regulators, publicly available sources or from other parties authorised by you or permitted by law for the purpose of:

• Providing property management services
• Assessing tenancy applications
• Communicating with landlords, tenants and service providers
• Managing leasing, rent collection and maintenance
• Compliance with legal, regulatory and contractual obligations
• Job applications

Your information will not be used for purposes unrelated to property management without your consent unless permitted by law.

5. Secondary Uses and Related Purposes

We may use personal information for purposes related to our core functions, including:

• Sending important service-related notices and updates
• Improving our systems and client experience
• With your consent, sending marketing material you have opted into

You may opt-out from marketing at any time.

6. Intended Recipients / Disclosures

We may disclose personal information to:

• Landlords, owners and prospective tenants
• Tradespeople and contractors for maintenance and inspections. This includes Smoke Alarms Australia for annual smoke alarm compliance checks
• Utility connection services (including MyConnect)
• Credit reporting bodies and referees (in tenant assessments)
• Professional advisors, insurers, legal and government authorities (including ACT Office of Rental Bonds)  when required by law

Where permitted by law, we may disclose information to residential tenancy databases including TICA and the National Tenancy Database

We will not sell your personal information.

7. Whether Information Disclosure Overseas is Likely (and Where)

We primarily hold personal information in Australia. In some cases, information may be stored or processed by third-party service providers whose servers are located overseas. If so, we take reasonable steps to ensure that overseas recipients handle your personal information in accordance with Australian privacy standards. OAIC

8. Automated Decision-Making Disclosure (by 10 December 2026)

We do not currently use automated decision-making processes that could reasonably be expected to significantly affect your rights or interests. If this changes, we will update this policy to disclose:

• The types of personal information used
• The kinds of decisions made
• The outcomes and impacts of the automated decisions

This is in anticipation of requirements under the Privacy Act amendments regarding automated decision-making transparency. OAIC

9. Information Security Measures Taken

We take reasonable steps to protect your personal information from misuse, interference, loss, unauthorised access, modification or disclosure, including:

• Secure electronic systems with access controls
• Physical security of paper records
• Staff training on privacy obligations

10. Information Retention and Destruction Practices

We retain personal information only as long as necessary for lawfully fulfilling the purpose of collection or as required by law. When no longer required, we destroy or de-identify personal information in a secure manner.

• Trust and property records for at least 5 years and;
• Taxation and financial records for at least 7 years.

11. Details of APP 1.2A (Management Compliance Step)

Under APP 1.2, we are committed to implementing ongoing privacy practices, procedures and systems to ensure compliance with the APPs and to effectively handle related enquiries and complaints. This includes regular review of our privacy policy and staff privacy training

12. Technology and Data Service Providers

We use technology platforms including Property Tree, Tapi, Inspect Real Estate (Reapit), Inspection Express, and Microsoft systems including Outlook.

These providers may store or process information on our behalf.

13. Access and Correction Mechanisms and Timeframes

You have the right to request access to your personal information or request corrections if it is inaccurate.

• Access and correction requests should be sent to the Privacy Officer
• We aim to respond within 30 days
• We may refuse access in limited cases permitted by law

14. Complaint Handling Process and Escalation

If you believe we have breached your privacy:

1. Contact our Privacy Officer in writing at privacy@elementpropertyservices.com.au
2. We will investigate and respond within 30 days
3. If not satisfied with our response, you may escalate the complaint to the Office of the Australian Information Commissioner (OAIC)

15. How Individuals Can Contact Organisation About Privacy

For privacy enquiries, access or correction requests, or to make a complaint:
Privacy Officer – Danielle Coady
Email: admin@elementpropertyservices.com.au
Phone: 6190 1500