Privacy Policy

1. Introduction

In accordance with the Privacy Act 1988 and the Australian Privacy Principles (APPs) and relevant data protection laws we have created this Privacy Policy to help you understand how we use your data, and what your rights are.

We collect your information through our tenancy booking platform our tenancy application process and forms on our website.

If at any time you wish revoke your consent for us to use all or part of your personal information, please contact us.

2. How do we collect your information?

General Collection

We collect your information via the use of third party software whenever you register to attend an open, or apply for a property. We also collect information directly whenever you submit a form on our website or subscribe to one of our services. For example, if you subscribe to an email list, or apply for a property with us we collect your information.

If you contact us by telephone, SMS, email or any other service, we might collect your information as part of fielding your inquiry.

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

The information we collect is dependent upon the service we are trying to provide or the inquiry we are trying to assist with. If you are applying for a property we will collect more detailed information from users such as proof of identity documents along with information like your name, address, date of birth, licence and bank details, previous rental history, employment and education details.

In case we or one of our providers 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.

Analytics and Cookies

Our website uses Google Analytics, a web analytics service provided by Google, Inc. ("Google"). Google Analytics uses "cookies", which are text files placed on your computer, to help the website analyse how you use the site.

Cookies are used to store information, such as the time that the current visit occurred, whether you have been to the site before and what site referred you to our web page.

We collect standard internet log information and details of visitor behaviour patterns by using Google Analytics cookies. We do this to compile reports and to help us find out things such as the number of visitors to the various parts of our website, so that this can be improved. This information does not identify visitors or collect any personal details. We do not make any attempt to find out the identities of those visiting our websites. We will not associate any data gathered in this way with any personal information from any source. For more information about Google Analytics cookies please see the link here.

To provide website visitors with more choice on how their data is collected by Google Analytics, Google have developed the Google Analytics Opt-out Browser Add-on. The add-on communicates with the Google Analytics JavaScript (ga.js) to indicate that information about the website visit should not be sent to Google Analytics. The Google Analytics Opt-out Browser Add-on does not prevent information from being sent to the website itself or to other web analytics services. For more information about Google Analytics Opt-out Brower Add-on please see the link here.

You may refuse the use of cookies by selecting the appropriate settings on your browser, however please note that if you do this you may not be able to use the full functionality of this website.

By using this website, you consent to the processing of data about you by Google in the manner described in Google's Privacy Policy and for the purposes set out above. You can opt out of Google Analytics if you disable or refuse the cookie, disable JavaScript, or use the opt-out service provided by Google.

4. Sensitive information

Some information is highly personal, and we understand the need to keep it secure. 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. If you do not wish us to store any information, please do not provide it to us.

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?

We collect, hold, use and disclose your information in order to provide our services to you.

We also collect information so that we can notify you of available properties before market and also to keep you updated on our services via email or remarketing campaigns on platforms such as Facebook.

We use 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?

Applying to View a Premises

When applying to view a property, your information is collected as a safety measure for our staff, for COVID requirements, and as a record for asset protection. Your information may be shared to the landlord/owner or third party (such as police or fire) in the event of a safety of asset protection incident.

Tenancy Applications

When applying for a property, we require your authority to conduct investigations into your suitability as a tenant. These investigations may include identity, credit worthiness, employment and credit history and/or capacity. These investigations are not limited to the contacts on the application form, and may include other sources such as national databases on tenant histories and also make enquiries of such other persons or agencies as the Owner may see fit. In order to assess your application, the Agent may disclose your personal information to all or any of the following:

During a Tenancy

To enable us to manage your property, personal information collected about the Applicant/s in the tenancy application, during and after the course of the tenancy may be disclosed for the purpose for which it was collected to other parties including to the owner, referees, other agents, third party operators of tenancy reference databases, and prospective buyers of the Premises. Information already held on tenancy reference databases may also be disclosed to the Agent and/or Lessor.

During and after the tenancy the Agent may disclose your personal information to:

  • Tradespeople to contact you for repairs and maintenance of the property.
  • Tribunals or Courts having jurisdiction seeking orders or remedies.
  • Debt collection agencies, Credit providers and related persons to permit them to contact or locate you.
  • Tenancy Database/s.
  • The Owners lawyer, mortgagee & financier or valuer
  • Lessors / Owners insurer in the event of an insurance claim.
  • Future rental references to other asset managers / owners.

If the Applicant would like to access the personal information the Agent holds, they can do so by contacting the Agent. The Applicant can also correct this information if it is inaccurate, incomplete or out-of-date. If the information is not provided, the Agent may not be able to process the application and manage the tenancy. A detailed copy of our Privacy Policy can be found at trovepm.com.au

Infrastructure and Contractors

Like most modern companies, we sometimes need to use other digital services to provide our services 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 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.

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 use reputable third party providers who take reasonable steps to ensure that your information will not be held, used or disclosed in a way which is inconsistent with Australian law.

10. Complaint's process

If you have a complaint, please contact us. We will endeavour to work with you to resolve the complaint within 7 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.

11. 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.

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