How Smart RentHub collects, uses, and protects your personal information
This Privacy Policy describes how Smart RentHub ("we", "us", or "our") collects, uses, and discloses your personal information when you use our property management services ("Services"). It also describes the choices available to you regarding our use of your personal information and how you can access and update this information.
Important Note: By using our Services, you consent to the collection, use, and sharing of your information as described in this Privacy Policy. If you do not agree with our policies and practices, please do not use our Services.
We collect information that you voluntarily provide to us, including:
1.1.1 Account Information: When you register for an account, we collect your name, email address, phone number, and password.
1.1.2 Profile Information: Information you add to your profile, such as your photo, job title, company name, and preferences.
1.1.3 Property Information: Details about properties you manage, including addresses, property features, lease terms, and tenant information.
1.1.4 Payment Information: Billing address, payment method details, and transaction history. Note that payment card information is processed by our secure payment processors, and we do not store complete payment card details on our servers.
1.1.5 Communications: Information you provide when you contact us for support, respond to surveys, or communicate with us in any way.
1.1.6 Documentation: Lease agreements, maintenance requests, property inspection reports, and other documents you upload to our platform.
When you use our Services, we may automatically collect certain information, including:
1.2.1 Device Information: Information about the device you use to access our Services, including device type, operating system, unique device identifiers, IP address, and mobile network information.
1.2.2 Usage Information: Information about how you use our Services, including log data, pages or features you access, time spent on pages, navigation paths, and session duration.
1.2.3 Location Information: With your consent, we may collect precise location information from your device. You can change your location permissions through your device settings.
1.2.4 Cookies and Similar Technologies: We use cookies and similar tracking technologies to collect information about your browsing activities. See our Cookie Policy for more details.
We may receive information about you from third parties, including:
1.3.1 Business Partners: We may receive information about you from our business partners, such as payment processors, credit reporting agencies, or other service providers.
1.3.2 Social Media: If you choose to link your social media accounts to our Services, we may collect information from those accounts, such as your name, email address, and profile picture.
1.3.3 Public Sources: We may collect information about you from publicly available sources, such as property records or business directories.
We use the information we collect for various purposes, including:
2.1.1 To create and maintain your account and provide the Services you request.
2.1.2 To process payments and manage billing.
2.1.3 To personalize your experience and deliver content and features relevant to your interests.
2.1.4 To develop new features, products, and services.
2.1.5 To analyze and improve the performance, security, and functionality of our Services.
2.1.6 To provide customer support and respond to your inquiries.
2.2.1 To communicate with you about your account, transactions, or changes to our policies.
2.2.2 To send you technical notices, updates, security alerts, and administrative messages.
2.2.3 With your consent, to send you marketing communications about our products, services, and promotions.
2.2.4 To respond to your comments, questions, and requests for support.
2.3.1 To comply with applicable laws, regulations, legal processes, or enforceable governmental requests.
2.3.2 To protect our rights, privacy, safety, or property, and/or that of our users or others.
2.3.3 To detect, prevent, and address fraud, security breaches, and technical issues.
2.3.4 To enforce our Terms of Service and other agreements.
2.4.1 We may use your information for any other purpose with your consent.
We may share your information in the following situations:
We may share your information with third-party service providers who perform services on our behalf, such as:
3.1.1 Payment processing and billing
3.1.2 Customer support and help desk services
3.1.3 Hosting and cloud storage
3.1.4 Analytics and performance monitoring
3.1.5 Email and communication delivery
3.1.6 Fraud prevention and security
We require these service providers to protect your personal information and use it only for the purposes for which we disclose it to them.
We may share your information with third parties when you direct us to do so or give us your consent, such as:
3.2.1 When you authorize a third-party application to access your account
3.2.2 When you choose to share property information with tenants, contractors, or other users
3.2.3 When you publicly post information or content on our community forums or public areas
3.3.1 We may share or transfer your information in connection with, or during negotiations of, any merger, sale of company assets, financing, or acquisition of all or a portion of our business by another company. We will notify you of such a change in ownership or control of your personal information.
We may share your information if we believe it is necessary to:
3.4.1 Comply with applicable laws, regulations, legal processes, or enforceable governmental requests
3.4.2 Enforce our Terms of Service and other agreements, including investigation of potential violations
3.4.3 Detect, prevent, or address fraud, security, or technical issues
3.4.4 Protect against harm to the rights, property, or safety of Smart RentHub, our users, or the public as required or permitted by law
3.5.1 We may share aggregated or de-identified information (information that cannot reasonably be used to identify you) with third parties for research, marketing, analytics, and other purposes, provided such information does not identify you.
Depending on your location, you may have certain rights regarding your personal information. These may include:
4.1.1 You have the right to access personal information we hold about you and, in some cases, receive it in a structured, commonly used, and machine-readable format.
4.2.1 You have the right to correct inaccurate or incomplete personal information we hold about you.
4.3.1 You have the right to request that we delete your personal information in certain circumstances, such as when it is no longer necessary for the purposes for which it was collected.
4.4.1 You have the right to restrict or object to our processing of your personal information in certain circumstances.
4.5.1 Where we process your personal information based on your consent, you have the right to withdraw that consent at any time.
4.6.1 You have the right not to be subject to a decision based solely on automated processing, including profiling, which produces legal effects concerning you or similarly significantly affects you.
4.7.1 You have the right to lodge a complaint with a supervisory authority if you believe our processing of your personal information violates applicable law.
4.8.1 To exercise your rights, please contact us using the contact information provided in the "Contact Us" section below. We may need to verify your identity before responding to your request. We will respond to your request within the time frame required by applicable law.
Note for Australian Residents: Under the Privacy Act 1988 (Cth), you have the right to request access to your personal information, correct inaccurate information, and make a complaint about our handling of your personal information. We will respond to your request within 30 days.
We take the security of your personal information seriously and use appropriate technical and organizational measures to protect your personal information against unauthorized or unlawful processing and against accidental loss, destruction, or damage.
5.1.1 Encryption: We use industry-standard encryption to protect data in transit and at rest.
5.1.2 Access Controls: We implement strict access controls to limit employee access to personal information.
5.1.3 Authentication: We offer multi-factor authentication to help secure your account.
5.1.4 Regular Testing: We conduct regular security assessments and penetration testing.
5.1.5 Monitoring: We continuously monitor our systems for potential vulnerabilities and attacks.
5.1.6 Data Minimization: We collect only the personal information necessary for our stated purposes.
5.1.7 Employee Training: We train our employees on privacy and security best practices.
5.2.1 In the event of a data breach that may affect your personal information, we will notify you and the relevant authorities as required by applicable law. We have procedures in place to respond promptly to suspected data breaches and to minimize potential harm.
While we implement security measures to protect your information, no method of transmission over the Internet or method of electronic storage is 100% secure. You play an important role in keeping your information secure:
5.3.1 Choose a strong, unique password for your account and change it regularly
5.3.2 Enable multi-factor authentication if available
5.3.3 Keep your login credentials confidential
5.3.4 Log out of your account when using shared computers
5.3.5 Keep your devices and software updated
5.3.6 Be alert to phishing attempts and suspicious activities
5.3.7 Contact us immediately if you suspect unauthorized access to your account
6.1 Smart RentHub is based in Australia, and we may store and process your information in Australia and other countries where we or our service providers operate. These countries may have data protection laws that are different from the laws of your country.
6.2 By using our Services, you consent to the transfer of your information to countries outside your country of residence, including Australia, which may have different data protection rules than those of your country.
6.3.1 When we transfer personal information from the European Economic Area (EEA), United Kingdom, or Switzerland to countries that have not been deemed to provide an adequate level of protection, we use specific contracts approved by the European Commission or other relevant authorities that give personal information the same protection it has in the EEA, United Kingdom, or Switzerland.
6.3.2 For transfers to third-party service providers, we ensure adequate safeguards are in place, such as standard contractual clauses or binding corporate rules, as appropriate.
Important: If you are located in the EEA, United Kingdom, or Switzerland and would like more information about our data transfer mechanisms, please contact us using the information provided in the "Contact Us" section.
7.1 We retain your personal information for as long as necessary to fulfill the purposes for which we collected it, including for the purposes of satisfying any legal, accounting, or reporting requirements.
The specific retention periods for different types of information depend on:
7.2.1 The nature of the information and the purposes for which it was collected
7.2.2 Legal requirements (e.g., financial records must be kept for at least 7 years in Australia)
7.2.3 Industry standards and best practices
7.2.4 Potential disputes or legal claims
When you close your account, we will:
7.3.1 Deactivate your account and limit access to your data
7.3.2 Retain information necessary for legal compliance, dispute resolution, and enforcement of our agreements
7.3.3 Eventually delete or anonymize your personal information when it is no longer needed
7.4 You can request deletion of your personal information at any time, subject to certain exceptions under applicable law. See the "Your Privacy Rights" section for more information on how to request deletion.
8.1 Our Services are not directed to children under the age of 18, and we do not knowingly collect personal information from children under 18. If we learn that we have collected personal information from a child under 18 without verification of parental consent, we will take steps to delete that information as soon as possible.
8.2 If you believe we might have any information from or about a child under 18, please contact us using the information provided in the "Contact Us" section.
9.1 We may update this Privacy Policy from time to time to reflect changes in our practices, technology, legal requirements, and other factors. When we make material changes to this Privacy Policy, we will:
9.1.1 Post the updated Privacy Policy on our website
9.1.2 Update the "Last Updated" date at the top of this Privacy Policy
9.1.3 Notify you by email or through a notice on our website before the changes become effective
9.2 We encourage you to review our Privacy Policy periodically to stay informed about our information practices.
9.3 Your continued use of our Services after we post any modifications to the Privacy Policy will constitute your acknowledgment of the modifications and your consent to abide by and be bound by the modified Privacy Policy.
10.1 If you have any questions, concerns, or requests regarding this Privacy Policy or our privacy practices, please contact us at:
Smart RentHub Privacy Team
Level 23, Tower 5
727 Collins Street
Melbourne VIC 3008
Australia
Email: [email protected]
Phone: +61 3 9999 8888
10.2.1 We have appointed a Data Protection Officer who is responsible for overseeing questions regarding this Privacy Policy. If you have any questions about this Privacy Policy or how we handle your personal information, please contact our Data Protection Officer at [email protected].
10.3.1 If you are not satisfied with our response to your privacy concern, you may contact the Office of the Australian Information Commissioner (OAIC) at:
Website: www.oaic.gov.au
Phone: 1300 363 992
Email: [email protected]