Effective Date: 30/07/2024
Business Name: In Time Management PTY LTD

1. Introduction
In Time Management PTY LTD (“we”, “us”, “our”) is committed to protecting your privacy and handling your personal information responsibly.
This Privacy Policy explains how we collect, use, disclose, store, and protect personal information in accordance with the Privacy Act 1988 (Cth) and the Australian Privacy Principles (APPs).
This Privacy Policy applies to landlords, tenants, applicants, contractors, suppliers, visitors to our website, and other individuals we deal with.

 

2. What Personal Information We Collect
We may collect personal information including but not limited to:
General Information

• Full name

• Date of birth

• Contact details (phone number, email, residential address)

• Identification details (driver licence, passport, Medicare card)

• Emergency contact details

Tenancy and Rental Application Information

• Rental history and references

• Employment details

• Income details and payslips

• Bank account details

• Credit and financial information (where relevant)

• Household and occupant information

Landlord Information

• Ownership details

• Property details and rental instructions

• Bank account details for rent payments

• Tax-related information (where required)

Property Management Information

• Inspection reports and photographs

• Maintenance requests and communications

• Dispute or complaint records

• Communications between tenants, landlords, contractors, and third parties

Website and Online Data

• IP address

• Browser type

• Cookies and website analytics data

• Information submitted via online forms

 

3. How We Collect Personal Information
We may collect personal information:

• Directly from you (in person, by phone, email, online forms, or rental applications)

• Through third parties such as employers, referees, landlords, tenants, agents, or contractors

• From publicly available sources (where relevant and lawful)

• Through service providers we use for property management systems, inspection systems, or accounting

• Through government agencies or tribunals where required

 

4. Why We Collect Personal Information
We collect and use personal information to:

• Manage rental properties on behalf of landlords

• Process tenancy applications

• Conduct tenant screening checks

• Manage tenancy agreements and renewals

• Collect rent and manage bond processes

• Arrange repairs and maintenance

• Conduct routine inspections and property reports

• Communicate with landlords, tenants, and contractors

• Manage disputes and complaints

• Comply with legal obligations (including tribunal, court, and regulatory requirements)

• Improve our services and customer experience

• Manage internal business operations and accounting

 

5. Disclosure of Personal Information
We may disclose personal information to:

• Property owners/landlords

• Tenants or rental applicants (where relevant)

• Maintenance contractors and tradespeople

• Utility providers and service companies (where required)

• Insurance companies and brokers

• Solicitors, accountants, and professional advisers

• Credit reporting bodies and tenancy databases (where permitted by law)

• Government bodies, regulators, courts, tribunals, or law enforcement agencies

• IT and cloud service providers used to store or manage information

We only disclose information when necessary for our business activities, with your consent where required, or as required by law.

 

6. Tenancy Databases and Background Checks
If permitted under law, we may use tenancy databases and screening services to assess rental applications. This may include credit checks and rental history verification.
If we list a tenant on a tenancy database, we will comply with all legal requirements and notify the individual as required.

 

7. Overseas Disclosure
Some of our service providers (such as cloud-based software platforms, email providers, or data storage systems) may store data overseas.
We take reasonable steps to ensure that any overseas recipients handle personal information in a manner consistent with Australian privacy requirements.

 

8. Security of Personal Information
We take reasonable steps to protect personal information from misuse, loss, unauthorised access, modification, or disclosure.
Security measures may include:

• Secure cloud storage systems

• Password protection and restricted access

• Staff confidentiality obligations

• Secure disposal of records

• Encryption and system monitoring (where applicable)

However, no data transmission or storage system can be guaranteed as 100% secure.

 

9. Accessing and Correcting Your Information
You may request access to personal information we hold about you and request corrections if the information is inaccurate, out of date, incomplete, irrelevant, or misleading.
Requests should be made in writing to our Privacy Contact details listed below.
We may require identity verification before releasing information. In some cases, we may refuse access if permitted by law, but we will provide reasons where required.

 

10. Cookies and Website Analytics
Our website may use cookies and analytics tools to improve user experience and track website traffic.
Cookies do not usually identify you personally, but they may collect information about browsing behaviour.
You can disable cookies in your browser settings, but some website functions may not work properly.

 

11. Direct Marketing
We may use your personal information to send updates, reminders, notices, or marketing communications related to our services.
You may opt out of marketing communications at any time by contacting us or using an unsubscribe link (where provided).

 

12. Retention of Information
We retain personal information only as long as necessary to provide services and comply with legal, taxation, and regulatory obligations.
When information is no longer required, we will take reasonable steps to securely destroy or de-identify it.

 

13. Complaints
If you believe we have breached your privacy rights or the Australian Privacy Principles, you may contact us using the details below.
We will investigate your complaint and respond within a reasonable timeframe.
If you are not satisfied with our response, you may contact the Office of the Australian Information Commissioner (OAIC).

 

14. Privacy Contact Details
Privacy Officer / Contact: [Insert Name or “Privacy Officer”]
Email: [Insert Email]
Phone: [Insert Phone]
Address: [Insert Address]

 

15. Changes to This Policy
We may update this Privacy Policy from time to time. Updates will be posted on our website and will take effect immediately once published.