Privacy Policy

Privacy Policy (Applies to PropertyCo Services Pty Ltd ABN 45 679 933 969, Malbyn Pty Ltd ABN 96 086 879 263 and all co-agents working with PropertyCo Services Pty Ltd.)

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Last updated: 19 June 2026

1. Our Commitment to Privacy

We are committed to protecting the privacy of personal information we collect and handle, in accordance with the Privacy Act 1988 (Cth) and the Australian Privacy Principles (APPs). As a business that provides real estate services, we also collect and handle certain information to meet our obligations under the Anti-Money Laundering and Counter-Terrorism Financing Act 2006 (Cth) (AML/CTF Act).

This Privacy Policy explains how we collect, use, store, and disclose personal information, and how individuals can access or correct their information or make a complaint.

Our contact details: PropertyCo Services Pty Ltd Email: info@propertyco.com.au

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2. What Personal Information We Collect

We may collect personal information including:

• Names, addresses, phone numbers and email addresses

• Date of birth

• Identification information (such as driver licence, passport, Medicare or other identity document details)

• Identity verification images, including photographs of identity documents and a photograph (selfie) used to confirm that a person matches their identification

• Source of funds information, and beneficial ownership details where a customer is a company, trust or other entity (collected where required for anti-money laundering purposes)

• Information provided in rental applications

• Employment and financial details where required

• Information collected at open homes and inspections

• Photographs, video footage and electronic records

• Any other information required to provide real estate services or to meet our legal and regulatory obligations

Some of the information we collect (such as biometric data for identity verification) may be sensitive information. We only collect and handle sensitive information with your consent or as required or authorised by law.

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3. How We Collect Personal Information

Personal information may be collected through:

• Open homes and property inspections (via digital platforms)

• Rental applications (online or paper-based)

• Sales enquiries and transactions

• Identity verification processes, including secure online identity verification where we send a secure link by SMS or email

• Property management and tenancy documentation

• Phone, email, SMS and website enquiries

• Third-party service providers where permitted by law

We use secure digital inspection and verification platforms, including Homepass and Inspect Real Estate & Pocket Rex, which require password-protected access.

We collect personal information directly from you where reasonably practicable. In some cases we may collect it from third parties (for example, referees, previous agents, or tenancy databases).

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4. Why We Collect Personal Information

We collect personal information to:

• Provide real estate sales, leasing and property management services

• Verify the identity of our customers and meet our customer due diligence and other obligations under the AML/CTF Act

• Assess rental applications and manage tenancies

• Facilitate property sales and transactions

• Meet our legal and regulatory obligations

• Communicate with clients, tenants, landlords and buyers

• Improve our services and operations

We also collect personal information at property inspections to:

• Maintain the security of property owners and occupants

• Ensure the safety of attendees and staff

• Enable us to contact individuals who have entered a property if required, including in the event of an emergency or incident

• Meet insurance and public liability requirements

We may use your contact details to send you information about our services, properties or opportunities. You can opt out of direct marketing at any time by contacting us or using any unsubscribe link provided.

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5. Disclosure of Personal Information

We may disclose personal information to:

• Landlords, vendors, buyers and tenants

• Tradespeople and service providers

• Solicitors, conveyancers and financial institutions

• Tenancy databases and credit reporting bodies

• The Australian Transaction Reports and Analysis Centre (AUSTRAC), and other regulators or government agencies where required by law

• Technology providers supporting our systems (including cloud-based platforms)

In meeting our obligations under the AML/CTF Act, we may be required by law to make reports to AUSTRAC about a transaction or a person. In some circumstances the law prevents us from informing the individual that such a report has been, or may be, made.

Overseas disclosure: Some of our service providers (for example, cloud hosting or software platforms) may store or process personal information outside Australia. We take reasonable steps to ensure that overseas recipients handle your personal information in a manner consistent with the APPs, including through contractual safeguards where required.

We do not sell personal information.

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6. Storage, Security and Retention

We take reasonable steps to protect personal information from misuse, interference, loss or unauthorised access. This includes:

• Secure, password-protected digital systems

• Restricted access to authorised staff only

• Secure storage of physical records

• Secure disposal of information when it is no longer required and we are not required by law to retain it

Identity documents and images provided for identity verification are used only to confirm identity and are deleted once verification is complete; a record that the verification was carried out is retained.

We retain personal information only as long as necessary for the purposes for which it was collected, or as required by law. Where we are required to keep records under the AML/CTF Act or other laws, we retain those records for the period required by law (generally at least 7 years).

In the event of a data breach that is likely to result in serious harm, we will notify affected individuals and the Office of the Australian Information Commissioner (OAIC) as required by law.

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7. Access, Correction and Complaints

Individuals may request access to or correction of their personal information, or lodge a privacy complaint, by contacting us: Email: info@propertyco.com.au

We will respond within a reasonable timeframe (usually 30 days). Please note that in some cases we may be required by law to retain certain information (for example, records held under the AML/CTF Act) and may not be able to delete it on request.

If you are not satisfied with our response, you may contact the Office of the Australian Information Commissioner (OAIC) at www.oaic.gov.au.

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8. Changes to This Policy

This Privacy Policy may be updated from time to time. The current version will always be available on our website. We encourage you to review it periodically.