Privacy Policy
1. Who we are
Verida Property Pty Ltd ("we", "us", "our") is a residential real-estate agency operating in Queensland, Australia. We provide residential property management services and residential property sales.
2. Why we have this policy
We respect your privacy. This policy explains how we collect, use, hold and share personal information about owners, landlords, tenants, prospective tenants, buyers, vendors, contractors and other people we deal with.
We follow the Privacy Act 1988 (Cth) and the Australian Privacy Principles (see here: https://www.oaic.gov.au/privacy/australian-privacy-principles)
3. What personal information we collect
We only collect what we need to provide our services. Typical information we may collect includes:
● Identity: name, date of birth, driver’s licence or other ID.
● Contact: postal address, email, phone numbers.
● Property details: address, ownership details, tenancy history.
● Financial and transactional: bank account details for rent/repayments, payment history, billing details.
● Employment and references: employer name, income details, referee contact details.
● Credit and background information: credit checks, tenancy database listings (where applicable).
● Sensitive information only when necessary (e.g. health-related information for special access needs or emergency contact): we’ll only collect this with consent or where allowed by law.
4. How we collect information
We collect information from the following sources:
● Directly from you (forms, email, phone, identity checks, inspections).
● From third parties with your consent (referees, other agents, property databases, credit reporting bodies, government agencies).
● From public sources (land titles, property reports) or when required by law.
● Automatically from our website (cookies and analytics — see Section 10).
If we collect personal information about you from someone else, we will take reasonable steps to let you know.
5. How we use personal information
We use personal information for multiple purposes including:
● Providing property services: marketing, leasing, sales, property management, inspections, repairs and maintenance.
● Verifying identity and conducting background/credit checks.
● Managing payments, trust accounting and invoicing.
● Communicating with you (notices, property updates, routine administration).
● Complying with legal and regulatory requirements (including tenancy and trust accounting laws).
● Fraud prevention, dispute resolution and improving our services.
● Marketing (only with your consent or where permitted — see Section 9).
We will only use your information for the purpose it was collected unless another use is permitted under the law or you consent.
6. Who we may share information with
To do our work, we may disclose information to:
● Landlords, tenants, prospective buyers and other parties involved in a transaction.
● Contractors, tradespeople and inspectors.
● Third-party service providers (IT/CRM hosts, payment processors, cloud services, marketing platforms).
● Credit reporting bodies and tenancy databases where permitted/required.
● Government, regulatory or law enforcement bodies when required by law.
● Other agents, brokers and property marketing sites (to advertise a property).
If we disclose your information overseas (for example cloud storage or marketing platforms hosted overseas), we will take reasonable steps to ensure the overseas recipient handles the information in accordance with Australian privacy standards and tries to protect your data.
7. Security and storage
We take reasonable steps to protect personal information from misuse, interference, loss and unauthorised access, modification or disclosure. Security measures may include:
● Access controls and staff training.
● Encrypted electronic storage and secure backups.
● Secure disposal or de-identification when information is no longer needed.
No internet or electronic system is completely secure; if a data breach occurs that is likely to result in serious harm, we will comply with notification obligations and notify affected individuals and the OAIC where required.
8. How long we keep information
We retain personal information only as long as necessary for the purpose it was collected, to meet legal/ regulatory obligations (for example trust accounting / tax and tenancy record retention periods) or to resolve disputes. When no longer required we securely destroy or de-identify the information.
9. Marketing consent and choices
We may contact you about properties, services and offers if you have opted in or where we have another lawful basis. You can opt out at any time by clicking unsubscribe in emails, replying “unsubscribe” or contacting our office via the details above.
10. Website, cookies and tracking
Our website uses cookies and analytics to improve performance and user experience. Cookies may track pages viewed, searches, device information and referrers. Most browsers allow you to disable cookies, but some site features may not work without them.
11. CCTV, phone recordings and inspections
If we operate CCTV (for office security or managed properties) or record calls (for training/quality), we will clearly notify individuals and only retain recordings for a limited period, unless required for incident investigation or legal reasons.
When we inspect properties we take photos and videos. We will only use these for property management, inspections and marketing, and will not publish images that identify clients or their personal items without consent.
12. Credit, background checks and sensitive information
We may obtain credit or tenancy history information from credit reporting bodies or tenancy databases where necessary to assess applications. Certain information (e.g. health) is sensitive and will only be collected with consent or as permitted by law.
If you refuse consent for essential checks, we may be unable to proceed with an application or provide services.
13. Access, correction and complaints
You can request access to the personal information we hold about you or ask us to correct it. We will respond within a reasonable period and may charge a reasonable fee for access. Where we refuse access we will provide reasons (unless an exception under the law applies).
If you have a privacy complaint:
Please contact our Director at home@veridaproperty.com.au with details of your complaint. We aim to respond to all complaints within 30 days.
If you are unsatisfied with our response, you may contact the Office of the Australian Information Commissioner (OAIC) for guidance or to make a complaint.
14. Changes to this policy
We may update this policy from time to time. The latest version will be published on our website with the “Last updated” date.
15. Contact us
Our contact details for privacy questions or complaints are:
Privacy Officer: Rachel Tosh
Email: rachel@veridaproperty.com.au
Phone: 0400 207 224
Postal: Suite 3A, 605 Robinson Rd West, Aspley, 4034 Privacy Policy Page 4 of 4