Privacy Policy

Introduction

One Agency Ritchie Property Group recognise the importance of protecting the privacy and the rights of individuals in relation to their personal information. This policy outlines how we collect, use, store and disclose personal information in accordance with the Privacy Act 1988 (Cth) and the Australian Privacy Principles.

Our policy align’s with:

  • The Privacy Act 1988 (Cth)
  • The Residential Tenancies Act 2010
  • The Amendment Bill - 2025 Residential Tenancies (Protection of Personal Information)
  • The Property and Stock Agents Act 2002 (NSW)
  • The Property and Stock Agents Regulation 2022
  • The Australian Privacy Principles
  • The Privacy and Personal Information Protection Act 1998 (PIPP Act)

 

What is personal information

When used in this privacy policy, the term “personal information” means any opinion or information that identifies or can be used to personally identify you. This may include your name, address, telephone number, email address. If the information we collect personally identifies you, or you are reasonably identifiable from it, the information will be considered personal information.

 

Collection of Personal Information

We collect personal information necessary to conduct our real estate and property management business. This may include:

  • Name, address and contact details
  • Identification documents (e.g. driver licence or passport)
  • Employment and income details
  • Rental history and references
  • Financial information required to assess tenancy applications
  • Information provided during inspections, applications or tenancy agreements

We may collect personal information through:

  • Rental application forms
  • Inspection registers
  • Our website or online platforms
  • Email, phone, or in person communications
  • Third-party tenancy application platforms.

We only collect information that is reasonably necessary for assessing tenancy applications, managing properties, or providing real estate services. By providing your personal information you  grant staff at One Agency Ritchie Property Group permission to use and store that information for the purpose of providing you our services now and/or in the future as outlined in this policy.

 

Centrepay

Where a tenant elects to pay rent or other charges using the Centrepay service provided by
Services Australia, we may collect personal information required to facilitate those deductions.
This may include your name, Customer Reference Number(CRN) and Centrepay deduction
authority details.

This information will only be used for the purpose of administering Centrepay deductions and
managing rental payments and will be handled in accordance with the Privacy Act 1988(Cth) and
the Australian Privacy Principles.

We will take reasonable steps to protect Centrepay information from misuse, interference, loss andunauthorised access, modification or disclosure. We may disclose Centrepay information to
Services Australia where required for the administration of Centrepay deductions.

 

Open Home / Inspection Register

One Agency Ritchie Property Group collect personal information during property inspections, which is considered data collection under the privacy laws.

When attending property inspections, open homes or other real estate viewings, we may collect personal information such as your name, phone number, email address and proof of identity. This information may be used to record attendance, provide property information, follow up on interest in the property, or for security purposes.

 

Use of Personal Information

We use personal information for purposes including:

  • Assessing tenancy applications
  • Managing tenancy agreements
  • Communicating with landlords, tenants and prospective tenants
  • Conducting property inspections
  • Arranging repairs and maintenance
  • Complying with legal and regulatory obligations.

Any personal information received will be treated in accordance with our Privacy Policy.

 

Identity Verification

To comply with legal and contractual obligations, we may collect identification documents to verify a person’s identity. This may include driver licences, passports or other identification documents. These documents may be stored securely and retained only for as long as required for tenancy assessment, compliance or record-keeping obligations.

 

Tenancy Database Disclosure

Personal information provided in a tenancy application may be disclosed to tenancy database operators where permitted by law for the purpose of checking tenancy history or listing information in circumstances allowed under the Residential Tenancies Act.

 

Data Breach

If a data breach occurs that is likely to result in serious harm, we will take steps to investigate and notify affected individuals and the Office of the Australian Information Commissioner where required under the Notifiable Data Breaches scheme. This requirement comes from the Privacy Amendment (Notifiable Data Breaches) Act 2017.

 

Disclosure of Personal Information

Personal information may be disclosed to:

  • Property owners/landlords
  • One Agency Ritchie Property Group employee’s
  • Conveyancers/Solicitors -for the purpose of fulfilling requests by you
  • Tradespeople and contractors for property maintenance
  • Tenancy database operators (where permitted by law)
  • Third-party service providers used to manage applications or payments
  • Government authorities or regulators where required by law.

We take reasonable steps to ensure third parties handle personal information securely. Your personal information will not be shared, sold, rented or disclosed other than what is described in this privacy policy.

 

Storage and Security

We take reasonable steps to protect personal information from misuse, interference, loss, unauthorised access, modification or disclosure.

Information may be stored electronically in secure databases and property management systems or in secure physical files. Personal information held in electronic form is protected by Multi-Factor Authentication and Personal information held in hard copy is stored at our premises under security measures from unauthorised use.

 

Security

Any online platform such as Facebook, Instagram our website, is linked to the internet, and the internet is inherently insecure, we cannot provide any assurance regarding the security of transmission of information you communicate to us online. We also cannot guarantee that the information you supply will not be intercepted while being transmitted over the internet. Accordingly, any personal information or other information which you transmit to us online is transmitted at your own risk.

 

Overseas disclosure of personal information

In some circumstances, we may disclose personal information to third-party service providers located outside Australia. This may occur only where cloud-based software systems, tenancy application platforms, data storage providers or other technology services that host or process data overseas, such as Dropbox, Google Workspace or DocuSign, who often use global cloud infrastructure, even if the company is Australian.

Where this occurs, the countries in which recipients are likely to be located may include the United States, New Zealand, the United Kingdom and other jurisdictions where our service providers maintain operations.

 

Direct marketing materials

We may send you direct marketing communications and information about our services that we consider may be of interest to you. These communications may be sent in various forms, including mail, SMS and email, in accordance with applicable marketing laws, such as the Australian Spam Act 2003 (Cth). If you indicate a preference for a method of communication, we will endeavour to use that method whenever practical to do so. In addition, at any time you may opt-out of receiving marketing communications from us by contacting us or by using opt-out facilities provided in the marketing communications and we will then ensure that your name is removed from our mailing list. We do not provide your personal information to other organisations for the purposes of direct marketing.

 

Retention of Information

Personal information is retained only for as long as necessary to fulfil the purpose for which it was collected or as required by law.

Rental application information for unsuccessful applicants will be securely destroyed or de-identified within a reasonable timeframe unless consent has been given to retain it for future rental opportunities.

 

Access and Correction

Individuals may request access to personal information we hold about them and request corrections if the information is inaccurate or incomplete. Requests should be made in writing using the contact details below.

 

Complaints

If you believe we have breached privacy obligations, you may submit a complaint to our office. We will investigate complaints and respond within a reasonable timeframe.

 

Contacting us

If you have any questions about this privacy policy, any concerns or a complaint regarding the treatment of your privacy or a possible breach of your privacy, please contact our Privacy Officer using the details set out below. We will treat your requests or complaints confidentially. Our representative will contact you within a reasonable time after receipt of your complaint to discuss your concerns and outline options regarding how they may be resolved. We will aim to ensure that your complaint is resolved in timely and appropriate manner.

 

Please contact our Privacy Officer at:

Privacy Officer
One Agency Ritchie Property Group
2/274 Macquarie Road, Springwood NSW 2777
Ph: (02) 4751 8888
Email: lowermountains@oneagency.com.au

 

Changes to our privacy policy

We may change this privacy policy from time to time. Any updated versions of this privacy policy will be posted on our website and will be effective from the date of posting. This privacy policy was last updated on 2nd March, 2026.