1. Introduction
Orana Property Management Pty Ltd (“Orana”, “we”, “our”, or “us”) is committed to protecting the privacy of our clients, tenants, property owners, contractors, and website users. 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). By using our services, submitting information to us, or interacting with our website, you consent to the collection and handling of your personal information as described in this Privacy Policy.
2. What Personal Information We Collect
We may collect personal information including: full name, residential and postal address, email address, telephone number, date of birth, driver’s licence details, passport details, employment information, rental history, financial information, bank account details, emergency contact information, property ownership information, maintenance and inspection records, correspondence with us, website usage information and IP addresses. We may also collect personal information from third parties, including landlords, tenants, employers, referees, contractors, real estate platforms, and government agencies, where permitted by law.
3. How We Collect Personal Information
We collect personal information when you submit an enquiry through our website, apply for a rental property, engage us to manage a property, communicate with us by email, phone, SMS, or social media, attend property inspections, submit maintenance requests, use our online portals or applications, or when information is provided by third-party service providers or referees.
4. Purpose of Collection
We collect and use personal information to manage residential and commercial properties, assess tenancy applications, conduct property inspections, arrange maintenance and repairs, manage tenancy agreements, collect and disburse rental payments, comply with legal and regulatory obligations, respond to enquiries and requests, improve our services and website, and communicate with property owners, tenants, contractors, and suppliers.
5. Disclosure of Personal Information
We may disclose personal information where reasonably necessary to provide our services, including to property owners and landlords, tenants and prospective tenants, maintenance contractors and service providers, utility providers, debt collection agencies, legal advisers and insurers, government departments and regulatory authorities, courts and tribunals, financial institutions, and professional advisers and auditors. We only disclose information where authorised by law, required to perform our services, or with your consent.
6. Use of Third-Party Software Platforms
To deliver our property management services efficiently, Orana uses reputable third-party cloud-based software providers including PropertyMe, Inspect Real Estate (IRE), Inspections Express, electronic signature providers, cloud storage and document management systems, and email and communication platforms. These providers may store or process personal information on secure servers located within Australia or overseas. By engaging our services, you acknowledge that your personal information may be collected, stored, processed, and transmitted through these third-party platforms as necessary for property management operations. We take reasonable steps to ensure that service providers maintain appropriate privacy, confidentiality, and security standards.
7. Overseas Disclosure of Personal Information
Some of our administrative and support functions are performed by authorised personnel located outside Australia. These personnel may access information through secure systems and software platforms solely for the purpose of assisting with property administration, data entry, document management, maintenance coordination, tenant communications, inspection processing, and general administrative support. Access is restricted to authorised personnel who are subject to confidentiality obligations and internal privacy policies. Personal information may therefore be accessed from countries outside Australia, including countries where privacy laws may differ from Australian privacy laws. Orana takes reasonable steps to ensure overseas personnel handle personal information in a manner consistent with Australian privacy requirements.
8. Interstate Service Providers
Our trust accounting functions may be undertaken by specialist accounting personnel or service providers located in other Australian states or territories. Where personal information is shared with interstate service providers, it is handled in accordance with Australian privacy laws and professional confidentiality obligations.
9. Data Security
We take reasonable steps to protect personal information from misuse, interference, loss, unauthorised access, modification, or disclosure. Security measures include password-protected systems, multi-factor authentication where available, secure cloud-based platforms, staff confidentiality obligations, restricted access permissions, secure document storage, and regular software updates and security controls. While we take reasonable precautions, no electronic transmission or storage system can be guaranteed to be completely secure.
10. Website Analytics and Cookies
Our website may use cookies, analytics tools, and similar technologies to improve user experience and understand website usage. Information collected may include IP address, browser type, device information, pages visited, time spent on pages, and referring websites. You may disable cookies through your browser settings, although some website functionality may be affected.
11. Access and Correction
You may request access to personal information we hold about you and request corrections if the information is inaccurate, incomplete, or out of date. Requests should be made in writing using the contact details below. We may require identity verification before providing access.
12. Retention of Information
We retain personal information only for as long as necessary to fulfil the purposes for which it was collected, comply with legal obligations, resolve disputes, and enforce agreements. When information is no longer required, it will be securely destroyed or de-identified where practicable.
13. Complaints
If you believe we have breached your privacy rights, please 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. Contact Us
Orana Property Management Pty Ltd
Via our contact details on our
contact page.
15. Changes to this Privacy Policy
We may update this Privacy Policy from time to time. Any changes will be published on our website and will take effect immediately upon publication.
