Tenant Connect Privacy Policy

This web site is owned and operated by InspectingSmart Pty Limited (ABN 70 668 971 024) and will be referred to as "We", "our" and "us" in this Internet Privacy Policy. By using this site, you agree to the Privacy Policy of the Tenant Connect App. The Privacy Policy relates to the collection and use of personal information you may supply to us through your conduct on the Tenant Connect App.

We reserve the right, at our discretion, to modify or remove portions of this Privacy Policy at any time. This Privacy Policy is in addition to any other terms and conditions applicable to our App or Website. We do not make any representations about third party apps or web sites that may be linked to the Tenant Connect App.

We recognise the importance of protecting the privacy of information collected about visitors to our web site, in particular information that is capable of identifying an individual ("personal information"). This Privacy Policy governs the manner in which your personal information, obtained through the App, will be dealt with. This Privacy Policy should be reviewed periodically so that you are updated on any changes. We welcome your comments and feedback.

Types of information we collect and process

1. Tenant Connect App may collect and process the following information:

• User account information (email, mobile phone number, user name, company name, password, address, local time zone, country and location data)
• Property information (address, description, images of property, features, notes added by Users, time zone of Property’s location)
• Live feed and video recordings of Users including transcripts of video recordings.
• Tenant information (email, mobile phone number, name, password, address and property information, local time zone, country and location data)
• App usage information (crash, error & usage logs, session duration, device software version, device model, phone camera access and microphone access)
• Financial data including payment card details (though our third-party payment processor Stripe).

Personal Information 

2.  Personal information about Users to our App is collected only when knowingly and voluntarily submitted. For example, we may need to collect such information to provide you with further services or to answer or forward any requests or enquiries. It is our intention that this policy will protect your personal information from being dealt with in any way that is inconsistent with the Privacy Act and the Australian Privacy Principles in Australia.

3.  Our Services are not directed to persons under 18 and we do not knowingly collect data from anyone under 18. If we become aware that anyone under 18 has provided us with personal data we will delete that information as soon as possible. If you are the parent or guardian of a child and you believe they have provided us with personal information without your consent please contact us.

Use of Information

4.  Personal information that visitors submit to the Tenant Connect App is used only for the purpose for which it is submitted or for such other secondary purposes that are related to the primary purpose, unless we disclose other uses in this Privacy Policy or at the time of collection. Copies of correspondence sent from the App, that may contain personal information, are stored as archives for record-keeping and back-up purposes only.

5.  We use User personal information to allow us to keep you up to date on our latest App updates, Service developments, software updates and announcements. You may opt out of receiving such communications by contacting us or clicking the unsubscribe link included each time we send you newsletters. We may also use the personal information to help us create, develop, deliver, protect and improve our App or associate Services, content and customer communication.

6.  Tenant Account Users acknowledge that the personal information collected by Tenant Connect may be disclosed in the course of providing the Services, to the Landlord Account User, Property managers or the state rental and real estate authority.

7.  If you have consented to our use of data about you for a specific purpose, you have the right to change your mind at any time. This will not affect any data processing that has already taken place. Where we use your personal information because we or a third party have a legitimate interest to do so you may object to that use, however, this may mean that we are no longer able to provide our Service to you and the available features of the App may be substantially diminished.

Personal Information submitted via the App maybe submitted to third parties authorised by you to allow the App to function correctly, for payment processing, to protect our Intellectual Property rights or for use by organisations subject to data sharing agreements for market research, marketing and website usage analysis. To the extent that we do share your Personal Information with a third party, we would only do so if that party has agreed to comply with our privacy standards as described in this privacy policy and in accordance with applicable law. Our contracts with third parties prohibit them from using any of your Personal Data for any purpose other than that for which it was shared.

Camera and microphone access

8.  The Tenant Connect App and Services require access to the User’s Device’s camera and microphone function in order to utilise the Services of the App including:

• Remote inspection video feed;
• Recording of remote inspection audio;
• Uploading images of User listed Property, rooms and features on the App.

9.  Users acknowledge that video footage uploaded to the Tenant Connect App may include personally identifying information such as the User’s address and Property information.

10.  Users will be prompted to agree to the Terms and Conditions before downloading the
App and will receive a prompt to allow the App to access your Device’s camera and microphone function when first opening the App. If a User does not consent or does not allow access to the User’s Devices camera and microphone, many functions of the App, including the Live inspection video function, are unable to function. 

Collecting information on Registered members

11.  As part of registering with us, we collect personal information about you in order for you to take full advantage of our services. To do this it may be necessary for you to provide additional information to us as detailed below.

12.  Registration is mandatory. Registration may include submitting your name, email address, address, telephone numbers, option on receiving updates and promotional material and other information. You may access this information at any time by logging in and going to your account.

13.  You acknowledge and warrant that any data or information you provided to us, is provided with the owner’s authorisation or that it belongs to you.

14.  You can delete your Account at any time. You will lose all the data and content in that account including Property listings, photos, all data for prior remote inspections, scheduled remote inspection data and Tenant information. If you change your mind you will not be able to recover your data.

Credit Card Details 

15. Credit Card details are only stored for the purpose of processing of payment upon commencing a remote or onsite inspection using the App. Credit Card information is stored as an encrypted Stripe Token. 

Disclosure

16.  Apart from where you have consented or disclosure is necessary to achieve the purpose for which it was submitted, personal information may be disclosed in special situations where we have reason to believe that doing so is necessary to identify, contact or bring legal action against anyone damaging, injuring, or interfering (intentionally or unintentionally) with our rights or property, users, or anyone else who could be harmed by such activities. Also, we may disclose personal information when we believe in good faith that the law requires disclosure.

17.  We may engage third parties to provide you with goods or services on our behalf. In that circumstance, we may disclose your personal information to those third parties in order to meet your request for goods or services.

18.  We will not decline any legal request issued by any governmental institutions or organisations to access your information, data, images, and/or files.

19.  The Property and inspection data stored on the Tenant Connect App may be relevant for the purposes of tribunal proceedings in the event of a tenancy dispute. By storing User information on the App you acknowledge that Tenant Connect may be legally required to provide this information upon lawful request by a relevant body and that such information may comprise evidence for legal proceedings.

Security 

20.  We strive to ensure the security, integrity and privacy of personal information submitted to our App, and we review and update our security measures in light of current technologies. Unfortunately, no data transmission over the Internet can be guaranteed to be totally secure.

21.  However, we will endeavour to take all reasonable steps to protect the personal information Users may transmit to us or from our online products and services. Once we do receive your transmission, we will also make our best efforts to ensure its security on our systems.

22.  In addition, our employees and the contractors who provide services related to our information systems are obliged to respect the confidentiality of any personal information held by us. However, we will not be held responsible for events arising from unauthorised access to your personal information.

23.  You acknowledge that when you leave your Device unlocked, any one may have access to all your data and information, including disclosing, adding, deleting, or modifying any of your data and information through the Device.

24.  It is your responsibility to keep your Account and data secure, such as locking your Device, logging out of your Account after you have finished using the App, especially when accessing the App using a public network or computer, and not disclosing your password to another third party.

25.  You must report any suspected misuse, security breach or compromise of your Account as soon as you become aware of such compromise.

26.  In the event there is a breach of our security and your personal information is compromised we will promptly notify you in compliance with the applicable law.

Collecting Information from Users

27.  IP Addresses
Our web servers gather your IP address to assist with the diagnosis of problems or support issues with our services. Again, information is gathered in aggregate only and cannot be traced to an individual user.

28. Cookies, Tokens and Applets
A cookie is a small file placed on your Device’s App data folder or web browser. We use cookies, tokens and Applets to provide you with a better experience. Cookies are uniquely assigned to Users and can only be read by the Web or App server in the domain that issued the cookie to you. These technologies allow us to increase your security by storing your session ID and are a way of monitoring single User access. This aggregate, non-personal information is collated and provided to us to assist in analysing the usage of the site. Tenant Connect extends the same privacy protection to your personal information whether obtained via cookies or from other sources.

29. We may collect new or different types of information directly or indirectly from you from time to time. This may include the use of a log file, clear gif, Device identification information such as but not limited, mobile carrier, Device type and manufacturer, geographical location data or similar information regarding the location of your mobile device.

30.  We may at any time introduce new features that may collect new or different types of information. We endeavour to disclose such new information by updating this privacy policy where applicable.

Access to Information

31.  You may request at any time to access or amend your personal information in accordance with the Australian Privacy Principles. All requests for personal information can be directed to privacy@tenantconnect.com.au. We will endeavour to deal with all requests regarding personal information expediently and amend any data that is inaccurate, incomplete or out of date.

32.  Requests for large volumes of personal information that has been archived for some time may required further time before the requested information can be provided.

33.  We may lawfully refuse to give access to personal information in some circumstances. This includes circumstances where providing access would:

• Be unlawful (such as where personal information about you is subject to a claim for legal privilege by a contractual counter-party);
• Have an unreasonable impact on another person’s privacy;
• Prejudice an investigation into any illegal activity;
• Prejudice anticipated or ongoing legal proceedings where the information would not be accessible by the process of discovery in those proceedings.

34.  We will endeavour to take all reasonable steps to keep secure any information which we hold about you, and to keep this information accurate and up to date. If, at any time, you discover that information held about you is incorrect, you may contact us to have the information corrected.

35.  In addition, our employees and the contractors who provide services related to our information systems are obliged to respect the confidentiality of any personal information held by us.

Sharing your information with Third Parties

36. We do not and will not sell personal information.

37. When you use our App or Services we will provide any third party affiliates only with such information necessary for the purpose of delivering the Services, processing payments or to protect our copyright, trademark and other legal rights. Our contracts with third parties prohibit them from using any of your personal information for any other purpose that that for which it was shared.

Links to other sites

38. We may provide links to other Apps and Websites outside of our own App, as well as to third party Websites. These linked sites are not under our control, and we cannot accept responsibility for the conduct of companies linked to our App or Website. Before disclosing your personal information on any other website, we advise you to examine the terms and conditions of using that App or Website and its privacy statement.

GDPR

39.  We endeavour to comply with the GDPR and ePrivacy directive wherever relevant. Pursuant to the GDPR, you have the additional right to be forgotten to our system. Please note that we are not responsible for any form of data loss or information loss wherein this right has been requested by you.

Problems or questions

40.  If we become aware of any ongoing concerns or problems with our web sites, we will take these issues seriously and work to address these concerns. If you have any further queries relating to our Privacy Policy, or you have a problem or complaint, please contact us.

41. For more information about privacy issues in Australia and protecting your privacy, visit the Australian Federal Privacy Commissioner's web site; http://www.privacy.gov.au/.