Privacy

Macwell Property is committed to respecting your privacy and protecting your personal information.

We manage personal information in accordance with applicable privacy and property legislation, including the Privacy Act 1988 (Cth) and the Australian Privacy Principles (APPs), together with applicable provisions of the Residential Tenancies and Rooming Accommodation Act 2008 (Qld).

This Privacy Policy applies to personal information collected through our dealings with you, including where you interact with us as a prospective or current property owner, lessor, tenant, rental applicant, seller, buyer, contractor, service provider, website visitor or other person dealing with Macwell Property.

This Policy explains what personal information we collect and hold, why we collect it, how it may be used or disclosed, how we protect it and your rights regarding your personal information.

s to be used for the purpose of automated biometric verification or biometric identification; or

(e) Biometric templates.

Personal information is information or an opinion about an identified individual, or an individual who is reasonably identifiable.

Sensitive information includes certain information concerning a person’s health, racial or ethnic origin, political opinions, religious beliefs, sexual orientation, criminal record, certain professional or trade memberships, biometric information and genetic information.

We do not ordinarily seek sensitive information. Where sensitive information is required, we will only collect it where reasonably necessary for our functions or activities and where consent has been obtained or collection is otherwise permitted or required by law.

PERSONAL INFORMATION WE MAY COLLECT

The information we collect depends upon your relationship with Macwell Property and may include:

• name, date of birth and contact details;
• residential and postal address;
• occupation and employment information;
• information reasonably required to verify identity;
• financial information reasonably required to provide our services or assess a rental application;
• property ownership and transaction information;
• information contained in contracts, appointments and tenancy agreements;
• rent, bond and tenancy ledger information;
• information concerning occupants and approved pets;
• correspondence and communications with us;
• maintenance, repair and insurance information;
• photographs, video and inspection records;
• information concerning property transactions, offers, contracts and settlements;
• information lawfully obtained from government agencies, regulators or third parties;
• website and electronic communication information; and
• other information reasonably necessary to provide our services or perform our lawful functions.

We will only collect personal information reasonably necessary for our functions or activities or otherwise permitted or required by law.

PERSONAL AND SENSITIVE INFORMATION

Personal information is information or an opinion about an identified individual, or an individual who is reasonably identifiable.

Sensitive information includes certain information concerning a person’s health, racial or ethnic origin, political opinions, religious beliefs, sexual orientation, criminal record, certain professional or trade memberships, biometric information and genetic information.

We do not ordinarily seek sensitive information. Where sensitive information is required, we will only collect it where reasonably necessary for our functions or activities and where consent has been obtained or collection is otherwise permitted or required by law.

HOW WE COLLECT INFORMATION

Where reasonable and practicable, we collect personal information directly from you, including when you complete an application, agreement or enquiry; communicate with us; attend an inspection or open home; use our website; enter into a tenancy agreement; request maintenance; or otherwise interact with Macwell Property.

We may also lawfully obtain information from third parties or publicly available sources, including property owners, previous property managers or lessors, referees, government authorities, the Residential Tenancies Authority (RTA), tenancy database operators, property databases, legal representatives, contractors and service providers.

If we receive unsolicited personal information, we will determine whether we could lawfully have collected it. Where we cannot lawfully retain it, reasonable steps will be taken to destroy or de-identify it where lawful and reasonable.

Where reasonably necessary to provide our services or perform our lawful functions, relevant personal information may be disclosed to:

• property owners and lessors;
• tenants, prospective tenants, sellers or buyers where appropriate;
• the Residential Tenancies Authority;
• government authorities, regulators, courts and tribunals, including QCAT;
• legal advisers, accountants and professional advisers;
• contractors, tradespeople and service providers;
• building and body corporate managers;
• insurers, brokers, assessors and restoration providers;
• financial institutions and payment providers;
• utility and compliance providers;
• tenancy database operators;
• real estate advertising websites and property portals;
• property management, rental application, inspection, electronic signing and communication providers;
• cloud storage, hosting and information technology providers;
• administrative and outsourced service providers;
• related companies;
• law enforcement agencies where authorised or required by law; and
• another agent or relevant party where management, ownership or our business is lawfully transferred.

Where practicable, disclosure will be limited to information reasonably necessary for the relevant purpose.

RENTAL APPLICATIONS

Queensland legislation places specific requirements and restrictions on the information that may be requested from prospective tenants.

Macwell Property will only request information permitted by applicable residential tenancy legislation and reasonably required to assess an applicant’s suitability for a rental property.

Supporting documentation and identity information will only be requested, copied and retained within the limits permitted by legislation.

Where an applicant presents an original identity document for verification rather than providing a copy, we may record information reasonably necessary to confirm the document was sighted. Copies will only be retained where permitted by law.

Applicants may voluntarily provide information beyond that requested by us. Acceptance of voluntarily supplied information does not mean that Macwell Property required or requested that information.

Information relating to unsuccessful rental applicants will be securely stored and securely destroyed within the period required by Queensland residential tenancy legislation unless a longer retention period has lawfully been agreed with the applicant.

TENANCY INFORMATION

During a residential tenancy, Macwell Property will only collect personal information about a tenant where it relates to management of the residential tenancy agreement or premises, or collection is otherwise permitted or required by law.

This may include tenancy and contact information, rental ledgers, bond information, communications, maintenance records, notices, insurance information, tenancy dispute information and photographs or other records lawfully obtained during property inspections.

Personal information collected for management of a tenancy will be securely stored and access limited to persons requiring access for management of the premises or another purpose permitted or required by law.

PROPERTY INSPECTIONS, PHOTOGRAPHS AND VIDEO

Macwell Property may take photographs, video or other records during lawful inspections of rental premises.

These records may incidentally capture personal possessions or information relating to occupants.

Inspection records will only be collected, accessed, used or disclosed where reasonably connected with management of the premises or tenancy, including documenting property condition, maintenance, damage, compliance or other tenancy matters.

Reasonable care will be taken to avoid unnecessarily recording highly personal or sensitive information.

HOW WE USE PERSONAL INFORMATION

We may use personal information to:

• provide property management and real estate sales services;
• assist with the sale, purchase or leasing of property;
• assess rental applications;
• administer residential tenancy agreements;
• communicate with owners, tenants, sellers, buyers and prospective clients;
• process rent, bonds and other payments;
• coordinate maintenance, repairs and compliance;
• conduct property inspections;
• administer insurance claims;
• manage tenancy disputes, breaches and termination;
• maintain business and client records;
• comply with trust accounting, legal and regulatory requirements;
• verify identity where necessary;
• improve our business systems and services; and
• protect or exercise our lawful rights and interests and those of our clients.

Personal information will not be used for an unrelated purpose unless consent has been obtained or the use is otherwise permitted or required by law.

TENANCY DATABASES

Macwell Property may access and use tenancy database services where permitted by Queensland residential tenancy legislation.

Rental applicants will be provided with information about relevant tenancy database use where required by law.

A tenant will only be listed on a tenancy database where the legislative requirements for listing have been satisfied.

Where required, affected individuals will be notified of a proposed or existing listing and provided with information regarding their rights to review, dispute, amend or seek removal of the information.

Macwell Property may, where permitted by law, use personal information to communicate with clients and other persons about property, services, market information or other matters we reasonably believe may be of interest.

You may ask us at any time to stop sending direct marketing communications.

Electronic marketing communications will include an unsubscribe facility where required by law.

Opting out of marketing will not prevent Macwell Property from contacting you where necessary to provide services, administer a tenancy or property transaction, meet legal obligations or otherwise communicate for a non-marketing purpose.

Sensitive information will not be used for direct marketing without the consent required by law.

Macwell Property Management will take reasonable steps to ensure that all personal information it collects, uses or discloses is accurate, complete and up-to-date.

If you believe your personal information is not accurate, complete or up-to-date, please contact us (see the Contacting Us section for more information).

Personal information will only be retained for as long as required or permitted by applicable legislation or reasonably necessary for our lawful business functions.

Where applicable under Queensland residential tenancy legislation:

• personal information concerning unsuccessful rental applicants will be securely destroyed within the statutory period unless a longer retention period has lawfully been agreed; and
• personal information collected in connection with management of a residential tenancy will be securely destroyed within 7 years after the residential tenancy agreement ends.

Other business, property transaction, financial and corporate records will be retained and destroyed in accordance with applicable legal and regulatory requirements.

Secure destruction means taking reasonable steps to ensure information cannot subsequently be accessed or reconstructed.

Macwell Property uses technology and electronic systems to provide and administer our services.

Personal information may be processed or stored within systems including property management software, rental application platforms, customer relationship management systems, inspection software, electronic signing and document generation systems, accounting and payment systems, cloud storage, email and communication platforms, property portals and administrative systems.

Some technology may include automated, artificial intelligence or machine-assisted functionality.

Where technology assists us in processing information or performing our functions, Macwell Property remains responsible for managing personal information in accordance with applicable privacy legislation.

Where required by law, we will provide information regarding the types of personal information used in automated decisions that could reasonably be expected to significantly affect an individual’s rights or interests and how those decisions are made.

Macwell Property takes reasonable steps to protect information provided through our website and electronic systems.

Our website may use cookies, analytics and similar technologies to assist with functionality, security and understanding how the website is used.

Our website may contain links to external websites. Macwell Property is not responsible for the privacy practices of third-party websites and users should review the relevant third party’s privacy information separately.

Macwell Property takes reasonable steps to protect personal information from misuse, interference, loss and unauthorised access, modification or disclosure.

Measures may include controlled system access, passwords and authentication, secure electronic and hard-copy storage, confidentiality obligations, staff training, cybersecurity measures, access controls and secure destruction procedures.

Security practices are reviewed periodically and following significant changes to our systems or identified security risks.

OVERSEAS ACCESS AND SERVICE PROVIDERS

Macwell Property primarily manages personal information using business and technology systems servicing Australian operations. However, personal information may be accessed, processed or disclosed outside Australia.

Macwell Property uses authorised remote administrative support personnel located in the Philippines. Those personnel may access personal information where reasonably necessary to perform property management, administration and related business functions on behalf of Macwell Property.

We also use third-party property management, rental application, customer relationship management, communications and technology providers. Although Australian customer information may be stored in Australia, some providers may use overseas infrastructure, related entities or sub-processors.

Accordingly, personal information may be disclosed to or processed by recipients located in countries including:

• the Philippines;
• the United States of America;
• the United Kingdom; and
• countries within the European Union.

The countries in which technology providers and their sub-processors operate may change from time to time.

Where personal information is disclosed overseas, Macwell Property will take reasonable steps as required by applicable Australian privacy legislation to ensure the information is appropriately handled.

Overseas personnel authorised to access Macwell Property information are subject to appropriate confidentiality, access and information-security requirements.

Macwell Property takes reasonable steps to ensure personal information we collect, use and disclose is accurate, up-to-date, complete and relevant.

You may request access to personal information we hold about you or ask us to correct information you believe is inaccurate, out of date, incomplete, irrelevant or misleading.

We may require reasonable verification of your identity before providing access.

Requests will be dealt with within a reasonable period and in accordance with applicable privacy legislation.

In some circumstances access may be refused or limited where permitted or required by law. Where required, we will provide reasons for refusal and information about available complaint mechanisms.

We do not charge an application fee for requesting access. A reasonable charge may apply to costs associated with providing access where permitted by law.

RETENTION AND SECURE DESTRUCTION

Personal information will only be retained for as long as required or permitted by applicable legislation or reasonably necessary for our lawful business functions.

Where applicable under Queensland residential tenancy legislation:

• personal information concerning unsuccessful rental applicants will be securely destroyed within the statutory period unless a longer retention period has lawfully been agreed; and
• personal information collected in connection with management of a residential tenancy will be securely destroyed within 7 years after the residential tenancy agreement ends.

Other business, property transaction, financial and corporate records will be retained and destroyed in accordance with applicable legal and regulatory requirements.

Secure destruction means taking reasonable steps to ensure information cannot subsequently be accessed or reconstructed.

For privacy enquiries or requests for access to or correction of personal information, please contact:

Macwell Property
Macwell Group Pty Ltd
PO Box 1167
Capalaba QLD 4157

Email: service@macwell.com.au
Phone: 07 3180 3209
Website: macwell.com.au

If you believe Macwell Property has interfered with your privacy or failed to comply with an applicable privacy requirement, please contact us using the details above.

We will acknowledge and investigate privacy complaints and endeavour to provide a response within a reasonable timeframe.

If you are dissatisfied with our response and the Privacy Act applies to your complaint, you may be entitled to make a complaint to the Office of the Australian Information Commissioner (OAIC).

Information regarding privacy complaints is available from the OAIC.

Nothing in this section limits any rights or dispute resolution mechanisms available under Queensland residential tenancy or other applicable legislation.

SYDNEY NSW 2001

enquiries@oaic.gov.au

1300 363 992

Macwell Property may amend this Privacy Policy from time to time to reflect:

• changes to legislation or regulatory requirements;
• changes to our services or business practices;
• changes to technology or systems;
• changes to the way personal information is collected, used or disclosed; or
• developments in privacy and information-security practices.

This Policy will be reviewed periodically and following significant legislative, operational, technological or information-security changes.

The current version of this Privacy Policy will be available at macwell.com.au.

Last updated: September 2026