Privacy Policy

Last updated December 8, 2025

We value your privacy and are committed to protecting your data. This Privacy Policy explains how we collect, use, share, and safeguard your information.

Definitions

To help explain things as clearly as possible in this Privacy Policy, every time any of these terms are referenced, they are defined as:

• Property Manager - Someone who manages a rental property, such as a real estate agent or owner
• Tenant - Someone who currently lives in or has lived in a managed property
• Service Provider - Contractors employed to fulfil service and maintenance requests.

Data we collect

We collect information you provide directly to us, or that is provided about you by Property Managers, which may include, but is not limited to:

• Personal information (name, email, phone number)
• Property details and rental information (address, move-in dates, rental amount)
• Payment history (transaction history, payment references)
• Property maintenance requests (communication, invoices, service history)
• Service provider information
• Communication records
• Background checks (financial and rental)
• Rental histories (previous properties tenanted)
• Property photos (initial listing, routine inspections)
• Property inspections (dates, notes)
• Location data (IP address)
• Rental applications
• Usage data and analytics
• Cookies

How we use your data

We use the information we collect to provide, maintain, and improve our services, communicate with you, and ensure the security of our platform.

Data storage

Where possible, we store your personal data on servers located within Australia. In some cases, we may use third-party service providers located outside of Australia to store or process your data. By using our services, you consent to the transfer of your personal data to countries outside of your country of residence, which may have different data protection rules than those in your country.

Retention of data

We retain your personal data for as long as necessary to fulfill the purposes for which it was collected, including for the purposes of satisfying any legal, accounting, or reporting requirements.

We typically remove data about rental and maintenance transactions after 5 years.

We also retain anonymised usage data long-term, for internal analysis purposes.

How we share your data

We do not sell your personal data.

Your information, including personal data, may be transferred to us by Property Managers.

We may also disclose your data in the following circumstances.

Property related matters

Personal Data you provide to us may be made available to Property Managers and Tenants of properties you are tenanting or have previously tenanted. We encourage you to review the privacy policies of these Property Managers to understand how they handle your personal data.

Your address and contact details may be made available to Service Providers in order to fulfil maintenance requests.

Business transfer

If Settled Property Management is involved in a merger or acquisition, your data may be transferred to as part of that transaction, and your data becomes subject to a different Privacy Policy.

Law enforcement

Under certain circumstances, we may be required to disclose your Personal Data if required to do so by law. We will endeavour to notify you of these requests and default to only providing the data when legally required.

Legal Requirements

Settled Property Management may disclose your data in the good faith belief that such action is necessary to:

• Comply with a legal obligation
• Protect and defend the rights or property of Settled Property Management
• Prevent or investigate possible wrongdoing in connection with the Service
• Protect the personal safety of users of the Service or the public
• Protect against legal liability

Third-Party Disclosure

We may employ third-party companies and individuals to facilitate our Service (Subprocessors), to provide the Service on our behalf, to perform Service-related services or to assist us in analyzing how our Service is used. These third parties have access to your data to perform these tasks on our behalf, we encourage you to read their privacy policies.

Subprocessors

• Supabase - Database hosting and Authentication systems
• Vercel - Hosting, CDN
• MailChimp - Email
• Resend - Email
• Stripe - Payment processing
• PostHog - Website analytics and interaction recordings

For all payment processing, we exclusively use Stripe as our payment processor. When you make a financial transaction, you will be directed to Stripe or interact with their APIs to complete your transaction. We do not collect, store, or process any payment card details on our servers. All payment information is provided directly to Stripe.

Links to other sites

Our Service may contain links to other sites that are not operated by us. We encourage you to review the Privacy Policy of every site you visit.

We have no control over and assume no responsibility for the content, privacy policies or practices of any third party sites or services.

Changes to This Privacy Policy

We may update this Privacy Policy from time to time. We will notify you of any changes by posting the new Privacy Policy on this page and updating the "Last updated" date at the top. We will also notify you via email and/or a prominent notice on our service before the change becomes effective.