West Property Management Pty Ltd (ABN 79 684 525 915) are committed to protecting your privacy. We manage personal information in accordance with the Privacy Act 1988 (Cth) and the Australian Privacy Principles (APPs).

This policy explains how personal information is collected, used, disclosed, stored, and managed as part of our real estate activities, including leasing, property management and training.

This Privacy Policy may be revised, updated or replaced from time to time. The website will always the most updated version of the Policy available. Any changes to the Policy take effect on the date on which the revised, updated or replaced Privacy Policy is posted to this website.

 

Purpose and Scope

This policy applies to all staff members operating under West Property Management Pty Ltd.

It covers the handling of personal information relating to:

  • Landlords and tenants.
  • Prospective landlords, prospective tenants and general enquiries.
  • Suppliers, trades, and contractors.
  • Website visitors and marketing subscribers.
  • Current, former, and prospective staff.
  • Attendees at our events, training sessions, and conferences.

 By engaging with West Property Management Pty Ltd or any of our team members, visiting our websites, or using our services, you agree to the handling of your personal information as described in this policy.

 

What Personal Information We Collect

We collect personal information that is reasonably necessary for our business functions. 

This may include:

  • Name, address, and contact information.
  • Date of birth, occupation, and identification.
  • Identification verification details (e.g. driver’s licence, passport, or other ID).
  • Employment, income, and reference information (for tenancy applications).
  • Property ownership, tenancy, or transaction details.
  • Payment information (rent, deposits, invoices).
  • Enquiries, communications, and feedback.
  • Franchise applications and business information.
  • Website analytics data, cookie information, device details, and IP address.

We may collect identification documents for identity verification or compliance purposes, including anti-money laundering requirements where applicable. We will only collect personal information that is reasonably necessary for our business functions or activities.

We do not knowingly collect personal information from individuals under 18 without consent from a parent or guardian. Where identity verification is required by law or to deliver real estate services, you may be asked to provide documentary identification.

 

How We Collect Personal Information

Personal information is collected directly from you when you:

  • Submit an enquiry, application, or form through our website or office (online, email, in person, over the phone, post, social media).
  • Attend an inspection, appraisal, or consultation.
  • Apply for a tenancy or engage us to lease a property.
  • Register for events, training, or marketing.
  • Engage with us via email, phone, or social media.
  • Complete surveys, feedback, or competitions.
  • Apply for employment or become an employee, or supply goods or services to us.
  • When making a complaint to us.
  • Become a client or debtor of the company.

We may also collect information from:

  • Property databases, title searches, and public sources.
  • Tenancy databases and verification platforms.
  • Trades, valuers, conveyancers, and legal representatives.
  • Digital advertising and website analytics providers.

Wherever lawful and practicable, you may interact with us anonymously or using a pseudonym. However, some services cannot be provided without identity verification.

General users of the website do not need to disclose their identity to us to use this website.   This website does not, therefore, collect personal information about people who generally access it except in the circumstances described above.

 

Cookies

An electronic cookie, or internet cookie, is a small text file that websites store on the user’s website browser to remember information about you. Cookies may be used to improve website functionality and user experience.

Our servers may generate cookies which are used to keep track of the pages that users have accessed while using the website. The cookie also allows data to be inputted into a form or template and temporarily stored until the user chooses to save that form or template.

When you visit our website, our systems may collect information including:

  • Pages visited and the documents downloaded
  • Date and time of visit
  • Time spent on the site
  • Browser type, device type and IP address
  • Referring URLs

Cookies generally remain on the user’s computer even after an internet session is ended and the computer rebooted. The cookie can be read by the server that placed it there during a subsequent visit to that same server.

You can disable cookies in your browser settings, although some site functions may not work correctly. Any other information supplied to us (for example, if a user sends an email or enters any personal information into our website) is treated in accordance with this Privacy Policy.

 

Why We Collect and Use Your Personal Information

We collect, use and store personal information for purposes including:

  • Providing and managing real estate services
  • Verifying identity and processing applications
  • Communicating about listings, properties and services
  • Maintaining client and transaction records
  • Conducting marketing, promotions, and client relationship activities
  • Managing training, conferences and events
  • Assessing franchise applications
  • Employment administration and recruitment
  • Compliance with legal, regulatory, or professional obligations
  • Customer support and complaint resolution

If we collect personal information for a purpose not listed here, we will notify you at or before the time of collection.

If we receive personal information that we did not request, we will determine whether we could lawfully have collected it. If not, we will destroy or de-identify the information as soon as practicable.

 

Use and Disclosure of Personal Information

We may disclose your personal information to:

  • Related corporate entities.
  • Landlords or tenants involved in a transaction.
  • Tradespeople, valuers, photographers and service providers.
  • Conveyancers, solicitors, financial institutions and insurers.
  • IT, CRM, cloud hosting and digital marketing providers.
  • Property portals and advertising platforms.
  • Government agencies, regulators or law enforcement where required.
  • Training providers or regulators verifying CPD attendance.
  • When we are required by law.

We take reasonable steps to ensure all third-party service providers comply with the APPs and maintain appropriate privacy safeguards. We do not sell personal information to third parties.

 

Direct Marketing

We may use your personal information to send you property updates, newsletters, or promotional materials that we believe 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.

You may opt out at any time through the unsubscribe function or by contacting us directly.

We may provide your personal information to our franchisor for the purposes of direct marketing. We do not share personal information to third parties for their own marketing purposes without your consent.

 

Cross-Border Disclosure

Some third-party systems we use (including cloud services, CRM platforms and analytics tools) may store or process data outside Australia (for example, in the United States, Europe, or Asia-Pacific).

Where information is transferred outside Australia, we take reasonable steps to ensure recipients provide privacy protections comparable to the APPs and Australian privacy standards.

 

Government Identifiers

We do not adopt or use government identifiers (e.g. Medicare or licence numbers) as our own. Such information is only used where required by law or for identity verification.

 

Data Quality, Retention, and Security

We take reasonable steps to ensure information is accurate, up-to-date, and complete. Personal information is stored securely in electronic and physical formats, protected from misuse, interference, loss, and unauthorised access.

Personal information is stored securely using:

  • Password and access controls
  • Encryption and secure servers
  • Locked physical storage for hardcopy files
  • Staff training and confidentiality procedures

We retain personal information only as long as necessary for business or legal purposes (for example, property and tenancy records may be retained for up to seven years).

When information is no longer required, it is securely destroyed or de-identified.

We cannot provide 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. Therefore, any personal information or other information which you provide is transmitted at your own risk.

 

Access and Correction

If any of your details change or if you believe we are holding information about you that is inaccurate or incomplete, you may request access to, or correction of, your personal information held by us at any time. Requests can be made in writing to our Privacy Officer.

We may require proof of identity before releasing or amending information. In exceptional circumstances, we may refuse access where permitted by law but will advise you of our reasons if this occurs.

 

Data and Privacy Breaches

We respond promptly to suspected data breaches. Where a breach is likely to cause serious harm, we will notify affected individuals and the Office of the Australian Information Commissioner (OAIC) in accordance with the Notifiable Data Breaches scheme.

If you believe that your privacy has been breached, please contact us using the contact information below and provide details of the incident so that we can investigate. Our procedure for investigating and dealing with privacy breaches is set out in our Complaints Handling Policy.

 

External Links to Other Websites

Our website may contain links to other sites. We are not responsible for the privacy practices of third-party websites and recommend you review their privacy policies before providing any personal information.

 

Changes to This Policy

We may update this Privacy Policy from time to time. The latest version will always be available on our website www.westpm.com.au. We encourage you to check the policy periodically for updates.

 

Contact Us

If you have questions, concerns, or complaints about this Privacy Policy or how your information is handled, please contact:

Privacy Officer at admin@westpm.com.au or 0400 474 383 or PO Box 130, Oatlands NSW 2117

We take privacy complaints seriously and will respond promptly, usually within 30 days. If you are not satisfied with our response, you may contact the Office of the Australian Information Commissioner (OAIC) at www.oaic.gov.au.

 

Acceptance of this Privacy Policy

By using this website or accessing any of our products, services, or features, the user confirms that they have read, understood, and accepted this Privacy Policy. The user also authorises us to collect, use, and disclose their personal information in line with the Act and for the purposes outlined in this Privacy Policy.

Work with us

Manage