Our Commitment to Protecting Your Privacy
Bayview Property Pty Ltd ATF Bayview Property Trust (ACN 640 756 556) (Bayview Property) and our related entities (We, Us and Our) are committed to providing exceptional service to our clients with a positive experience throughout your Real Estate journey. Protecting your personal information is important to us. This policy outlines how we collect, use, store and disclose personal information for the purposes of selling, renting, leasing and managing property and providing other property related services. In this privacy policy, ‘personal information’ has the same meaning as defined by Section 6 of the Privacy Act- meaning information or an opinion about an individual that identifies them or could reasonably identify them, whether the information is true or not, and whether it is recorded in a material form or not.
When collecting, using and handling personal information, Bayview Property is required to comply with the Australian Privacy Principles (APPs) contained in the Privacy Act 1998 (Cth) (the Act). The Act regulates how organisations may collect, use, disclose and store personal information, and how individuals may access and correct personal information held about them.
If you have any questions regarding this privacy policy or require further clarification, please feel free to email us
What Personal Information Do We Collect?
We collect personal information that is reasonably necessary for us to provide you with the products, services or information that we supply, and to manage our legal and regulatory obligations to you under any customer contract or applicable law.
Some of the services or products may include:
• Acting as agent, buying or selling properties, managing and leasing properties.
• Marketing purposes and to provide you with information about products and services that may be of interest to you.
• Improvements to the products and services we provide.
• Running our business and meeting legal or regulatory requirements.
To provide real estate services—whether you’re a tenant, buyer, or owner—we at least need your name and contact details, we may also collect personal details like your:
• First and last name
• Location
• Age
• Phone number
• Email address
• Postal address
• Payment information
You provide this information when you interact with us. Sometimes, we get personal information from third parties or public sources, but only from companies allowed to share it with us.
Depending on your situation, we may also collect:
For tenancy applications:
• ID details (like driver’s license)
• Emergency contact information
• Rental history or current tenancy details
• Home ownership information
• Employment details (current and past employers, income)
• Business and advisor information if self-employed
• Student information (study details, income, parents)
• Centrelink or benefit details
• Vehicle and pet ownership info
• Names and contacts for referees
For new or existing tenancies:
• Information about how you use the property (for maintenance or utilities)
• Sensitive or health information if you have special needs
For property owners or buyers:
• Emergency contact details
• Property information
• Banking details
Other Information We Collect
• Occupation, household details, financial information
• Employment, rental, and personal references
• Identity documents to verify who you are
• Information about staff, directors, suppliers, and clients as needed
• Sensitive information only if you consent to provide it
• Creditworthiness information where necessary.
Where possible, you can interact with us anonymously or using a pseudonym, but usually only for very general or early-stage enquiries.
How We Collect Personal Information
Bayview Property collects personal information in several ways, always by lawful and fair means. We aim to collect information directly from you whenever possible. This might happen through:
• Phone calls
• Our website or third-party websites and software
• Hard copy forms or emails
• Face-to-face meetings, such as property inspections or interviews
• Social media channels
• Referrals from our related companies, agents, or strategic partners
• Real estate agents acting on your behalf
• Contracted service providers or suppliers
• Anyone you’ve authorised to deal with us
By giving us your personal information, you consent to us collecting and storing it, and to us collecting any additional details needed to respond to your enquiries or provide services.
Examples of When We Collect Information
• For prospective tenants: We mainly collect your details when you fill out a tenancy application—either online or on paper.
• For property owners: We collect your information when you or your agent ask us to sell or manage your property.
• If you enquire via our website or a third-party website: You are asking us to send you information about our services, and we will contact you using the method you provided (like phone or email).
We May Also Collect Information About You From:
• Other applicants who list you as an emergency contact, co-tenant, or referee
• Tenancy databases, courts, tribunals, bond authorities, insurers, or debt collection agencies
• Real estate agents who’ve hired us to manage a property
• Utility providers, tradespeople, or contractors working on a property
If you give us personal information about another person (like a co-tenant, partner, or referee), you must:
• Have their permission to do so
• Tell them that you’re sharing their details
• Let them know about this Privacy Policy and where to find it
All information we collect, store, and use is handled in line with this Privacy Policy and the Australian Privacy Principles (APPs).
Why We Collect and Use Your Personal Information
Bayview Property collects personal information from people who:
• Apply for a rental property (or are connected to someone who does)
• Are currently renting a property we manage
• Ask for advice about property management
• Use our services to buy or sell property
• Use our services to lease or manage property or a property portfolio
We also collect information about our staff and people connected to our contractors, business partners, and service providers.
How we use your information depends on who you are:
• Tenants or applicants: We use your information to assess rental applications, prepare lease agreements, collect rent, and manage your tenancy—including setting up utility services.
• Property owners: We use your information to manage or sell your property and provide related services.
• Buyers or potential buyers: We use your information to keep you informed during the purchase process.
• If you’re buying a managed property: We use your information to manage any tenancy changes due to the property changing owners.
• Staff, contractors, or service providers: We use your information to manage your employment, contracts, or the services you provide.
If you don’t provide your information, we might not be able to:
• Properly assess your rental application, which could lead to a declined application
• Offer property management, sales, or other services
• Organise repairs or maintenance
• Respond to your questions or complaints
How We Use and Share Your Personal Information
Bayview Property only uses your personal information for purposes related to the services we provide.
Depending on the service, we may use your information for things like:
• Reviewing tenancy applications
• Managing rental agreements
• Helping with renting, buying, or selling property
• Managing property portfolios
• Enforcing tenancy agreements
• Processing bond payments or refunds
• Handling disputes
• Organizing repairs or maintenance
• Setting up utilities or other services
• Working with government agencies (like tenancy authorities or land title registries)
• Using tenancy databases
• Managing our client relationships
Who we might share your information with:
While we generally don’t share your information with outside organisations, sometimes we need to for the purposes listed above. We may share your personal information with:
• Tenants, co-tenants, or their agents
• Property owners, buyers, their lawyers, and advisers
• Real estate agents
• Utility providers, tradespeople, and contractors (like Move Me In for utility connections)
• Bond authorities and insurers
• Courts, tenancy tribunals, or database operators
• Referees you’ve listed
• Media outlets (for advertising purposes)
• Third parties who provide services to us or on our behalf, including:
– Government bodies, regulators, and law enforcement agencies where required or allowed by law
– Other service providers to verify your contact details
– Parties that operate and maintain our IT systems and business assets
– Customer account and billing managers
– External IT and infrastructure service providers
– Mailing houses and marketing companies
– Claims-related parties like assessors, repairers, builders, and investigators
– Credit checkers and debt recovery agents if you breach your obligations
– Other companies offering related products or services, unless you opt out
We only share your sensitive information for the original purpose it was collected, closely related purposes, or if you have given consent.
When you fill out our standard forms, we may ask for your consent to share your information with these third parties. We try to ensure they only use your information for the reasons we gave it to them.
We may disclose your personal information to overseas recipients—including service providers or related entities based outside Australia—mainly in Asia, the United Sates of America and New Zealand, for purposes like processing, storage, or backup.
We take reasonable steps (such as contracts) to ensure these overseas recipients follow Australian privacy laws. Sometimes, these overseas providers may subcontract other overseas providers, so you should review their privacy policies for more details.
We remain committed to protecting your personal information no matter where it is stored or processed, and our contracts with overseas providers generally require compliance with Australian Privacy Principles.
Marketing and Mailing Lists
If you sign up for our mailing list, we may send you updates, news, or details about our services. If we send this information electronically, you’ll be able to unsubscribe at any time. If you no longer wish to receive these updates, just let us know and we’ll remove you from the list.
However, if the law requires us to send you certain information, we’ll still send it—even if you’ve opted out of marketing.
Legal requirements for sharing your information
Sometimes we’re legally required to share your personal information. This might happen if:
• It’s necessary to protect public health or safety
• There’s unlawful activity or serious misconduct
• Someone is missing and needs to be located
• A legal claim needs to be made or defended
Aside from the situations above, only Bayview Property staff or service providers working on our behalf will have access to your information.
How We Store and Manage Your Personal Information
Bayview Property stores personal information in both paper files and electronic databases. We take protecting this information seriously and use several security measures to prevent misuse, loss, or unauthorised access.
Our security measures include:
• Securing our buildings inside and out
• Password-protected systems, firewalls, and antivirus software
• Limiting staff and service provider access to only what’s necessary for their job
• Senior management controlling access levels to our systems
• Keeping hard-copy records physically secure
• Training staff on privacy rules and requiring them to follow our privacy policy
We rely on accurate personal information to run our business properly. That’s why we do our best to keep your details up-to-date and used appropriately.
To help us do this:
• We give tenants and property owners a chance to update their personal information
• We regularly review our records to keep them accurate and current
• We ask you to let us know if your personal details change
If we find that any of your information is wrong or outdated, we’ll do our best to fix it. Staff are also required to delete or archive information that is no longer needed. Any personal data we don’t need—and aren’t legally required to keep—will be deleted
Accessing and Correcting Your Personal Information
If you ask, Bayview Property will tell you what personal information we hold about you, unless we are legally restricted from doing so.
If you think any of your personal information is incorrect, let us know. We’ll review it and fix any mistakes.
To request access to your information, please contact our Privacy Officer in writing using the details provided below. If you’re requesting information on someone else’s behalf, you’ll need to provide a signed letter of consent from that person.
Automated Decisions- Use of AI/Computer Programs in Decision-Making
We may use automated systems (such as computer programs or artificial intelligence) to help make decisions related to our services. These systems can be used for tasks like updating information, processing applications, or shortlisting and selecting tenants.
Automated decision-making means that a computer program makes decisions—or takes actions closely related to decisions—without human input. These decisions may affect your rights or interests.
Information such as your name, contact details, credit history, salary, and employment information may be used by these systems. Decisions such as the type of service you receive, your eligibility for a service, or whether your application is shortlisted (e.g., based on affordability) may be made solely by a computer program. A computer program may assist with tasks like processing applications, adjusting account settings, or approving an application, but not make the final decision.
Dealing with Bayview Property online
This policy also applies to personal information that you email to Bayview Property or provide when using our website. There are inherent risks in transmitting information across the internet. Bayview Property cannot ensure the security of personal information transmitted to us via online channels. Once we receive personal information online, we take steps to protect that information from misuse, loss, unauthorised access, modification and disclosure in accordance with this policy. If you are concerned about conveying personal information to Bayview Property over the internet, you may prefer to contact us by telephone, mail or in person at the Bayview Property office.
Google analytics and Google reCAPTCHA use cookies in our website. A cookie is a small piece of code that is placed on your computer. Google Analytics collects various types of personal data from website visitors, including:
• IP addresses: Google Analytics records the IP address of each visitor, which can be used to determine their approximate geographic location. However, for users in the EU, Google drops the IP addresses before logging the data to comply with privacy regulations.
• User demographics: Information such as age, gender, and interests of users is collected, allowing website owners to better understand their audience.
• Device and browser information: Data about the visitor’s device type, operating system, and browser is gathered to help optimize the website for different platforms.
• Browsing behaviour: Google Analytics tracks the pages visited, time spent on each page, and the user’s navigation path through the website.
Use of cookies does not involve the retrieval or recording of any personal information (such as a name or email address) by Bayview Property. To the extent that this data could make you identifiable, Bayview Property will not attempt to identify you from these records.
This policy does not apply to, and Bayview Property is not responsible for, the use of or the protection of information provided to other websites linked to our website.
Notification of Data Breaches
We are committed to safeguarding personal information and managing risks associated with data breaches. If an actual or suspected data breach involving personal information occurs, we will complete an assessment of the suspected breach within 30 days, and if appropriate, take remedial action to address any potential harm to individuals that may arise due to a relevant data breach before any serious harm is caused to individuals to whom the information relates. In accordance with the Notifiable Data Breaches (NDB) scheme under the Privacy Act 1988 (Cth), we will notify affected individuals and the Office of Australian Information Commissioner, as applicable.
Complaints and further information
If you believe your privacy has been interfered with and want to make a complaint, please contact our Privacy Officer. The Privacy Officer will investigate your complaint and notify you of the outcome. If your complaint indicates that there has been an interference with your privacy by a person other than Bayview Property, the Privacy Officer may discuss the complaint with that other person in an attempt to resolve it.
If you are not satisfied with the outcome of your complaint or the way we handle it, you can contact us or raise your concerns with the Australian Privacy Commissioner at https://www.oaic.gov.au/privacy/privacy-complaints/lodge-a-privacy-complaint-with-us
We may update this Privacy Policy as our business practices or legal obligations change. The latest version will be available on our website.
If you would like further information on our privacy policy or if you have any concern about the protection of your personal information, please contact:
Bayview Property
205d Bayview Road
McCRAE VIC 3989
Phone: (03) 5981 1630
or via our online email form
