Effective date and last updated 14th September 2026
Real Estate Licence RA76123 - Redmond Realty Pty Ltd (Redmond Realty, we, us or our) respects privacy and is committed to handling personal information openly, securely and in accordance with applicable Australian privacy, real estate, residential tenancy and anti-money laundering laws.
This policy explains how we collect, hold, use, disclose, secure, retain and provide access to personal information across our sales, property management, leasing, marketing, website and regulatory-compliance activities. It applies to clients, prospective clients, buyers, sellers, landlords, tenants, rental applicants, guarantors, referees, contractors, job applicants and members of the public who interact with us. Redmond Realty is the licensed real estate agency holding Real Estate Licence RA76123. The person in bona fide control is Redmond Howe, Real Estate Licence RA70818.
1 Our privacy obligations
We handle personal information in accordance with the Privacy Act 1988 (Cth), including the Australian Privacy Principles where they apply, and other laws relevant to our activities. Our obligations may also arise under Western Australian real estate and residential tenancy laws, the Spam Act 2003 (Cth), the Do Not Call Register Act 2006 (Cth), and the Anti-Money Laundering and Counter-Terrorism Financing Act 2006 (Cth), associated rules and regulatory requirements.
This public policy forms part of our privacy framework. It does not replace our internal privacy procedures, information-security controls, data-breach response plan, employment procedures or AML/CTF program.
2 Personal information we collect
The information we collect depends on the service, transaction and legal requirements involved. It may include the following.
Identity and contact information
•full name, previous names, residential and postal address, email address and telephone number
•date and place of birth, occupation, citizenship or residency information where relevant
•driver's licence, passport and other government-issued identification details and copies
•signatures, photographs, video, facial images and biometric information where used for electronic identity verification
•emergency contacts, authorised representatives, guardians, attorneys and executors
Property and transaction information
•property ownership, title and address information
•sales, purchase, leasing, appraisal and management preferences and history
•property photographs, videos, floorplans, condition reports and information about fixtures, contents, defects or compliance matters
•home-open and inspection attendance, enquiries and expressions of interest
Financial and tenancy information
•bank account and payment details, rental payments, deposits, invoices and transaction information
•employment, income, affordability and financial-verification documents
•rental history, tenancy references, referee details and tenancy-database results
•source-of-funds or source-of-wealth information where reasonably required for AML/CTF compliance
AML and regulatory information
•customer, beneficial owner and representative identification information
•ownership and control information for companies, trusts and other entities
•politically exposed person, sanctions and adverse-media screening results
•risk assessments, verification outcomes and ongoing customer due-diligence records
•information required for regulatory reports, enquiries, audits or law-enforcement requests
Digital and technical information
•IP address, browser and device type, operating system and approximate location
•website pages viewed, enquiry source, referring site, access times, cookies and analytics identifiers
•email, SMS, telephone and CRM communications and notes
•CCTV or recorded calls, if used and where appropriate notice has been provided
We do not intentionally collect more personal information than is reasonably necessary for our functions, activities or legal obligations.
3 How we collect personal information
We generally collect personal information directly from the individual, including through:
•website forms, email, telephone, SMS, social media and in-person communications
•sales appraisals, listing authorities, offers, contracts and settlement processes
•property management agreements, leases, applications, inspections and maintenance processes
•home-open registrations, QR codes, electronic check-in systems and written registers
•realestate.com.au Ignite rental applications
•EasyAML identity verification and AML/CTF compliance processes
•Inspection Express property condition reports, routine inspections, final inspections and associated reports, images, videos and comments
•Eagle CRM, PropertyMe, HomePass and other agency systems that we currently use
•competitions, surveys, events and marketing subscriptions
We may also collect information from authorised representatives, referees, employers, landlords, property owners, buyers' agents, sales agents, property managers, tradespeople, insurers, strata bodies, settlement agents, solicitors, financial institutions, government bodies, public registers, tenancy databases, identity-verification providers, property-data providers and advertising portals.
If you provide personal information about another person, you should have authority to do so and, where appropriate, make them aware of this policy.
4 Collection notices and consequences of not providing information
We may provide a specific collection notice when information is collected. That notice should be read with this policy and will explain any additional purpose, disclosure or legal requirement relevant to that collection.
Where information is required by law or is necessary to provide a service, complete a transaction, assess a rental application or perform customer due diligence, we may be unable to act or continue providing the service if it is not supplied. We do not treat access to this policy alone as consent where the law requires a specific, voluntary and informed consent.
5 How we use personal information
We may use personal information to:
•provide real estate sales, leasing, property management and related services
•respond to enquiries, arrange inspections and communicate about properties
•appraise, advertise, sell, lease, manage, maintain and inspect properties
•assess rental applications, verify information and contact nominated referees
•prepare, administer and enforce authorities, contracts, leases and transaction documents
•process rent, deposits, trust-account transactions, invoices and payments
•conduct identification, verification, sanctions, PEP, adverse-media and other AML/CTF checks
•manage safety, fraud, complaints, disputes, insurance claims and legal proceedings
•meet legal, licensing, regulatory, taxation, audit, reporting and recordkeeping obligations
•manage our business, systems, service providers, staff, contractors and information security
•improve our website, marketing, systems and services
•send relevant property or agency marketing where permitted by law
We may use or disclose information for another purpose where you have consented or where the use or disclosure is otherwise authorised or required by law.
6 Rental applications and Ignite
Rental applications may be submitted through realestate.com.au Ignite, operated by REA Group, or through another method approved by us. Ignite may collect information directly under its own privacy policy and provide application information to us for assessment.
Application information may be reviewed by authorised Redmond Realty personnel and disclosed to the relevant property owner or landlord for the purpose of selecting a tenant. We will limit that disclosure to information reasonably necessary for the decision and will not disclose identity documents or bank details to an owner unless necessary, authorised and appropriately protected.
Submitting an application does not guarantee approval. If an application is unsuccessful, information will be retained or securely destroyed in accordance with our legal obligations and retention procedures.
7 Property inspections and Inspection Express
We use Inspection Express to prepare and manage property condition reports and other leasing inspections, including ingoing, routine and final inspections. Information handled through this platform may include names, contact details, property addresses, access information, inspection responses, signatures, dates, photographs, videos, comments, maintenance issues and details of property condition.
This information may be shared with the relevant landlord, tenant, authorised agency personnel, tradespeople, insurers, legal representatives or regulators where reasonably necessary to manage the tenancy, arrange maintenance, establish the property's condition, respond to a dispute or comply with law. Inspection Express also handles information under its own privacy and security terms.
8 Identity verification and AML CTF compliance
When we provide a regulated real estate service, we may be required to identify and verify customers and relevant associated persons and to conduct customer due diligence under the Anti-Money Laundering and Counter-Terrorism Financing Act 2006 (Cth), associated rules and AUSTRAC requirements.
We use EasyAML to support seller and buyer onboarding, electronic identity verification and AML/CTF compliance. Depending on the circumstances, this may involve identity documents, facial images or biometric matching, beneficial ownership information, PEP and sanctions screening, adverse-media results, source-of-funds or source-of-wealth information and transaction-risk information.
AML/CTF information may be used for initial and ongoing customer due diligence, risk assessment, recordkeeping, audit, regulatory reporting and responding to lawful requests. It may be disclosed to EasyAML, AUSTRAC, law-enforcement or other authorised bodies where permitted or required by law. Legal restrictions may prevent us from telling an individual about certain reports or disclosures.
Using EasyAML does not transfer Redmond Realty's legal responsibilities to the software provider. Access to AML/CTF information is restricted to personnel and service providers who require it for authorised purposes.
9 Other technology and service providers
We use external systems to operate our agency. These may include:
•realestate.com.au and Ignite, operated by REA Group, for advertising, enquiries and rental applications
•EasyAML for identity verification and AML/CTF compliance
•Inspection Express for property condition reports and leasing inspections
•Eagle CRM and PropertyMe for customer relationship, transaction and property management
•HomePass for inspection and home-open registration, where used
•Cotality and other property-data or communications services, where used
•REA Group, Domain and other property advertising portals
•REIWA and REIWA systems and forms
•TICA, National Tenancy Database and other tenancy databases, where lawfully used
Some providers collect information directly and apply their own privacy policies. We take reasonable steps when selecting and managing providers and remain responsible for meeting Redmond Realty's own privacy obligations. A provider's involvement does not remove any non-excludable rights or obligations under applicable law.
10 Disclosure of personal information
Where reasonably necessary for an authorised purpose, we may disclose information to:
•sellers, buyers, landlords, tenants and rental applicants involved in the relevant property or transaction
•authorised representatives, referees, employers and former landlords
•other real estate agents, buyer's agents, strata managers and property developers
•settlement agents, solicitors, conveyancers, valuers, building inspectors and financial institutions
•tradespeople, contractors, cleaners, photographers, insurers and emergency service providers
•identity-verification, AML/CTF, property-data, tenancy-database and screening providers
•advertising portals, marketing providers, technology vendors and professional advisers
•REIWA and other industry bodies
•courts, tribunals, regulators, AUSTRAC, government agencies and law-enforcement bodies where authorised or required
We do not sell personal information. We do not disclose rental application information to unrelated prospective tenants or buyers.
11 Tenancy databases
We may use tenancy databases such as TICA or the National Tenancy Database where permitted by residential tenancy legislation. Where required, we will give an applicant or tenant the prescribed notice about a database search or proposed listing, including how to contact the database operator and seek access or correction.
12 Direct marketing
Where permitted by law, we may use contact details to send information about properties, market updates, appraisals and Redmond Realty services. Marketing may be sent by email, SMS, telephone, post or digital advertising.
You may opt out at any time by using an unsubscribe facility or contacting us. We will action an opt-out within the period required by law and will retain only the minimum information needed to record the request. Operational messages about an existing enquiry, application, tenancy, management or transaction are not marketing and may continue where reasonably necessary.
13 Website cookies analytics and social media
Our website and digital services may use cookies, pixels, analytics and similar technologies to operate the site, understand usage, measure advertising and improve services. Third parties such as Google and Meta may collect or receive information through these technologies under their own privacy policies.
Browser and platform controls can be used to limit cookies and personalised advertising, although disabling some technologies may affect website functionality. Information posted publicly on social media may be visible to others and is subject to the platform's privacy practices.
14 Overseas access and disclosure
Some technology providers, cloud services and authorised contractors may store, process or access information outside Australia. This may include access from the Philippines where authorised offshore administrative support is used, and other countries in which our providers or their subcontractors operate.
Where practicable, relevant countries will be identified in a collection notice, provider privacy policy or information available from us on request. Before disclosing personal information overseas, we take reasonable steps required by Australian privacy law, including assessing provider safeguards, limiting access and using contractual, technical or organisational controls where appropriate.
15 Information security
We take reasonable steps to protect personal information from misuse, interference, loss and unauthorised access, modification or disclosure. Depending on the information and system, safeguards may include:
•role-based access and least-privilege permissions
•multi-factor authentication, password controls and secure account management
•secure cloud systems, encryption and protected communications
•staff confidentiality obligations, privacy and cybersecurity training
•vendor assessment and contractual protections
•device, backup, malware and network protections
•procedures for handling identity, financial and AML/CTF information
•access review, incident reporting and secure destruction processes
No system is completely secure. Individuals should avoid sending unencrypted identity documents or banking information unless requested through an approved secure process and should contact us immediately if they suspect fraud, misdirection of funds or unauthorised account access.
16 Data breaches
We maintain procedures for identifying, containing, assessing and responding to suspected data breaches. Where a breach is likely to result in serious harm and no exception applies, we will notify affected individuals and the Office of the Australian Information Commissioner in accordance with the Notifiable Data Breaches scheme. We may also notify AUSTRAC, law enforcement, insurers, affected providers or other regulators where required or appropriate.
17 Accuracy and correction
We take reasonable steps to keep personal information accurate, current, complete, relevant and not misleading. Please tell us if your details change or if you believe information we hold is incorrect. We may take reasonable steps to verify a requested correction and may record the correction request where required.
18 Retention and destruction
We retain personal information only for as long as reasonably necessary for the purpose for which it was collected and to satisfy legal, licensing, taxation, insurance, audit, dispute and regulatory requirements.
Retention periods differ by record type. Certain AML/CTF records must generally be retained for seven years. Real estate, trust-account, tenancy, corporate and taxation records are retained for the periods required by applicable law. Records relevant to a complaint, claim, investigation or proceeding may be retained until the matter and applicable limitation periods have ended.
When information is no longer required and we are legally permitted to do so, we take reasonable steps to securely destroy or de-identify it. Data held in backups may remain until overwritten through normal secure backup cycles.
19 Access to and correction of information
You may request access to personal information we hold about you or ask us to correct it. Requests should be made in writing using the contact details below. We may require reasonable proof of identity before acting.
We will respond within a reasonable period, generally within 30 days where practicable. Access may be refused or limited where permitted by law, including where it would unreasonably affect another person's privacy, reveal commercially sensitive evaluative information, prejudice an investigation or conflict with legal restrictions. If we refuse a request, we will generally provide written reasons and available complaint options unless prohibited by law.
We do not ordinarily charge for making a request. A reasonable charge may apply for providing access where permitted, but not for making a correction.
20 Staff contractors and employment information
This policy applies to job applicants and contractors where we collect personal information about them. Records directly related to the employment relationship with current or former employees may be handled under applicable employment and privacy laws and our internal procedures. Staff and contractors must comply with Redmond Realty's confidentiality, privacy, security and authorised-access requirements.
21 Privacy complaints
A privacy concern or complaint should be sent to our Privacy Officer using the details below. Please provide your name, contact details, the conduct complained about and the outcome sought.
We aim to acknowledge a complaint promptly and provide a substantive response within 30 days where practicable. More complex matters may take longer, in which case we will provide an update. We will investigate complaints fairly and may request further information.
If you are not satisfied with our response, you may complain to the Office of the Australian Information Commissioner at www.oaic.gov.au or by telephone on 1300 363 992. Other regulators, courts or tribunals may also have jurisdiction depending on the issue.
22 Updates to this policy
We may update this policy to reflect changes to law, technology, providers or agency practices. The current version will be published on www.redmondrealty.com.au with its effective date. Material changes may also be communicated through an appropriate additional notice.
23 Contact details
Privacy Officer
Redmond Realty Pty Ltd
ACN 624 625 234 | ABN 12 624 625 234
Real Estate Licence RA76123
In-person Open 9-5 Monday-Friday at 1A 45 Candlewood Boulevard, Joondalup WA 6027
