Privacy Policy

LandlordMate (landlordmate.com.au) is a product of SideHustle Labs Pty Ltd (ACN 700 643 367 · ABN 17 700 643 367)— software that helps Australian property owners manage their own rentals: rent records, compliance reminders, inspections, maintenance and communication. In this policy, “we” and “us” mean SideHustle Labs Pty Ltd. This policy explains what personal information we collect, why, and how we handle it, in accordance with the Privacy Act 1988 (Cth) and the Australian Privacy Principles. One principle shapes everything here: the app works for the landlord, and we collect the minimum needed to make it work. We never sell personal information. We never hold rent money. We never store identity documents.

Directly from landlords when they create an account and use the app; from tenants when they use a portal link to message, report a repair, upload a video or approve a payment arrangement; and automatically through the operation of the service (payment confirmations from Stripe, email delivery records, and basic technical logs such as IP address, device type and pages used, for security and product improvement). Analytics are aggregate only — we do not run third-party advertising trackers inside the app. Some information — such as your name, email and basic account details — is needed to provide the service; if you don't provide it we may not be able to give you an account or run a feature. A landlord enters some tenant information, so we sometimes collect a tenant's details from the landlordrather than from the tenant directly.

Your landlord controls the tenancy records they keep in LandlordMate; we provide the platform. Inspection videos you record are visible only to your landlord (and anyone they authorise, such as a co-owner) — not public, not shared with other landlords, not used for any other purpose. Uploading a video is optional and a physical inspection remains available; the upload screen says so before you record. Messages are kept as a permanent record for both sides. Rent is paid by you directly to your landlord — a bank transfer or PayID payment from your account to theirs. LandlordMate never collects, holds or touches the money — it only records the payments your landlord matches against the tenancy. To access or correct your information, contact your landlord or email privacy@landlordmate.com.au.

Only with the service providers that make the product work, and only what each needs:

• Stripe — payment processing for LandlordMate's own charges only (subscriptions and applicant ID-check fees — never rent, which is paid direct to the landlord). Australia / United States.
• Supabase (on AWS) — application database plus document and media storage, including inspection photos and video. Sydney, Australia.
• Cloudflare — website delivery and network security. Global network; no landlord or tenant documents are stored there.
• Resend — transactional email (receipts, reminders, portal links). United States (the provider) and Japan (Tokyo, where our sending region processes and logs the mail).
• Twilio — SMS notifications (rent reminders, enquiry and inspection alerts) when you turn them on. United States.
• Stripe Identity — used twice: once by every landlord at signup to verify who they are, and again for a shortlisted applicant when a landlord orders a certified check. Either way the person photographs their ID and takes a selfie directly with Stripe, under Stripe's own privacy terms. The documents and selfie stay with Stripe; we receive and store only the outcome (verified or not), the name on the document, the method and the date. Australia / United States.
• Screening provider (when offered) — applicant details + consent pass to the provider; we store only the result. Australia.

Beyond these, we disclose personal information only: to a tradesperson when a landlord chooses to send them a job (the job details only); to a listing portal (realestate.com.au / Domain) when a landlord who holds an agency licence chooses to syndicate a vacant listing — the property listing details only, never tenant information; where the law requires it (e.g. a court or tribunal order); or in a sale/restructure of the business, where this policy continues to apply. We never sell personal information, and marketplace partners never receive tenant or landlord data for marketing.

Our primary application data is hosted in Australia (Sydney). Some providers process limited data overseas — Stripe (payments) and Twilio (SMS) in the United States, Resend (email) in the United States and Japan, and Cloudflare on a global network. Where information leaves Australia, we rely on providers subject to privacy frameworks and contractual protections consistent with APP 8, and limit what each receives to the minimum needed. Except where an APP 8.2 exception applies, we remain accountable under the Privacy Act for how these overseas recipients handle your information, and take reasonable steps to ensure they do not breach the Australian Privacy Principles.

Security measures include encryption in transit and at rest, strict per-account access controls so each landlord only accesses their own records (every request is scoped to the signed-in account), short-lived signed links for media, rotating tenant portal tokens, and no storage of card details. The account a landlord nominates to receive rent (BSB, account number, PayID) is additionally encrypted by the application before it is stored, with the key held outside the database. Two things are kept off our systems by design: identity documents are never stored by us — landlords and applicants alike verify directly with an accredited provider, who keeps the document — and we never hold or control rent money, which moves bank-to-bank between the tenant's and landlord's accounts. See our Security page for detail.

Retention: tenancy records — ledgers, messages, notices, condition reports, and inspection records including photos and videos — are kept for the life of the account plus seven years after a tenancy ends. That reflects the limitation periods for bond and tribunal/court claims (up to six years in most states), so the dated condition evidence is available if a dispute arises long after the tenancy. When an account closes, we delete or de-identify personal information within a reasonable period, except records we (or the landlord) must keep by law. A data breach likely to cause serious harm is notified to affected people and the OAIC under the Notifiable Data Breaches scheme.

Ask for a copy of your information, or ask us to correct it, by emailing privacy@landlordmate.com.au. We respond within 30 daysand don't charge for reasonable requests. If you believe we've mishandled your information, complain to us first; if you're not satisfied, the Office of the Australian Information Commissioner at oaic.gov.au or 1300 363 992.

LandlordMate is a tool for a self-managing landlord — the landlord makes the decisions. We do not use your personal information in a computer program to make, or to do something substantially and directly related to making, a decision that could reasonably be expected to significantly affect your rights or interests. The automated processing we do is limited and supports the human decision-maker: rule-based compliance reminders and dates (which inform, but don't decide), and — where screening is offered — an outcome passed through from an accredited screening provider, who conducts any assessment; we don't generate our own score or make an approval decision. If we ever introduce automated decision-making that could significantly affect you (for example, an automated screening or risk assessment), we'll update this policy to describe the kinds of personal information used and the kinds of decisions made — in line with the Privacy Act's automated-decision transparency requirement (which applies from 10 December 2026).

We use essential cookies to make the site and app function (such as keeping you logged in) and privacy-respecting, aggregate analytics. We do not run third-party advertising trackers inside the app. Our public website may use standard platform tools (such as a Meta pixel) — only with your consent, only on marketing pages, and never inside the app. You choose “Accept” or “Essential only” in the cookie banner, and nothing marketing-related loads until you accept.

We update this policy as the product grows (for example, when tenant screening or marketplace features launch) and post changes here with a new effective date, notifying account holders of material changes by email. Questions, requests and complaints: privacy@landlordmate.com.au. See also our Terms and Disclaimer.