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, record or upload an inspection video or approve a payment arrangement; from anyone who enquires about a property through a landlord's listing link; 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 landlord rather 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. You can film in the app or upload a video you already have; the record notes which, because a clip recorded here carries our timestamp and an uploaded file does not. 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.
• Amazon Web Services — an encrypted second copy of the database and stored files, so a failure at our main provider cannot destroy your records. Held encrypted, restored from only to bring the service back. 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.
• Sentry — error monitoring, so a fault is fixed rather than silently endured. Receives a technical report when something breaks: the error, the code path, and the page it happened on. It is configured not to send cookies, form contents or IP addresses, and any link carrying an access token has that token removed before the report leaves our servers. United States.
• Stripe Identity — used twice: once by a landlord before anything of theirs reaches someone else — advertising a property, inviting a renter, or sending a lease to sign — 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); 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.

The one page we publish openly is the listing a landlord creates when they advertise a vacant property. It shows the property type, suburb, postcode, state, the weekly rent, the date it's available and any viewing times — not the street address, and not the landlord's name, phone number or email. Where the landlord has verified their identity, the page says that a verification happened and on what date; it does not name them. Nothing about a current or former tenant ever appears on it. The page is not indexed by search engines, works only for someone who has the link, and stops working once the property is no longer advertised.

Our primary application data is hosted in Australia (Sydney). Some providers process limited data overseas — Stripe (payments), Twilio (SMS) and Sentry (error monitoring) 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, time-limited tenant portal links (they expire, a fresh link replaces the old one when it is re-sent, and they stop working once a tenancy ends), 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 the photos attached to them — are kept for the life of the account plus seven years after a tenancy ends, at which point we strip the tenant's personal details and delete the stored documents. (“The life of the account” has an end to it — see Accounts nobody is using, below.) 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.

Walkthrough video is treated differently and destroyed much sooner, because interior footage of a home is the most sensitive thing we hold: a routine inspection video is deleted 90 days after the landlord reviews it, and entry or exit footage 90 days after the tenancy ends. The dated record of the inspection remains; the footage is gone. The one exception is footage the landlord has flagged — where they marked a problem in that clip or raised a repair from it. That footage is evidence of a specific issue, so it is kept on the same seven-year clock as the rest of the tenancy record. Unsuccessful rental applications and their attachments are destroyed after 3 months, as are enquiries.

Accounts nobody is using: we don't keep records we're not being asked to look after. If an account has no subscription and nobody has signed in to it, we close it and delete what's on it — after 90 days where nothing was ever added to it (no property, so no tenancy and nobody else's information), and after 12 months where there are records. We email you 30 days, 7 days and 1 day beforehand, every one of those with a link to download everything first, and signing in cancels it — there is nothing to click and nothing to pay. If the date passes you get the same 14-day window and the same one-click cancel described under “Closing your account” below, so the earliest anything is destroyed is more than three months after the last time you used it.

Backups: we keep an encrypted second copy of the database and stored files, in Australia, so that a failure on our side cannot destroy your records. Deletions flow through to it, but not instantly — once something is deleted, whether under the windows above or because an account was closed, a copy can persist in backups for up to a further 35 days before it ages out permanently. Backups are only ever used to restore the service.

Error logs: when something breaks, a technical report goes to our error-monitoring provider so it can be fixed rather than silently endured. These reports are stripped before they are sent — no cookies, no form contents, and any link carrying an access token has that token removed — and they are deleted within 90 days.

Problem reports: every screen has a “Report a problem” link. If you use it, we keep what you type, your email address so we can reply, the page you were on and a short list of what your browser was doing — which buttons were pressed and which pages you moved between, recorded by name rather than by content. We do not take a screenshot and we do not record your screen. That is a deliberate limit: the screens here show tenants' names, addresses and money, and a picture of one would collect all of it from someone who never asked us for anything. Reports are deleted after 90 days, or sooner if you close your account.

Closing your account: a landlord can delete their account themselves, from Settings, and it is a real deletion — properties, tenancies, rent ledgers, messages, condition reports, walkthrough videos, every uploaded document and the login itself. It is not immediate: the request starts a 14-day window in which nothing is deleted, we email you the date, and one click cancels it. That window is there so a deletion nobody intended can be stopped. After it, the only things we keep are our own billing records of what you paid us (a tax record of our business, containing none of your property or tenant data) and a record that a deletion happened — which holds no personal information at all, not even your email address, stored only as a one-way hash so we can answer “did you delete my data?” without keeping the data to answer it with. We can't restore a deleted account, so download your data first.

A data breach likely to cause serious harm is notified to affected people and the OAIC under the Notifiable Data Breaches scheme.

Landlords don't have to ask. Settings has a Download all your data button that gives you everything we hold for your account in one file — properties, tenancies, rent ledgers, messages, compliance history, and a download link for every document and photo you've uploaded. Correct anything that's wrong in the app itself, any time.

Otherwise — if you're a tenant or applicant, or you want something the export doesn't cover — ask for a copy of your information, or ask us to correct it, by emailing privacy@landlordmate.com.au. We respond within 30 days and 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.