Last updated: 3 October 2026
About this policy
Common Ground Property respects your privacy and is committed to handling personal information responsibly. This policy explains our usual practices when we collect, hold, use and disclose personal information in connection with our property management, leasing, residential sales and related real estate services.
We handle personal information in accordance with applicable Australian privacy laws, including the Privacy Act 1988 (Cth) and the Australian Privacy Principles where they apply.
This policy applies to people who interact with us as rental providers, renters, applicants, prospective clients, buyers, sellers, contractors, referrers, website users and other business contacts.
The personal information we collect and hold
The information we collect depends on your relationship with us. It may include:
- name, address, phone number and email address
- property ownership, property address and property-related information
- rental application, tenancy, leasing and occupancy information
- identification information and documents where reasonably required for a transaction or service
- employment, income, reference and rental history information supplied as part of an application or tenancy process
- banking and payment information required for rent, disbursements, refunds or other property transactions
- maintenance requests, photographs, inspection records and communications about a property
- sales enquiries, appraisal information, offers and transaction-related information
- records of emails, calls, messages, enquiries, complaints and other communications
- website usage information such as device, browser, IP address and interaction data where collected by our website or service providers.
We may occasionally receive sensitive information where it is relevant to a tenancy, application, safety issue, accessibility requirement or another legitimate real estate function. We only collect sensitive information where permitted by law and reasonably necessary for the relevant purpose.
How we collect personal information
We usually collect information directly from you when you contact us, submit a website form, request an appraisal, apply for a property, enter into an agreement, report maintenance, attend an inspection or otherwise communicate with us.
We may also collect information from other people or organisations where permitted, including rental providers, renters, referees, employers, previous agents, real estate portals, contractors, strata or owners corporation managers, utility or compliance providers, government bodies, public records and our professional service providers.
Why we collect, hold, use and disclose information
We use personal information for purposes connected with providing and operating our real estate services, including to:
- respond to enquiries and prepare rental or sales appraisals
- market, lease, manage and sell residential property
- process rental applications and administer residential rental agreements
- communicate with rental providers, renters, buyers, sellers, applicants and contractors
- arrange inspections, maintenance, repairs, safety checks and compliance services
- manage rent, bonds, invoices, disbursements and other authorised payments
- manage arrears, disputes, claims, tribunal or court processes where required
- meet legal, regulatory, trust accounting, record-keeping and professional obligations
- improve our services, systems, website and business operations
- protect our lawful interests, properties we manage and the safety of people.
Who we may disclose information to
Where reasonably necessary for the relevant purpose, we may disclose personal information to:
- rental providers, renters, applicants, buyers, sellers and their authorised representatives
- tradespeople, maintenance contractors, safety and compliance providers
- PropertyMe and other property management, inspection, communication, document and workflow platforms we use
- real estate advertising portals and marketing providers
- banks, payment providers, bond authorities and trust accounting providers
- insurers, assessors, valuers, building professionals and strata or owners corporation managers
- lawyers, accountants, consultants and other professional advisers
- government departments, regulators, tribunals, courts and law enforcement where required or authorised by law
- other parties where you have authorised us to disclose the information.
We do not sell personal information to third parties.
How we hold and protect information
Personal information may be held electronically or in paper form. We use property management systems, cloud services, email, document storage and other business systems to manage information.
We take reasonable steps to protect personal information from misuse, interference, loss and unauthorised access, modification or disclosure. Those measures may include access controls, passwords, multi-factor authentication, role-based permissions, secure service providers and appropriate internal processes.
We retain records for as long as required for our business, legal, regulatory and professional obligations, and securely delete or de-identify information when it is no longer required where practicable.
Overseas service providers
Some technology, cloud, communications and software providers we use may store or process information outside Australia. The location can vary according to the provider and service configuration.
Where Australian privacy law requires us to take steps in relation to an overseas disclosure, we will take reasonable steps to do so. Where practicable, information about likely overseas locations can be requested from us using the contact details below.
Marketing communications
We may use contact details to send information about our services, property updates or other relevant communications where permitted by law. You can opt out of marketing communications at any time by using an unsubscribe option where provided or by contacting us.
Operational communications about a property, tenancy, transaction, maintenance issue or service you are involved in are not marketing communications and may still be sent where necessary.
Accessing or correcting your personal information
You may ask to access personal information we hold about you or request that inaccurate, out-of-date, incomplete, irrelevant or misleading information be corrected.
Contact us using the details below and describe the information you are seeking. We may need to verify your identity before providing access or making a correction. In some circumstances the law permits or requires us to refuse access, in which case we will explain the reason where required.
Privacy questions and complaints
If you have a question or complaint about how we have handled your personal information, contact:
Common Ground Property
Email: admin@cgpg.com.au
Phone: 0424 134 399
Please provide enough detail for us to understand and investigate the issue. We will acknowledge and respond to privacy complaints within a reasonable time.
If you are not satisfied with our response and the Privacy Act applies to the matter, you may be able to make a complaint to the Office of the Australian Information Commissioner.
Automated decisions
We do not currently arrange for a computer program to use personal information to make decisions, without meaningful human involvement, that could reasonably be expected to significantly affect a person's rights or interests. If our practices change, we will update this policy as required.
Changes to this policy
We may update this Privacy Policy from time to time to reflect changes to our services, systems, legal obligations or information-handling practices. The current version will be published on this website with the date of the latest update.