Privacy Policy

H.J Absolom & H.J Woolcock (ABN 11 520 411 380) operates LeaseDock, software for managing residential tenancies in Australia. This policy explains what personal information we hold, why, who we give it to, and what you can do about it. It applies to everyone whose information we hold, whether or not you are our customer.

Two groups of people

We hold information about two different groups, and it matters which one you are.

• Customers. Landlords and property managers who pay for LeaseDock. You chose us and you have an account with us.
• Renters. People renting a home managed through LeaseDock. You did not choose us. Your rental provider gave us your information, and some of you have a login to a portal. You have the same rights over your information as anyone else, directly against us.

What we collect about customers

• Name, email address, phone number, business name and ABN.
• What you do in the product, and records of your support requests.
• Billing information. Card numbers go directly to Stripe and we never see or store them. We keep the last four digits, the card type and your billing history.
• Technical information such as IP address and browser, kept to keep the service secure.

We collect this from you directly, when you sign up and as you use LeaseDock.

What we hold about renters

We did not collect this from you. Your rental provider entered it, or uploaded it, and it is in LeaseDock because they use LeaseDock to manage your tenancy. We hold:

• your name, email address, phone number and the address of the home you rent;
• your rent, what you have paid, and anything outstanding;
• your tenancy agreement, including your signature if you signed it here;
• condition reports about your home, including photographs of the inside of it, and anything you wrote in response;
• repairs you have reported, and photographs you sent with them;
• messages between you and your rental provider.

It is impractical for us to collect this from you directly, because we have no relationship with you until your rental provider invites you. We ask every customer to tell their renters that they use LeaseDock, and we give them the words to do it.

Why we hold it

To run LeaseDock for the customer: to show rent and what is owed, to send tenancy messages, to record repairs and condition reports, to fill in tenancy forms, and to work out compliance dates. We also use it to keep the service working, secure and supported, and to meet our own legal obligations.

We do not sell personal information.We do not use renter information to advertise anything to renters. We do not use one customer's information to benefit another.

The AI assistant

LeaseDock includes an assistant called Vantage. When a customer asks it something, information from their account is sent to Anthropic, which runs the model, so it can answer. That can include property addresses, tenancy details, rent and arrears figures, and renter names.

Anthropic processes it to return an answer and, under our arrangement with them, does not use it to train their models. Vantage is not used to make automated decisions about anyone. If you would rather your information were not used this way, a customer can avoid using Vantage, and a renter can email privacy@leasedock.com and we will tell you what is held and what your options are.

Who else we give it to, and where they are

We use these providers to run LeaseDock. Some are outside Australia, which means your information is disclosed overseas.

• Supabase, database and file storage. Our data is hosted in the Asia Pacific region.
• Vercel, application hosting. United States, with servers in other countries handling requests.
• Stripe, payments. United States and Australia.
• Resend, sending email. United States.
• Anthropic, the AI assistant. United States.

This list cannot be perfectly exhaustive on countries, because hosting and email providers route requests through servers in other places. Where that happens it is within those same providers, not to anyone new.

Before disclosing information overseas we take reasonable steps to make sure the recipient handles it consistently with the Australian Privacy Principles, including written terms limiting what they may do with it, choosing Australian or Asia Pacific regions where the provider offers them, and reviewing their security. We remain accountable to you for what happens to your information after we disclose it, and nothing in this policy asks you to give that up.

We also disclose information where the law requires it, or to a court or tribunal, and to a buyer if our business is sold, in which case we will tell you.

How we keep it safe

• Encrypted in transit and at rest.
• Access controlled at the database itself rather than only in the app, so the rule that one organisation cannot read another's records, and that a renter reaches only their own tenancy, holds even if a screen or an API route gets it wrong.
• Access by our staff limited to what is needed to run and support the service.
• Backups, and monitoring for unusual access.

No system is perfectly secure. If a data breach happens that is likely to cause you serious harm, we will assess it within 30 days and, where the law requires it, notify you and the Office of the Australian Information Commissioner as soon as practicable.

How long we keep it

While the account is open, and for 30 days after it closes so records can be exported. After that we delete or de-identify it, except where we must keep something by law, such as records supporting a tax invoice, which we keep for 5 years.

Renter information is kept while the rental provider's account is open, because a tenancy record has to outlast the tenancy: a bond dispute can arrive months after someone moves out.

Seeing your information, and correcting it

You can ask us for a copy of the personal information we hold about you, and ask us to correct it if it is wrong, out of date or incomplete. Email privacy@leasedock.com. We will respond within 30 days and we do not charge for it.

Renters can ask us directly.You do not need your rental provider's permission and we will not send you back to them. If what you are asking for also contains someone else's personal information, such as a message thread, we may need to remove their part before giving it to you, and we will explain what we removed and why.

Customers can also see and export most of their own information from inside LeaseDock at any time.

Complaints

Email privacy@leasedock.com. We will acknowledge within 5 business days and respond within 30 days. If you are not satisfied, you can complain to the Office of the Australian Information Commissioner at oaic.gov.au or on 1300 363 992. It is free.

Cookies

We use cookies to keep you signed in and to keep the service secure. We do not use advertising cookies and we do not track you across other websites.

Changes

If we change this policy in a way that affects you, we will tell customers by email and show a notice in the app at least 30 days before it takes effect.

Contact

H.J Absolom & H.J Woolcock, ABN 11 520 411 380
21 Centennial Ave, Brunswick West VIC 3055
privacy@leasedock.com