Privacy Policy

1. Introduction

This Privacy Policy explains how WA Rental Services Pty Ltd (ABN 14 618 913 198) (“PCRPro”, “we”, “us”, or “our”) collects, uses, discloses, stores, and protects personal information in connection with the PCRPro platform, including the website at pcrpro.com.au and our web application (the “Platform”).

We are bound by the Privacy Act 1988 (Cth) (the “Privacy Act”) and the Australian Privacy Principles (“APPs”). This Policy forms part of, and should be read together with, our Terms of Service.

By using the Platform, you acknowledge that you have read and understood this Policy. If you do not agree with it, you should not use the Platform.

2. Who this Policy covers

The Platform is used by different types of people, and we handle their information differently:

• Account Holders and Authorised Users — property managers, agencies, inspectors, and their staff who register for and use the Platform.
• Tenants — individuals invited to review and respond to an inspection report via a secure review link.
• Website visitors — anyone who browses pcrpro.com.au.
• Property owners and other third parties whose personal information appears in an inspection report or photograph uploaded by an Account Holder.

Where an Account Holder uploads personal information about a third party (such as a tenant or property owner), the Account Holder is responsible for ensuring it has the right and any necessary consent to do so. In that context we generally handle that information on the Account Holder’s behalf.

3. What personal information we collect

The personal information we collect depends on how you interact with us. It may include:

You do not have to provide the personal information we request, but if you do not, we may be unable to provide the Platform or certain features to you.

4. How we collect personal information

We collect personal information:

• directly from you when you register, subscribe, upload content, communicate with us, or use the Platform;
• from Account Holders and Authorised Users, when they upload reports or issue tenant review invitations that contain your information;
• automatically, through cookies and similar technologies when you use the Platform (see Section 9); and
• from third-party service providers, such as our payment provider, in connection with processing payments.

Where we collect personal information about you from someone other than you (for example, a tenant’s details uploaded by an agency), we take reasonable steps to ensure you are made aware of this Policy.

5. Why we collect, hold, and use personal information

We collect, hold, and use personal information to:

• create and administer accounts, and authenticate users;
• provide, operate, and improve the Platform and its features, including creating, storing, and sharing inspection reports;
• enable the tenant review feature, including verifying tenant identity and recording tenant responses;
• process subscription payments and issue GST-compliant tax invoices;
• send transactional communications relating to your account, billing, reports, and the tenant review process;
• provide customer support and respond to your enquiries;
• send you marketing and promotional communications where you have consented or where otherwise permitted (see Section 8);
• maintain the security and integrity of the Platform and prevent fraud or misuse;
• comply with our legal obligations and enforce our Terms of Service; and
• for other purposes disclosed to you at the time of collection or to which you consent.

We will only use personal information for a purpose it was collected for, a directly related secondary purpose you would reasonably expect, or as otherwise permitted or required by law.

6. Disclosure of personal information

We may disclose personal information to:

• Account Holders and Authorised Users, where the information relates to their account, reports, or tenant reviews;
• Tenants, to the extent necessary to enable them to review a report they have been invited to;
• Service providers who help us operate the Platform, including Stripe (payment processing), Resend (email delivery), and our hosting and infrastructure providers;
• Professional advisers, such as lawyers and accountants, where reasonably necessary;
• Potential purchasers or successors in connection with a sale, merger, or reorganisation of our business; and
• Government agencies, courts, or other parties where required or authorised by law.

We do not sell your personal information.

7. Cross-border disclosure

Our application data is hosted with Amazon Web Services (AWS) in its Sydney (Australia) region, so your report and account data is primarily stored onshore in Australia.

However, some of our service providers process personal information outside Australia. In particular, Stripe (payments) and Resend (email delivery) may store or process personal information in the United States and other countries. We may also use analytics and similar tools whose providers are located overseas (see Section 9). Where we disclose personal information to overseas recipients, we take reasonable steps to ensure they handle it in a manner consistent with the APPs.

8. Marketing communications

With your consent, or where otherwise permitted under the Spam Act 2003 (Cth), we may send you marketing and promotional communications about PCRPro, including newsletters and product updates. Every marketing message we send will include an unsubscribe facility, and you can opt out at any time by using that facility or by contacting us at admin@warentalservices.com.au. Opting out of marketing will not affect transactional communications that are necessary to provide the Platform (such as billing notices and report notifications).

9. Cookies and analytics

We use cookies and similar technologies on the Platform. These may include:

• Essential cookies, which are necessary for the Platform to function — for example, to keep you logged in and maintain your session;
• Analytics and performance technologies, which help us understand how the Platform is used so we can measure and improve it; and
• Functional and preference technologies, which remember your settings and choices.

We may use third-party analytics, measurement, and tracking tools provided by other companies (for example, web analytics, performance monitoring, or advertising and remarketing services). These providers may set their own cookies or similar identifiers and may collect information such as your IP address, device and browser details, and how you interact with the Platform, in accordance with their own privacy policies. The specific tools we use may change over time as we add, remove, or update services.

Most browsers let you control or disable cookies through their settings, and many third-party analytics and advertising providers offer their own opt-out mechanisms. Disabling essential cookies may affect your ability to use parts of the Platform.

10. Security

We take reasonable steps to protect personal information from misuse, interference, loss, and unauthorised access, modification, or disclosure. These steps include access controls, authentication measures (including token-based links and one-time verification codes for tenant access), and use of reputable third-party infrastructure.

No method of transmission or storage is completely secure, and we cannot guarantee absolute security. You are responsible for keeping your login credentials confidential and for notifying us promptly of any suspected unauthorised access.

If we become aware of a data breach that is likely to result in serious harm, we will comply with our obligations under the Notifiable Data Breaches scheme in the Privacy Act, including notifying affected individuals and the Office of the Australian Information Commissioner where required.

11. Retention of personal information

We keep personal information only for as long as we need it for the purposes described in this Policy, or as required by law.

Where an account is cancelled, our handling of your data follows the retention provisions in our Terms of Service. In summary, Plan 1 accounts receive no post-cancellation data access, and Plans 2–7 retain access for 30 days after cancellation (for export), after which we may retain the data internally for up to 2 years for legal, compliance, and business-continuity purposes before deletion. When we no longer need personal information, we take reasonable steps to destroy or de-identify it.

12. Accessing and correcting your information

You may request access to the personal information we hold about you, and ask us to correct it if it is inaccurate, out of date, incomplete, or misleading. To make a request, contact us at admin@warentalservices.com.au.

We will respond within a reasonable time. There is generally no charge for making a request, although we may charge a reasonable fee for giving access in some circumstances. We may need to verify your identity before acting on a request.

If the information was uploaded by an Account Holder (for example, a tenant’s details entered by an agency), we may direct your request to that Account Holder, as they control that information.

13. Complaints

If you believe we have breached the APPs or mishandled your personal information, please contact us at admin@warentalservices.com.au with details of your complaint. We will acknowledge and investigate it, and aim to respond within a reasonable time.

If you are not satisfied with our response, you may complain to the Office of the Australian Information Commissioner (OAIC) at www.oaic.gov.au, by phone on 1300 363 992, or by mail to GPO Box 5288, Sydney NSW 2001.

14. Changes to this Policy

We may update this Policy from time to time. The current version will always be available on the Platform, with the “Last updated” date shown at the top. Where changes are material, we will take reasonable steps to notify you. Your continued use of the Platform after a change takes effect constitutes acceptance of the updated Policy.

15. Contact us

For any questions about this Policy or how we handle personal information:

WA Rental Services Pty Ltd (ABN 14 618 913 198), operating PCRPro
Email: admin@warentalservices.com.au