Privacy Policy

Effective date: 5 October 2026 · Last updated: 13 October 2026

1. Who we are and what this policy covers

VA Real Estate Pty Ltd trading as Rent Roll Solutions (ABN 93 640 040 222) operates Rent Roll Pulse. In this policy, “we”, “us” and “our” refer to that company.

This policy explains how we collect, hold, use and disclose personal information through the Rent Roll Pulse website, mobile application, browser platform, account registration, free Health Score forms, payment arrangements, automated communications and support services, where those channels are offered. It also explains our treatment of confidential portfolio information.

We manage personal information in accordance with the Privacy Act 1988 (Cth) and the Australian Privacy Principles.

2. Information we collect

We collect information reasonably necessary to provide and operate the Service. This may include your name, business name, email address, phone number, website address, account details and rent roll location.

Portfolio information may include property counts, rental and management income figures, management fees, arrears, vacancy, compliance indicators, valuation assumptions, valuation goals and historical information you submit. Portfolio information may be confidential business information even where it is not personal information.

We also collect information you provide when contacting us, reporting an issue or requesting support, including correspondence and relevant account information.

The application maintains operational and security logs used to monitor and investigate technical issues. These logs may record your account identifier, the time of a request and the IP address and device or browser type it came from. The application does not use a third-party analytics or crash-reporting service.

The free 60-second Health Score on our website is calculated in your own browser. The figures you type into it are not sent to us or stored by us unless you choose to create an account.

The Service is intended for portfolio-level information. Do not provide unnecessary tenant, landlord or staff personal information, identification documents, banking details or sensitive information. We do not request sensitive information for ordinary use of the Service. If it is supplied inadvertently, we assess how it should be handled and, where appropriate, delete or de-identify it.

3. How we collect information

We collect information directly when you complete a form, register an account, enter or update portfolio figures, use the Service, subscribe, communicate with us or ask for support.

Information may also be received from a person authorised to act for your business or a service provider involved in operating your account, payments or communications. Technical information may be collected automatically where the technologies described in section 9 are used.

You may contact us anonymously or using a pseudonym where practicable. We may need to identify you to operate an account, process a payment, investigate an account issue or respond to an access request. If required information is not provided, some features or services may be unavailable.

4. Why we use information

We use information to establish and administer accounts; calculate and display Health Scores, market comparisons, indicative value estimates and valuation goal scenarios; retain portfolio history where supported; process subscriptions; provide support; and send account, billing, security and service communications.

We also use information to maintain, troubleshoot and secure the Service, prevent misuse, investigate complaints, meet legal obligations and improve the Service. Use of portfolio information for benchmarking or industry insights is subject to section 5.

Where we have the consent required by law, we may send product news, offers or other marketing communications. We do not treat this policy itself as consent to every marketing use.

5. Confidential portfolio information and benchmarking

We treat identifiable portfolio information and agency performance results as confidential business information. We do not sell or rent that information, or disclose identifiable results to competing agencies or other users without your permission.

Authorised personnel and service providers may access information only where reasonably necessary for their role in operating, maintaining, securing or supporting the Service, subject to appropriate confidentiality and security arrangements. Other permitted disclosures are described in section 6.

The market comparison shown in the Service uses regional market averages that we maintain ourselves. The current application does not generate industry benchmarks or broader industry insights by aggregating identifiable customer portfolio information. If we introduce this use in future, we will update this policy, provide appropriate notice and obtain any consent required by law before doing so. Information used for that purpose will be aggregated or de-identified, with safeguards such as minimum sample sizes and suppression of distinctive combinations to reduce the risk of identifying an individual user or agency.

We will seek separate permission before using identifiable agency results in a testimonial, case study or public example.

6. Who may receive information

We may disclose information to providers of hosting, databases, backups, payment processing, email delivery, website analytics, technical maintenance and support, to the extent those functions are actually used. We may also disclose information to professional advisers where necessary and subject to confidentiality obligations.

We may disclose information with your consent; where required or authorised by law; or where reasonably necessary and legally permitted to investigate fraud, protect security or prevent serious harm. We limit disclosure to information reasonably necessary for the relevant purpose.

The application uses Amazon Web Services (AWS) for hosting, its database and file storage; Stripe for payment and subscription processing; and Brevo for email delivery. Stripe receives payment and subscription information. Brevo receives recipient email addresses, names and email content necessary to deliver messages. Our website is hosted by Squarespace, and members-only pages of the Knowledge Hub are protected by Cloudflare. Our development partner, Weavers Web Solutions, maintains the application and may access production information where necessary for support and maintenance, under confidentiality obligations. The application does not send identifiable rent roll figures or customer account information to analytics, AI or development tools for analysis, and does not use customer data to train AI or machine-learning models.

We require these providers, by contract, to protect personal information to at least the same standard as this policy and to use it only to provide their services to us.

7. Overseas storage and access

The application’s primary servers, Amazon RDS MySQL database and Amazon S3 uploaded-file storage are configured in the AWS Asia Pacific (Sydney) Region in Australia. This describes primary application storage, not a guarantee that all processing or access occurs only in Australia. Stripe and Brevo may process limited customer information outside Australia through their global infrastructure. Our website is hosted by Squarespace in the United States, and Cloudflare operates a global network, so website visitor information may be processed in the United States and other countries where those providers operate. Our development partner’s personnel are located in India and may access production information from there for authorised support and maintenance.

Where overseas disclosures occur, we take the steps required by applicable privacy law and use appropriate contractual and operational safeguards. Overseas providers may also be subject to laws in their own jurisdictions.

8. Payments

Payments for Rent Roll Pulse are processed by Stripe. The mobile app does not sell subscriptions or take payments. Stripe holds your card details; we do not store full card numbers or security codes. We receive the information needed to administer your account, such as subscription status, transaction references, billing details, the card brand and the last four digits of the card.

9. Cookies and similar technologies

Our website is hosted on Squarespace, which sets cookies that are necessary for the site to function and, where enabled, Squarespace’s own visitor analytics cookies that record the pages you view, the approximate location derived from your IP address and the browser you use. We do not use advertising pixels or third-party advertising cookies on the website.

Members-only pages of the Knowledge Hub use a Cloudflare access check that stores a cookie on your device to remember that you have signed in. Cloudflare may process request logs for security purposes. Content embedded from other providers, such as YouTube videos, Google Fonts and the Discord community widget, is loaded from those providers, who may receive your IP address and set their own cookies.

The browser platform and mobile application use cookies or similar storage to keep you signed in and to remember your settings. Emails sent through our email providers may record whether a message was opened or a link clicked.

Browser settings may allow you to block or delete cookies. Blocking some technologies may affect functionality. We obtain consent where required by applicable law.

10. Communications and your choices

You can unsubscribe from marketing emails using the unsubscribe facility in those messages or by contacting us. We action requests within the period required by law. Necessary account, security, billing and service messages may continue while relevant to your account.

Messages containing promotional content are handled as marketing where required by law, even if they are also part of an onboarding or product education sequence.

11. Security and incident response

We use role-based access controls to separate ordinary agency users from administrators. The application is designed to restrict agency users to their own data. Administrator access is available where needed for platform administration and support; developers do not automatically have production access and require authorised credentials. External communications use HTTPS/TLS. Database storage and database backups and snapshots are encrypted, with network and backup access restricted through AWS controls. These measures reduce risk but do not guarantee absolute security.

We assess suspected information security incidents and take appropriate containment and remedial action. Where notification is required by law, we notify affected individuals and the relevant regulator. If confidential portfolio information is affected, we assess appropriate communication with the relevant account holder.

12. Retention and deleting your account

We retain information for as long as reasonably needed for the purposes described in this policy, including account administration, legal obligations, dispute resolution and security. When information is no longer needed, we take reasonable steps to destroy or de-identify it, subject to applicable law.

You can delete your account at any time, in the app (Settings → Account → Delete account) or on the browser platform. Deleting your account permanently removes your account and login, your agency profile, all the portfolio figures and history you entered, your valuation goals, any files you uploaded, and your details held by our email provider and Stripe. Any active subscription is cancelled at the same time, so you are not charged again.

Deletion from our live systems happens immediately. Copies held in our backups are removed within 30 days. We email you to confirm when your account has been deleted. Deletion cannot be undone.

We keep only the records the law requires us to keep, such as payment records and tax invoices (generally for five years under Australian tax law). These do not include your portfolio figures.

If you only want to stop paying, you can cancel your subscription without deleting your account. Your information is then kept so you can return later, until you delete your account or ask us to delete it.

13. Access and correction

You can request access to personal information we hold about you, or ask us to correct inaccurate, incomplete or out-of-date information, using the contact details below. We may reasonably verify your identity and authority before disclosing or changing information.

We respond within a reasonable period and in accordance with applicable law. If we cannot provide access or make a correction, we explain the reason and available complaint options, unless the law prevents us from doing so.

14. Privacy complaints

Please contact our Privacy Contact with details of your concern. We will acknowledge your complaint, investigate the relevant circumstances and aim to provide a substantive response within 30 days. If more time is needed, we will explain why and provide an updated timeframe.

If you remain dissatisfied, you may contact the Office of the Australian Information Commissioner at www.oaic.gov.au where it has jurisdiction, or another applicable complaint body. This does not limit any other rights or remedies available to you.

15. Changes and external services

We may update this policy to reflect changes in the Service or information handling practices. The current version will be available through the website and Service. We will give appropriate notice of material changes and obtain further consent where required. An update does not itself authorise a new use where consent or another legal basis is required.

External websites and services linked from the Service have their own privacy practices. Review their policies before providing information to them.

16. Contact us

Privacy Contact: Kate Braybrook, VA Real Estate Pty Ltd trading as Rent Roll Solutions.
Email: hello@rentrollsolutions.com.au · Phone: 0403 066 251 · www.rentrollsolutions.com.au