Last updated: 30 December 2024

1. Introduction

RentFix ("we", "us", "our") operates the RentFix website and service (the "Service"). This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our Service.

We are committed to protecting your privacy and complying with the Australian Privacy Act 1988 (Cth) and the Australian Privacy Principles (APPs).

2. Information We Collect

2.1 Information You Provide

When you use RentFix, you may provide:

• Your Details: Name, email address
• Property Information: Rental property address, state/territory
• Issue Details: Type of maintenance issue, description of the problem
• Third Party Details: Property manager/agent name, email, agency name, landlord name
• Payment Information: Processed securely by Stripe; we do not store card details

2.2 Information Collected Automatically

We may automatically collect:

• IP address (stored in hashed/anonymised form only)
• Browser type and version
• Pages visited and time spent
• Referring website

2.3 Third Party Information

3. How We Use Your Information

3.1 Primary Uses

• Generate maintenance request letters tailored to your situation
• Deliver letters via email to property managers (with your consent)
• Process payments for our services
• Provide customer support

3.2 Analytics and Improvement (With Consent)

If you consent to data storage, we may use anonymised and aggregated data to:

• Identify common maintenance issues by location
• Improve our letter templates and service
• Generate statistical reports on rental maintenance trends

We will never publicly identify specific individuals, properties, or property managers without explicit additional consent.

3.3 What We Will Never Do

• Sell your personal information to third parties
• Share your information for marketing purposes without consent
• Use your information to contact you for purposes unrelated to your service request
• Publicly identify you or your property manager without explicit consent

4. Data Storage and Security

4.1 Consent-Based Storage

We store your letter and associated data in our database only if you explicitly consent by checking the consent checkbox. If you do not consent, your letter is generated in memory and not permanently stored after your session ends.

4.2 Security Measures

• All data transmitted via HTTPS/TLS encryption
• Database encryption at rest
• IP addresses stored only in hashed form
• Payment processing handled by PCI-DSS compliant Stripe
• Regular security reviews and updates

4.3 Data Retention

• Without consent: Data deleted at end of session
• With consent: Data retained for up to 7 years for legal compliance purposes
• Payment records: Retained as required by Australian tax law

5. Third Party Services

We use the following third-party services:

• Stripe: Payment processing (Stripe Privacy Policy)
• Anthropic Claude: AI letter generation (Anthropic Privacy Policy)
• Resend: Email delivery (Resend Privacy Policy)

6. Your Rights

Under Australian Privacy Law, you have the right to:

• Access: Request a copy of any personal information we hold about you
• Correction: Request correction of inaccurate information
• Deletion: Request deletion of your personal information
• Complaint: Lodge a complaint with the Office of the Australian Information Commissioner (OAIC)

To exercise these rights, contact us at: [email protected]

7. Cookies and Tracking

We use minimal cookies necessary for the Service to function:

• Session cookies to maintain your form data during use
• No third-party tracking or advertising cookies

8. Children's Privacy

Our Service is not intended for use by individuals under 18 years of age. We do not knowingly collect information from children.

9. International Data Transfers

Your data may be processed by third-party services located outside Australia (e.g., Anthropic in the USA). We ensure appropriate safeguards are in place as required by Australian Privacy Law.

10. Changes to This Policy

We may update this Privacy Policy from time to time. We will notify you of any material changes by posting the new policy on this page and updating the "Last updated" date.

11. Contact Us

For privacy-related inquiries:

• Email: [email protected]

12. Complaints

If you believe we have breached the Australian Privacy Principles, you may:

1. Contact us first at [email protected]
2. If unsatisfied, lodge a complaint with the Office of the Australian Information Commissioner