Privacy Policy

Last updated: 21 May 2026

1. Introduction

PropEasy is operated by Gabe Michael Thomas (ABN 73 353 122 461), trading as PropEasy (“PropEasy”, “we”, “us” or “our”). PropEasy provides a software-as-a-service platform at www.propeasy.com.au that helps Australian DIY and self-managing landlords manage rental properties, leases, rent records, compliance tasks, documents, notices, reminders and related property management workflows.

This Privacy Policy explains how we collect, hold, use and disclose personal information. While PropEasy may not currently be required to comply with the Privacy Act 1988 (Cth) as a small business, we voluntarily aim to align our personal information handling practices with the Australian Privacy Principles (APPs) where practical and appropriate. This voluntary alignment does not limit any rights or obligations that apply under law.

This policy applies to personal information we collect about landlords, property owners, tenants, users, website visitors, support contacts and other individuals whose information is entered into or processed through PropEasy.

Using PropEasy may involve handling information about other people, particularly tenants, co-tenants, emergency contacts, tradespeople and property contacts. If you enter another person's information into PropEasy, you are responsible for ensuring you have authority to do so and that you provide any required privacy notices or obtain any required consents.

PropEasy is not a law firm. Information and AI-assisted outputs provided through PropEasy are general information and operational assistance only. They are not legal advice.

2. The Personal Information We Collect

2.1 Information you provide directly

We may collect personal information that you provide when you create an account, use the platform, upload documents, contact us, subscribe to a paid plan or use support and AI-assisted features. This may include:

• account details such as name, email address, password credentials, business details, billing details and subscription status
• property details such as property address, property type, features, rental details, compliance status and property notes
• tenant details such as tenant name, email address, phone number, lease dates, rent amount, bond details, emergency contacts and tenant-related notes entered by a landlord or property owner
• lease and tenancy information, including lease terms, rent amounts, rent due dates, rent increases, bond information, notices, condition reports and inspection records
• rent and financial records, including rent payment history, arrears records, expenses, receipts and related notes
• documents uploaded, generated or stored in PropEasy, including leases, notices, inspection reports, invoices, receipts, correspondence and other tenancy records
• signatures or signature images if you choose to capture or upload them
• support requests, feedback, emails, form submissions and other communications with us
• AI prompts, questions, chat history, uploaded text, account context provided to AI-assisted features, and outputs generated by those features

2.2 Information collected automatically

When you use PropEasy, we may automatically collect technical and usage information, including:

• IP address, browser type, device type, operating system and approximate location derived from technical data
• log data such as pages viewed, actions taken, access times, errors and diagnostic information
• usage data showing which features are used and how the platform performs
• cookies, session identifiers and similar technologies used for authentication, security, analytics and platform functionality

2.3 Sensitive information

PropEasy is not designed to intentionally collect sensitive information such as health information, racial or ethnic origin, political opinions, religious beliefs, criminal records or biometric information. However, users may upload documents, write notes or send messages that contain sensitive information. You should not upload or enter sensitive information unless it is genuinely necessary for managing the tenancy or property and you have a lawful basis to do so.

If a document contains identity documents, government identifiers, health information, family violence information, financial hardship information, signatures or other sensitive material, you should consider whether it is necessary to upload the document and whether any unnecessary information can be redacted first.

2.4 Information about tenants and other third parties

Landlords and property owners may enter tenant information into PropEasy. Tenants may not always have a direct account with PropEasy. If you are a landlord or property owner, you are responsible for ensuring that tenants and other relevant individuals are informed that their information may be stored and managed using PropEasy.

We recommend that landlords provide tenants with a clear privacy notice explaining what information is collected, why it is used, who it may be shared with, and how the tenant can request access or correction.

3. How We Collect Personal Information

We may collect personal information:

• directly from you when you create an account, enter information, upload documents, use a feature, contact us or make a payment
• from landlords or property owners who enter tenant or tenancy information into the platform
• from tenants or other people who submit maintenance requests, communications, documents or other information through features made available by a landlord
• automatically through cookies, logs, analytics and security tools when you use the website or platform
• from service providers such as payment processors, email providers, authentication providers, hosting providers and AI providers where needed to operate PropEasy

4. Why We Collect, Use and Disclose Personal Information

We collect, hold, use and disclose personal information for purposes connected with operating, improving and supporting PropEasy, including to:

• create and manage user accounts
• provide property, tenancy, rent tracking, document management, reminder and compliance features
• generate, store, send or manage notices, documents, reminders and records requested by users
• calculate compliance status, compliance scores, reminders and state-specific guidance
• provide AI-assisted support and guidance features, where enabled or used
• send transactional emails such as account emails, rent receipts, reminders, document delivery notifications, support messages and system notifications
• process subscriptions and payments through our payment provider
• respond to support requests, complaints and enquiries
• monitor, secure, troubleshoot and improve the platform
• analyse usage trends and improve product features, reliability and user experience
• detect, prevent and respond to fraud, abuse, misuse, security incidents and unauthorised access
• comply with legal obligations, enforce our terms, resolve disputes and protect our rights, users and others

5. AI-Assisted Features

PropEasy includes AI-assisted features, including Ask Lisa, a chatbot-style assistant that answers tenancy and compliance questions and provides operational guidance. AI features are intended to provide general information and workflow assistance only. They are not legal advice. PropEasy is not a law firm, and AI outputs should not be relied on as a substitute for advice from a qualified lawyer, tenancy authority or other professional adviser.

5.1 What information may be processed by AI

When you use an AI-assisted feature, we may process your prompt, question, instructions, chat history and relevant context from your PropEasy account. This may include property state or territory, tenancy details, lease context, compliance information, rent records, uploaded text, selected documents or other information needed to provide the feature.

We design AI features to minimise unnecessary personal information. However, if you type, paste or upload personal information into an AI-assisted feature — such as a tenant's name, contact details, lease details, rent history or sensitive documents — that information may be processed by the AI system and relevant service providers. You should avoid entering unnecessary personal information or sensitive information into AI prompts.

5.2 Third-party AI provider

PropEasy uses the Anthropic Claude API to power Ask Lisa and other AI-assisted features. When you use these features, your input, AI chat history, relevant account context and outputs may be sent to Anthropic for processing so the AI feature can respond.

Anthropic is headquartered in the United States. Processing of AI inputs and outputs occurs in the United States and any other countries listed in Anthropic's applicable sub-processor or data processing documentation.

Our use of the Anthropic API is governed by our applicable commercial API terms and account configuration with Anthropic. Consumer Claude.ai privacy settings and consumer account terms do not apply to PropEasy's commercial API use.

5.3 Human review and safety monitoring

We and our service providers may review AI interactions where necessary for support, safety, abuse prevention, debugging, quality improvement, legal compliance or security. Access is limited to authorised personnel or service providers who need it for those purposes.

5.4 Accuracy, automated decisions and user responsibility

AI outputs can be incomplete, inaccurate or outdated. You are responsible for checking important outputs before acting on them, especially where a decision may affect a tenancy, notice, legal obligation, payment, dispute or tenant relationship.

PropEasy's AI features do not make final decisions about a tenancy, notice, rent increase, eviction, bond claim, compliance status, tenant relationship or legal obligation. AI outputs are designed to assist users, but users remain responsible for reviewing the output, checking the relevant law or authority guidance, and deciding what action to take.

PropEasy may use AI and rules-based tools to generate suggestions, summaries, reminders, draft content and guidance. Unless we expressly state otherwise, these tools do not make decisions that have legal or similarly significant effects on individuals without user review.

6. Disclosure to Service Providers and Third Parties

We do not sell personal information. We may disclose personal information to service providers and third parties where reasonably necessary to operate PropEasy, provide requested features, comply with law, or protect our rights and users.

6.1 Current service providers

PropEasy uses the following service providers to operate the platform:

Each provider has its own privacy policy, security measures and data handling practices. We take reasonable steps to select providers with appropriate privacy and security standards.

6.2 Other disclosures

We may also disclose personal information:

• to a landlord, property owner or tenant where the platform feature requires it, such as sending a document, receipt, notice, reminder or maintenance communication
• to professional advisers, insurers, auditors, accountants or legal advisers where reasonably necessary
• to regulators, courts, tribunals, law enforcement or government agencies where required or authorised by law
• to investigate, prevent or respond to suspected fraud, misuse, unlawful activity, safety risks or security incidents
• as part of a merger, acquisition, restructure, financing, asset sale or business transfer, subject to appropriate confidentiality and privacy safeguards

7. Overseas Disclosure and Processing

Some of our service providers store or process personal information outside Australia. Based on our current infrastructure, personal information may be processed in the following overseas locations:

• United States — Anthropic (AI processing), Stripe (payment processing), Resend (email delivery), Cloudflare (DNS and network security)

Your core account data, uploaded documents and serverless functions are stored and executed in Australia via Supabase (Sydney, ap-southeast-2) and Vercel (Sydney, ap-southeast-2). However, when you use PropEasy, some data flows through or is processed by US-based infrastructure as part of normal platform operation, including AI processing, payment processing, email delivery and security services.

Where required by applicable privacy law, we take reasonable steps before disclosing personal information to overseas recipients to assess their privacy and security practices, including by reviewing provider terms, data processing arrangements, security measures, sub-processor information and access controls.

Overseas recipients may be subject to laws in their own countries, which may permit or require disclosure of information to courts, law enforcement, regulators or government authorities in those countries.

8. Payment Information

If you subscribe to a paid plan, payments are processed by Stripe. We do not store full credit card numbers on PropEasy systems. Payment information is handled by Stripe according to its own terms, privacy policy and PCI-DSS security standards. We receive limited billing information such as customer ID, subscription status, payment status, invoice details, plan type and billing contact details.

9. Cookies, Analytics and Tracking

PropEasy uses cookies and similar technologies for authentication, session management, security, preferences, performance monitoring and analytics. Some cookies are necessary for the platform to work. If you disable cookies, parts of PropEasy may not function properly.

We do not currently use third-party advertising cookies. If that changes, we will update this policy and provide any required notices or choices.

We do not currently use third-party analytics tools. Platform performance and usage data is collected through Vercel's built-in infrastructure monitoring only.

10. Direct Marketing

We may use your contact details to send product updates, onboarding messages, feature announcements, educational content or marketing communications where permitted by law. You can unsubscribe from marketing emails using the unsubscribe link or by contacting us at support@propeasy.com.au. We may still send transactional or service-related messages, such as security alerts, billing notices and important platform updates.

We will comply with applicable electronic marketing laws, including requirements relating to consent, sender identification and functional unsubscribe facilities.

11. Data Storage and Security

We take reasonable steps to protect personal information from misuse, interference, loss, unauthorised access, modification and disclosure. These steps may include:

• encrypted connections using TLS
• authentication and secure session management via Supabase Auth
• database access controls and row-level security
• restricted production access for authorised personnel
• access logging, monitoring and audit trails where available
• security configuration reviews and vulnerability management
• provider due diligence and contractual controls where appropriate

No website, app, database or transmission method can be guaranteed to be completely secure. You are responsible for using a strong password, protecting your login credentials, and notifying us promptly if you suspect unauthorised access to your account.

12. Data Retention and Deletion

We retain personal information for as long as reasonably necessary for the purposes described in this policy, including to provide the platform, maintain records, comply with legal obligations, resolve disputes, support security, enforce agreements and meet tax, accounting or regulatory requirements.

The table below sets out our intended retention approach:

If you delete your account or request deletion, we will take reasonable steps to delete, de-identify or restrict access to personal information within a reasonable period, unless we need to retain it for legal, security, backup, dispute-resolution, fraud-prevention, accounting or legitimate business reasons.

Backups and logs may retain information for a limited period before deletion or overwriting. Where immediate deletion is not technically practicable, we will take reasonable steps to protect the information and remove it from active use where appropriate.

13. Notifiable Data Breaches

If we become aware of a data breach involving personal information, we will assess the incident and take reasonable steps to contain and remediate it. Where required by the Notifiable Data Breaches scheme under the Privacy Act, we will notify affected individuals and the Office of the Australian Information Commissioner (OAIC) if the breach is likely to result in serious harm.

14. Access and Correction

You may request access to personal information we hold about you or ask us to correct inaccurate, out-of-date, incomplete, irrelevant or misleading personal information. We may need to verify your identity before responding. We will respond within a reasonable period and, where the Privacy Act applies, within the timeframes required by law.

If you are a tenant whose information was entered into PropEasy by a landlord or property owner, you may contact the landlord or property owner directly in the first instance. You may also contact us at support@propeasy.com.au if you believe your information is inaccurate, being misused or has been entered without authority.

15. Privacy Complaints

If you have a privacy concern or complaint, please contact us using the details below. Please include enough information for us to understand and respond to your concern. We will aim to respond within 30 days.

If you are not satisfied with our response, you may be able to lodge a complaint with the Office of the Australian Information Commissioner at oaic.gov.au.

16. Children and Minors

PropEasy is designed for adults managing rental properties. It is not intended for use by people under 18. We do not knowingly collect personal information directly from children. Users should not upload or enter information about minors unless it is genuinely necessary for tenancy management and they have authority to do so.

17. Third-Party Websites and Services

PropEasy may link to third-party websites, payment portals, tenancy authority websites or other services. We are not responsible for the privacy practices of third-party websites or services. You should review their privacy policies before providing personal information.

18. Changes to This Privacy Policy

We may update this Privacy Policy from time to time. The updated version will be posted on our website or in the platform. If changes are material, we will take reasonable steps to notify users, such as by email or an in-app notice. Continued use of PropEasy after an updated policy takes effect means you accept the updated policy.

19. Contact Us

For privacy questions, access or correction requests, or complaints, contact: