Privacy policy

Last updated: July 2026

uTenant is committed to protecting your privacy and handling your personal information responsibly. This Privacy Policy explains how we collect, use, store, disclose and protect your personal information in accordance with the Privacy Act 1988 (Cth) and the 13 Australian Privacy Principles (APPs).

This policy applies to all personal information collected through our website (utenant.com.au), our services, and any other interactions you have with us.

What is personal information?

Personal information is any information or opinion that identifies you, or from which your identity could reasonably be determined. This includes your name, email address, phone number, business details, and any other information you provide to us.

What information we collect

We may collect the following types of personal information:

• Name, job title and business name
• Contact details including email address, phone number and business address
• Property requirements and preferences (for our leasing and property matching services)
• Communications and correspondence you send to us
• Information collected automatically through our website, including IP address and browsing behaviour (see Cookies section below)
• Identification information where required to comply with legal obligations (including anti-money laundering requirements)

We only collect personal information that is reasonably necessary to provide our services or meet our legal obligations.

How we collect your information

We collect personal information:

• Directly from you — when you contact us, complete a form on our website, attend a meeting, or engage our services
• From our business partners — including JLL (Jones Lang LaSalle), where we are working together on a property transaction
• From publicly available sources — such as LinkedIn, company websites, and ASIC records
• Automatically via our website — through cookies and analytics tools (see Cookies section below)

Why we collect your information

We use your personal information to:

• Provide commercial real estate and leasing services
• Match you with suitable properties or tenants
• Communicate with you about services, transactions, and opportunities
• Send you relevant updates and marketing communications (where you have consented — you can opt out at any time)
• Comply with legal and regulatory obligations
• Improve our website and services

Cookies and website tracking

Our website uses cookies — small text files stored on your device — to improve your experience and help us understand how the site is used. We use the following types of cookies:

You can manage cookie preferences at any time through our cookie consent banner or your browser settings. Note that disabling certain cookies may affect website functionality.

Overseas disclosure – cloud services

We use cloud-based software to operate our business, including HubSpot (a customer relationship management platform operated by HubSpot, Inc., headquartered in the United States). When you provide personal information to us, it may be stored on servers located overseas, including in the United States.

We take steps to ensure that any overseas service providers we use handle your personal information in a manner consistent with the Australian Privacy Principles, including by executing Data Processing Agreements with relevant providers. By providing your personal information to uTenant, you acknowledge that it may be stored and processed overseas in accordance with this policy.

Sharing your information

We will only share your personal information with third parties where:

• You have given consent
• It is necessary to provide our services — for example, sharing relevant contact details with our transaction partner JLL in connection with a property deal you are involved in
• We are required to do so by law
• It is necessary for our cloud service providers (such as HubSpot) to process information on our behalf under appropriate data processing agreements

We do not sell your personal information. We do not share it for third-party marketing purposes.

Marketing communications

We may send you marketing emails about our services, new property listings, and industry updates where you have provided consent, or where we have an existing business relationship with you and the communication is relevant to that relationship.

You can opt out of marketing communications at any time by clicking the unsubscribe link in any email we send, or by contacting us at matt@utenant.com.au. We will action all unsubscribe requests within 5 business days.

How we protect your information

We take the security of your personal information seriously. We protect it through:

• Secure, password-protected systems with multi-factor authentication
• Restricting access to personal information to staff who need it to perform their role
• Using cloud platforms with industry-standard security certifications
• Training staff on their privacy and data security obligations
• Regularly reviewing access controls and removing accounts for former staff

Despite these measures, no system is completely secure. If you believe your personal information has been compromised, please contact us immediately.

Data retention

We retain your personal information for as long as it is required for the purpose it was collected, or as required by law:

• Property transaction records — minimum 3 years after the transaction is completed
• Financial and accounting records — minimum 7 years (as required by tax law)
• Marketing contact records — until you unsubscribe or request deletion

When personal information is no longer required, we securely delete or de-identify it.

Your rights – access and correction

You have the right to access the personal information we hold about you, and to request that inaccurate information be corrected. To make a request:

• Contact our Privacy Officer in writing at matt@utenant.com.au
• We will respond to your request within 30 days
• We may ask you to verify your identity before providing access
• We will not charge a fee for access requests, but may charge a reasonable administrative fee for providing copies of records

Data breaches

uTenant is subject to the Notifiable Data Breaches (NDB) Scheme under the Privacy Act 1988 (Cth). If we become aware of a data breach that is likely to result in serious harm to any individual, we will notify the affected individual(s) and the Office of the Australian Information Commissioner (OAIC) as required by law.

Sensitive information

We do not intentionally collect sensitive information (such as health, racial, religious, or financial information) unless it is directly relevant to our services and you have consented to its collection. If you provide sensitive information to us, we will only use it for the purpose for which it was provided.

Privacy complaints

If you have a concern or complaint about how we have handled your personal information, please contact our Privacy Officer:

We will acknowledge your complaint within 5 business days and provide a written response within 30 days. If you are not satisfied with our response, you may refer the matter to the Office of the Australian Information Commissioner (OAIC) at oaic.gov.au or by calling 1300 363 992.

Policy updates

We review and update this policy regularly to reflect changes in our business or in the law. The current version and its date are displayed at the top of this page. We encourage you to check this page periodically.

This policy was last updated in June 2026 to reflect requirements under the Privacy Act 1988 (Cth) as amended by the Privacy and Other Legislation Amendment Act 2024 (Cth), and to disclose our use of HubSpot as an overseas data processor.