Privacy Policy

Effective: 14 March 2026

1. Information We Collect

1.1 Personal information from agency users

When you register for or use the Tenvo platform, we may collect:

• Full name, email address, phone number, and job title
• Agency name, office location, and business details
• Account credentials and authentication information
• Profile preferences, role permissions, and platform settings

1.2 Client and contact data

Agency users may enter personal information about their clients and contacts into the Tenvo platform, including:

• Tenant, landlord, buyer, and seller names and contact details
• Property addresses, lease terms, rental amounts, and inspection records
• Transaction details, appraisals, and correspondence history
• Payment information related to property management
• Documents such as tenancy agreements, condition reports, and compliance certificates

Tenvo processes this data on behalf of the agency. The agency remains the data controller for client and contact information entered into the platform.

1.3 Usage and technical data

We automatically collect certain information when you access the platform:

• IP address, browser type, device type, and operating system
• Pages visited, features used, and time spent on the platform
• Access logs and session identifiers
• Error reports and performance data

1.4 Information from third-party integrations

When you connect third-party services to Tenvo, we may receive data from those services as authorised by you. These integrations may include:

• Property listing platforms (e.g. REA Group, Domain)
• Accounting software (e.g. Xero)
• Document signing services (e.g. DocuSign)
• Forms and compliance tools (e.g. Forms Live)
• Other services you choose to connect

We only access data from integrations that you explicitly authorise and configure within the platform.

1.5 Cookies and tracking technologies

We use cookies and similar technologies to maintain session state, remember preferences, and analyse platform usage. See Section 11: Cookies and Analytics for further details.

2. How We Collect Information

We collect personal information:

• Directly from you — when you register, complete your profile, configure settings, or contact our support team
• Through platform use — when agency users enter client and property data during the course of their work
• Automatically — through cookies, server logs, and analytics tools when you access the platform
• From third-party integrations — when you connect external services and authorise data sharing

Where practicable, we collect personal information directly from the individual to whom it relates. Where we receive personal information from agency users about their clients, we rely on the agency to have obtained appropriate consent or to have a lawful basis for providing that information to us.

3. Purpose of Collection

We collect and use personal information for the following purposes:

• Providing, operating, and maintaining the Tenvo platform
• Powering AI-driven automation, including back-office agent features
• Facilitating property management workflows such as maintenance requests, inspections, lease management, and tenant communications
• Supporting sales pipeline management, listing coordination, and appraisal tracking
• Generating compliance reports, audit trails, and regulatory documentation
• Enabling the client-facing portal for buyers, vendors, landlords, and tenants
• Sending transactional communications such as notifications, alerts, and platform updates
• Billing, invoicing, and account administration
• Improving and developing the platform through analytics and aggregated usage data
• Complying with legal obligations and resolving disputes

We will not use personal information for a purpose other than the purpose for which it was collected, unless you have consented or an exception under the APPs applies.

4. How We Use AI

Tenvo incorporates artificial intelligence to automate administrative tasks and assist agency operations. Our AI features may:

• Process and triage maintenance requests submitted through the platform
• Draft compliance documents, correspondence, and routine communications for human review
• Analyse property data to provide insights and recommendations
• Automate scheduling, reminders, and follow-up workflows

Human oversight: AI-generated outputs are presented as recommendations or drafts. No automated decision is made that materially affects the rights or obligations of tenants, landlords, buyers, or sellers without human review and approval by the agency.

Data and model improvement: We may use aggregated, de-identified usage data to improve our AI models and platform features. We do not use identifiable client data to train general-purpose AI models without explicit consent.

5. Disclosure and Sharing of Information

5.1 Within the agency

Personal information entered into Tenvo is accessible to authorised users within the agency based on role-based access controls. In multi-office environments, data segregation ensures that each office accesses only the information relevant to its operations, unless broader access is configured by the agency principal.

5.2 Third-party service providers

We may share personal information with trusted service providers who assist us in operating the platform, including:

• Cloud hosting and infrastructure providers
• Payment processing services
• Analytics and monitoring tools
• Customer support and communication platforms

These providers are contractually bound to handle personal information in accordance with this Privacy Policy and applicable privacy law.

5.3 Integration partners

When you connect third-party integrations (such as REA Group, Domain, Xero, or DocuSign), data is shared with those platforms only as necessary to provide the integration and only as authorised by you.

5.4 Legal requirements

We may disclose personal information where required or authorised by law, including in response to court orders, regulatory investigations, or requests from law enforcement agencies.

5.5 No sale of personal information

We do not sell, rent, or trade personal information to third parties for marketing or any other purpose.

6. Cross-Border Data Transfers

Tenvo is an Australian company and we prioritise storing data within Australia wherever practicable. However, some of our infrastructure providers and third-party services may process data in jurisdictions outside of Australia, including the United States and the European Union.

In accordance with APP 8, before disclosing personal information to an overseas recipient, we take reasonable steps to ensure that the recipient handles the information in a manner consistent with the APPs. This includes contractual obligations and security assessments of overseas service providers.

7. Data Security

We take the security of your personal information seriously and implement a range of technical and organisational safeguards, including:

• Encryption of data in transit (TLS) and at rest (AES-256)
• Role-based access controls to limit data access to authorised personnel
• Comprehensive audit trails recording all data access and modifications
• Regular security assessments and vulnerability testing
• Incident response procedures for identifying and addressing security breaches
• Secure development practices and code review processes

While we take reasonable steps to protect personal information, no method of electronic storage or transmission is completely secure. We cannot guarantee absolute security but are committed to continuous improvement of our security posture.

8. Data Retention and Deletion

We retain personal information for as long as necessary to fulfil the purposes for which it was collected, or as required by law. Specific retention periods include:

• Account data: retained for the duration of the agency's subscription and for a reasonable period afterwards to allow for reactivation or to comply with legal obligations
• Client and property data: retained in accordance with applicable state and territory tenancy legislation and real estate regulations, which may require records to be kept for specified periods after a tenancy or transaction concludes
• Usage and technical data: retained for up to 24 months for analytics and platform improvement purposes
• Audit trails: retained for a minimum of 7 years in accordance with regulatory requirements

When an agency cancels its Tenvo subscription, we will provide a reasonable period to export data before it is securely deleted from our systems. Agency users may request deletion of their personal information at any time by contacting [email protected], subject to any legal obligations that require us to retain certain records.

9. Access and Correction

Under APPs 12 and 13, you have the right to:

• Access the personal information we hold about you
• Request correction of any personal information that is inaccurate, out of date, incomplete, or misleading

To make an access or correction request, please contact us at [email protected]. We will respond to your request within 30 days. We may need to verify your identity before processing a request.

In limited circumstances, we may refuse a request for access or correction in accordance with the exceptions set out in the Privacy Act. If we refuse a request, we will provide written reasons and information about how to make a complaint.

If you are a client of an agency using Tenvo (such as a tenant, landlord, buyer, or seller), you should direct access and correction requests to the agency in the first instance, as the agency is the data controller for client information entered into the platform.

10. Complaints

If you believe we have breached the APPs or handled your personal information inappropriately, you may lodge a complaint by contacting our privacy officer at [email protected].

We will acknowledge your complaint within 7 days and aim to resolve it within 30 days. We may need to contact you for additional information during this process.

If you are not satisfied with our response, you have the right to lodge a complaint with the Office of the Australian Information Commissioner (OAIC):

• Online: www.oaic.gov.au/privacy/privacy-complaints
• Phone: 1300 363 992
• Post: GPO Box 5218, Sydney NSW 2001

11. Cookies and Analytics

We use the following types of cookies and similar technologies:

• Essential cookies: required for the platform to function, including session management and authentication
• Analytics cookies: help us understand how users interact with the platform so we can improve features and performance
• Preference cookies: remember your settings and preferences for a more personalised experience

We do not use advertising or tracking cookies. You can manage cookie preferences through your browser settings. Please note that disabling essential cookies may affect the functionality of the platform.

We may use third-party analytics services to collect and analyse usage data. These services process data in accordance with their own privacy policies and our data processing agreements.

12. Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in our practices, technology, legal requirements, or other factors. When we make material changes, we will notify you by:

• Posting the updated policy on this page with a revised effective date
• Sending a notification through the Tenvo platform or via email for significant changes

We encourage you to review this Privacy Policy periodically to stay informed about how we protect your information.

13. Contact Us

If you have any questions about this Privacy Policy or how we handle personal information, please contact us:

• Email: [email protected]
• Post: [Postal address to be inserted]

Tenvo Pty Ltd (ABN [ABN to be inserted])