Privacy Policy

Universal Realty ("Universal Realty", "we", "us" or "our") respects your privacy and is committed to protecting the personal information we collect and hold.

Universal Realty is a Western Australian real estate business providing residential and commercial property sales, leasing and property management services.

This Privacy Policy explains how we collect, use, disclose, store and protect personal information and how you can access or correct information we hold about you.

This Privacy Policy is intended to explain our practices in accordance with the Privacy Act 1988 (Cth) and the Australian Privacy Principles (APPs), to the extent those laws apply to Universal Realty.

1. About Universal Realty

Universal Realty
115A Riseley Street
Ardross WA 6153
Australia

Phone: (08) 9356 3388
Email: info@universalrealty.com.au
Website: www.universalrealty.com.au

For privacy enquiries, please contact us using the details above and ask to speak with the person responsible for privacy matters.

2. What personal information do we collect?

Depending on your relationship with us and the services you request, we may collect and hold personal information including:

• your name and contact details;

• residential, postal and business addresses;

• telephone numbers and email addresses;

• date of birth;

• identification information, such as information contained on a driver's licence or passport, where reasonably required;

• information relating to your employment, occupation and income;

• rental history and tenancy information;

• information provided in rental applications;

• references and referee details;

• information concerning your financial circumstances where reasonably required for a property or tenancy transaction;

• bank account and payment details where required to provide our services;

• property ownership information;

• information about properties you own, sell, purchase, lease or manage;

• information about your property preferences and requirements;

• details of contracts, leases, offers and other property transactions;

• correspondence and communications with Universal Realty;

• information provided by buyers, sellers, owners, landlords, tenants, applicants and other parties;

• photographs, video footage and other images where relevant to property marketing or inspections;

• information concerning maintenance, repairs and property services;

• information concerning property inspections and attendance;

• information collected through our website and online services; and

• other information reasonably necessary for us to provide our services or conduct our business.

3. How do we collect personal information?

We may collect personal information directly from you when you:

• contact us by telephone, email, website or in person;

• submit an enquiry through our website;

• enquire about a residential or commercial property;

• attend an inspection or open home;

• request a property appraisal;

• list a property for sale or lease;

• enter into an agency or property management agreement;

• submit an offer or expression of interest;

• apply to rent a property;

• enter into a residential or commercial tenancy;

• provide information to us in connection with property management;

• communicate with one of our sales representatives or property managers;

• subscribe to receive property or market information; or

• otherwise provide information to us.

We may also collect personal information from third parties where permitted or authorised by law.

These third parties may include:

• property owners and landlords;

• buyers and prospective buyers;

• tenants and prospective tenants;

• previous property managers or real estate agents;

• referees and employers;

• settlement agents and conveyancers;

• financial institutions and mortgage brokers;

• insurers;

• contractors and tradespeople;

• government agencies and regulators;

• property listing and advertising platforms; and

• other parties involved in a property transaction or tenancy.

Where reasonably practicable, we will collect personal information directly from you.

4. Why do we collect personal information?

We collect, hold, use and disclose personal information for purposes reasonably necessary for our business activities, including:

• providing residential and commercial real estate services;

• selling, leasing and managing properties;

• conducting property appraisals;

• responding to property enquiries;

• arranging property inspections;

• communicating with owners, landlords, sellers, buyers, tenants and prospective tenants;

• assessing rental applications;

• establishing and administering residential and commercial tenancies;

• managing rental properties;

• arranging maintenance, repairs and other property services;

• managing property transactions and settlements;

• preparing and administering contracts and other documentation;

• processing payments and maintaining financial records;

• communicating with service providers and other parties involved in a transaction;

• verifying information and, where appropriate, identity;

• complying with our legal and regulatory obligations;

• maintaining business and transaction records;

• managing and improving our services;

• protecting our business, clients and property from fraud or unlawful activity;

• responding to enquiries, complaints and requests;

• sending property, market and service information where permitted by law; and

• any other purpose you have consented to or which is otherwise permitted or required by law.

5. Residential and commercial property sales

If you engage Universal Realty to sell your property, we may collect information necessary to market and sell the property and to communicate with you throughout the sales process.

We may disclose relevant property and transaction information to prospective purchasers, settlement agents, conveyancers, advertising platforms, photographers, contractors and other parties reasonably involved in marketing and completing the transaction.

Property photographs, floor plans, videos and other marketing materials may be published on our website, property listing platforms, social media, advertising networks and other marketing channels.

We will take reasonable steps to avoid unnecessarily including personal information in property marketing material.

6. Residential and commercial property management

Where Universal Realty manages a property, we may collect and use personal information relating to property owners, landlords, tenants, occupants, contractors and other relevant parties.

This information may be used to:

• administer the property;

• administer the tenancy or lease;

• process rental payments and disbursements;

• communicate with owners and tenants;

• arrange inspections;

• arrange maintenance and repairs;

• communicate with tradespeople and contractors;

• administer insurance matters;

• maintain property and tenancy records;

• prepare statements and other financial information;

• comply with legal and regulatory requirements; and

• otherwise provide property management services.

Universal Realty uses REST Professional property-management software to assist with property and tenancy administration, record keeping and related functions.

7. Rental applications

If you apply to rent a property managed by Universal Realty, we may collect information necessary to assess your application and establish and administer a tenancy.

This may include:

• identification information;

• contact details;

• employment and income information;

• rental history;

• previous landlord or property manager information;

• references and referee information;

• information concerning proposed occupants;

• financial information reasonably required for the application; and

• other information reasonably necessary to assess the application.

Relevant information may be provided to the property owner or landlord and to other parties where reasonably necessary, authorised or required by law.

We will only collect and use information reasonably necessary for the rental application and related tenancy purposes.

8. Commercial property and tenancy information

For commercial property transactions and management, we may collect information concerning businesses and individuals associated with a property or tenancy.

This may include business contact details, Australian Business Numbers (ABNs), lease information, authorised representatives, financial or trading information where reasonably required, and other information relevant to the commercial property or tenancy.

Where information relates to an identifiable individual, we will handle that information in accordance with applicable privacy laws.

9. Disclosure of personal information

We may disclose personal information to third parties where reasonably necessary to provide our services, where you have consented, or where disclosure is otherwise permitted or required by law.

Depending on the circumstances, these parties may include:

• property owners and landlords;

• prospective purchasers and tenants;

• sellers and buyers;

• other real estate agents;

• settlement agents and conveyancers;

• lawyers and other professional advisers;

• financial institutions and mortgage brokers;

• insurers;

• tradespeople and maintenance contractors;

• property photographers, videographers and marketing providers;

• property advertising and listing platforms;

• information technology, software and cloud service providers;

• property-management software providers;

• payment and banking service providers;

• government agencies and regulators;

• law enforcement agencies where legally authorised or required; and

• other parties reasonably involved in a property transaction or the provision of our services.

We take reasonable steps to ensure that personal information is disclosed only for appropriate purposes.

10. REST Professional and third-party technology

Universal Realty uses REST Professional, a property-management system, to assist with the administration of properties, owners, tenants, transactions, financial records, communications and related property-management functions.

Depending on the services and systems used by Universal Realty, information may also be stored or processed through third-party technology, cloud, software, communication, property advertising, payment, document-management or other service providers.

These providers may process information on our behalf for the purposes of providing their services to Universal Realty.

We take reasonable steps to select and manage service providers appropriately and to protect personal information handled by those providers.

11. Overseas disclosure

Some technology, cloud-storage, software, advertising, communications or other service providers used by Universal Realty may store or process information outside Australia.

Where personal information is disclosed to an overseas recipient, we will take reasonable steps to ensure that the disclosure is handled in accordance with applicable privacy laws.

The location of data storage and processing may change as technology providers and services change.

If you require further information about whether a particular service provider processes personal information outside Australia, you may contact us using the details in this Privacy Policy.

12. Website information and cookies

When you visit our website, we or our service providers may collect information about your use of the website.

This may include information such as:

• IP address;

• browser type;

• device information;

• pages visited;

• date and time of visits;

• referring website;

• general website usage information; and

• other technical information.

We may use cookies and similar technologies to help operate, secure and improve our website and to understand how visitors use it.

Cookies may also be used by third-party services incorporated into our website, including services associated with website analytics, property advertising, social media or online marketing.

You can generally control cookies through your browser settings. Disabling cookies may affect some website functionality.

13. Marketing communications

We may use your personal information to send you information about:

• properties for sale or lease;

• property opportunities;

• market updates;

• Universal Realty services;

• property-management services;

• events or other relevant information; and

• other communications where permitted by law.

You can opt out of receiving direct marketing communications at any time by using the unsubscribe facility provided in the communication or by contacting us.

We will take reasonable steps to process your opt-out request within a reasonable period.

Please note that we may still contact you where the communication is necessary for an existing transaction, tenancy, property-management relationship, contractual obligation or other legitimate business purpose.

14. Property inspections and open homes

When you attend a property inspection or open home, we may collect your name and contact details and other information reasonably required to manage the inspection or respond to your enquiry.

We may use this information to:

• manage attendance;

• communicate with you about the property;

• answer questions;

• provide further information;

• follow up your enquiry; and

• comply with applicable legal or business requirements.

Where third-party inspection or registration systems are used, your information may be collected or processed through those systems.

15. Sensitive information

In limited circumstances, we may need to collect sensitive information.

For example, information concerning health or accessibility requirements may be relevant to a particular property, tenancy or service.

We will only collect sensitive information where permitted by law and, where required, with your consent.

16. Security of personal information

We take reasonable steps to protect personal information from misuse, interference, loss and unauthorised access, modification or disclosure.

Depending on the circumstances, these measures may include:

• user access controls;

• passwords and authentication procedures;

• physical security;

• secure information systems;

• staff procedures and training;

• secure document-management practices;

• appropriate controls over third-party service providers; and

• procedures for responding to suspected privacy or data security incidents.

No electronic storage or transmission system can be guaranteed to be completely secure.

17. Retention of personal information

We retain personal information for as long as reasonably necessary to provide our services, administer transactions and tenancies, comply with legal and regulatory requirements, maintain appropriate business records, resolve disputes and protect our legitimate business interests.

When personal information is no longer required, we will take reasonable steps to securely destroy, delete or de-identify it, subject to any legal or regulatory requirement to retain it.

18. Access to your personal information

You may request access to personal information that Universal Realty holds about you.

Requests should be made using the contact details set out below.

We may need to verify your identity before providing access to personal information.

In some circumstances, we may be permitted or required by law to refuse access or provide only limited access. If this occurs, we will explain the reasons where we are legally permitted to do so.

19. Correction of personal information

We take reasonable steps to ensure that personal information we hold is accurate, complete and up to date.

If you believe that information we hold about you is inaccurate, incomplete, out of date or misleading, please contact us and request that the information be corrected.

We will consider your request and take reasonable steps to correct information where appropriate.

20. Privacy complaints

If you believe Universal Realty has mishandled your personal information or breached applicable privacy laws, please contact us.

Universal Realty
115A Riseley Street
Ardross WA 6153
Australia

Phone: (08) 9356 3388
Email: info@universalrealty.com.au

Please provide sufficient information for us to investigate your complaint.

We will investigate privacy complaints and endeavour to resolve them fairly and within a reasonable period.

If you are not satisfied with our response, you may be able to make a complaint to the Office of the Australian Information Commissioner (OAIC).

Information about privacy complaints and the OAIC's processes is available through the OAIC's website.

21. Dealing with us anonymously or using a pseudonym

Where lawful and practicable, you may deal with us anonymously or by using a pseudonym.

However, this may not be possible where we need to identify you to provide our services, process a property or tenancy transaction, assess a rental application, comply with legal requirements or otherwise perform our business activities.

22. Third-party websites

Our website may contain links to third-party websites, including property listing websites, social media platforms and websites operated by service providers.

Those websites have their own privacy practices and policies.

Universal Realty is not responsible for the privacy practices of third-party websites.

We recommend reviewing the privacy policy of any third-party website before providing personal information.

23. Changes to this Privacy Policy

We may update this Privacy Policy from time to time to reflect changes to our business, technology, services, legal obligations or information-handling practices.

The latest version will be published on our website.

We encourage you to review this Privacy Policy periodically.

24. Contact us

If you have any questions about this Privacy Policy or the way Universal Realty handles personal information, please contact us:

Universal Realty
115A Riseley Street
Ardross WA 6153
Australia

Phone: (08) 9356 3388
Email: info@universalrealty.com.au
Website: www.universalrealty.com.au

Privacy enquiries: Please ask to speak with the person responsible for privacy matters.

Last updated: 8 September 2026