Legal

Privacy Policy

Last updated: 26 October 2026

1. Who we are

This Privacy Policy explains how Optima REA Pty Ltd (ABN 79 676 140 784) (“OptimaRea”, “we”, “us”) handles personal information. We are an Australian Privacy Principles (APP) entity and are bound by the Privacy Act 1988 (Cth). This policy applies to all personal information we collect through optimarea.com.au, our management platform, email, phones, Lark messaging, SMS, and in-person meetings.

2. What personal information we collect

• Contact information you give us when you fill out a form, call, email, or start a chat: name, email, phone, property address, property type, and message content.
• Landlord and property information when you become a client: identification documents required by law, management agreements, bank details for rent disbursement, insurance details, and property records.
• Tenant information we handle as part of our property management services (applications, references, ledgers, maintenance history, bond records) under a separate Tenant Privacy Collection Statement.
• Website usage: IP address, browser and device info, referrer, pages visited, scroll depth, and approximate location from IP.
• Identifiers stored in your browser to recognise returning visitors and group visits into sessions.
• Communications: email, chat transcripts, Lark messages, SMS, and call notes kept for quality, training, and compliance.

3. How we collect it

Directly from you via forms, email, phone, chat, or meetings; automatically via first-party JavaScript and browser storage while you use the site; and from third parties (referrers, brokers, accountants, vendors, tenancy databases) where you have authorised us to do so.

4. Why we collect it and how we use it

• Respond to enquiries and provide management proposals and quotes.
• Deliver property management, leasing, renovation, and related services to landlord clients.
• Comply with legal and regulatory obligations (Residential Tenancies Act, Estate Agents Act, anti-money-laundering, tax, record-keeping).
• Measure how people find and use the website to improve content.
• Send updates, market reports, and (where opted in) marketing — you can unsubscribe at any time.
• Investigate complaints, fraud, or misuse.

5. Who we disclose it to

• Our staff, contractors, and related entities (including Premium REA Pty Ltd, which operates our buyer's agency affiliate PremiumRea).
• Service providers: website hosting, analytics, email, phones, chat, CRM, property management software (e.g. PropertyMe, Tapi), cloud infrastructure.
• Third parties you ask us to deal with on your behalf: tradespeople, tenants, brokers, accountants, solicitors, insurers.
• Government bodies and regulators where required by law, including the Victorian Civil and Administrative Tribunal (VCAT), Consumer Affairs Victoria, the Australian Taxation Office, and the Residential Tenancies Bond Authority.

We do not sell personal information.

6. Cookies, tracking, and analytics

The website uses first-party JavaScript and browser storage for visitor and session identification, page view tracking, Google Analytics, and performance monitoring. Most browsers let you clear storage, block cookies, or use private browsing mode.

7. Third-party providers and overseas disclosure

The backend database that powers contact forms runs on Alibaba Cloud infrastructure hosted in Hong Kong SAR. This means some personal information you submit through forms is transmitted to, and stored on, servers located outside Australia. Other providers we use include Google (Analytics, Cloud Run — Singapore), Lark/ByteDance (messaging), and Tapi (maintenance). By using the website and submitting information, you acknowledge that personal information may be disclosed to these overseas recipients. We take reasonable steps to ensure overseas recipients handle personal information consistently with the Australian Privacy Principles.

8. Storage, security, and retention

We take reasonable technical and organisational steps to protect personal information from misuse, loss, and unauthorised access (TLS in transit, access controls, hardened servers). Client records are typically retained for seven years after the end of the engagement to meet tax and record-keeping requirements.

9. Your rights — access, correction, and complaints

You may request access to the personal information we hold about you or ask us to correct it by emailing joey@optimarea.com.au. If you believe we have breached the Australian Privacy Principles, please contact us first; if you are not satisfied with our response, you may make a complaint to the Office of the Australian Information Commissioner at oaic.gov.au.

10. Marketing and unsubscribing

You can unsubscribe from marketing at any time using the unsubscribe link in any marketing email or by replying to be removed. We comply with the Spam Act 2003 (Cth).

11. Children

The website is not directed at children under 16 and we do not knowingly collect personal information from them.

12. Changes to this policy

We may update this policy from time to time. When we do, we will update the “last updated” date at the top of this page.

13. How to contact us

Optima REA Pty Ltd (OptimaRea) · ABN 79 676 140 784
Suite 631, 44 Lakeview Drive, Scoresby VIC 3179
For tenants: +61 420 100 892 · rental.team@optimarea.com.au
For landlords: joey@optimarea.com.au

See also: Website Disclaimer · Terms of Use