Privacy statement

Last updated 14 October 2026

This statement explains how Rent by Robol at https://rent.byrobol.com (the "service") handles personal information. We handle personal information in line with the Australian Privacy Principles in the Privacy Act 1988 (Cth).

What we collect

• Account details: name, email address, phone number and role of the people who use the service, and a record of sign-ins.
• Sign-in with Google or Microsoft: if you choose this, the provider tells us your name, your email address and whether it is verified. We do not receive your Google or Microsoft password, and we do not read your mail, files or contacts.
• Property and tenancy records: addresses, owners, tenants and housemates (names, email addresses, phone numbers), leases, rent, payments, expenses, bills, maintenance, inspections and compliance dates.
• Documents and messages: files that are uploaded or emailed in (such as leases, invoices and statements, including photos of them), and emails and text messages sent or received through the service.
• Technical information: IP addresses and an activity log of who changed what and when, used for security.

Why we use it

To run the service: to let the right people sign in, keep rental records, record payments and send receipts, reminders, notices and statements, prepare reports such as owner statements and tax summaries, and keep the service secure. We do not sell personal information or use it for advertising.

Who we share it with

Only with the services that help run Rent by Robol, and only what each one needs:

• Amazon Web Services (hosting in Sydney, and sending and receiving email)
• Supabase (sign-in), and Google or Microsoft when you choose to sign in with them
• Stripe (card payments)
• Twilio (text messages)
• Google (address lookup, and Google Drive when a property's files are linked to it)

Some of these providers may store or process information outside Australia. We may also share information when the law requires it. Photos and scans of statements are read on our own server and are not sent to anyone else to be read.

Who can see it

People see only the properties they have been given access to. Owners see their own properties. Staff can be limited to particular properties, and some can be limited to a masked view that hides names, contact details and amounts.

Keeping it safe

Information is sent over encrypted connections and stored on servers in Sydney. Passwords are stored only in hashed form, sign-in attempts are limited, and changes are recorded in an activity log. Pictures uploaded for an import are deleted once the import is saved or cancelled.

How long we keep it

Rental and financial records are kept while the service is in use for those properties, and as long as needed for tax and legal record-keeping (generally at least five years). Information we no longer need is deleted.

Your choices

You can ask to see or correct the personal information we hold about you, or ask for it to be deleted where we do not need to keep it, by contacting us. If you signed in with Google or Microsoft, you can also remove the service's access in your Google account settings or at microsoft.com/consent.

Questions and complaints

Contact rent@byrobol.com. We will reply within 30 days. If you are not satisfied with our reply, you can complain to the Office of the Australian Information Commissioner at oaic.gov.au.