Privacy

This page describes what Home & Rental Compliance Services collects, why, and what happens to it. It covers this website and the compliance service behind it.

What this website collects

If you send a sign-up enquiry, we store what you type into the form: your agency’s details, your name and contact details, the checks you need, the size of your rent roll and anything you write in the message box. We also store the page you were on when you submitted it, the site that referred you, and any campaign parameters in the URL. That is the whole of the attribution we keep.

We do not run analytics scripts, advertising pixels or third-party trackers on this site. There is no cookie banner because there is nothing to consent to: the only cookies this site sets are the ones that keep you signed in if you have an account, and a cookie remembering whether you chose the light or dark theme.

Your enquiry

An enquiry goes to the two people who run the office. If we need more from you, we email a link that opens your own enquiry and nothing else. That link expires, and it is replaced whenever we send you a new one — we store only a cryptographic digest of it, never the link itself.

An enquiry is not an account. Submitting one does not create a login, and it does not give anybody access to anything. If we approve it, we then invite your nominated contact by email and they set their own password.

We keep declined enquiries. Not to market to you — the record of who asked and what we answered is what lets us give a consistent answer if you ask again.

Marketing

We only send you marketing if you ticked the box asking us to. Replying to an enquiry is not marketing and is not covered by that tick. You can ask us to stop at any time and we will.

What the compliance service collects

Once your agency is set up, we hold the property addresses you give us, the compliance dates for each service line, the outcome of every visit, and the documents produced — certificates issued by the licensed person who attended, and job reports.

We hold tenant names and a mobile number, because we contact tenants directly to arrange access. Tenant contact details are not shown in the agency portal: your team sees a name where it is needed and never the means to contact them, because that contact is ours to make. A tenant can reply STOP to any message and will not be sent another.

Technicians capture photographs during a visit where a finding needs evidence. Those are stored against the job, are private, and are served only through links that expire within minutes.

Who else sees it

Your agency’s records are visible to your agency and to HRCS staff. Another agency cannot see them — that boundary is enforced in the database itself rather than by the interface, and a request for another agency’s record returns not found rather than a refusal that would confirm it exists.

We use a small number of service providers to run the system: hosting and database (in an Australian region), an email provider, an SMS provider, a mapping provider for address lookup, and Xero for invoicing. Each receives only what it needs to do its part. We do not sell data to anybody, ever.

How long it is kept

Compliance records are kept. That is the point of them: the question asked after an incident is when the last check was done and who can prove it, and a record deleted for tidiness is a record that cannot answer it. Properties, jobs and agencies are archived rather than deleted, which stops future reminders while keeping the history.

Every change to a property, a job, a compliance date, a price or a user is written to an audit log that nobody can edit or delete — including us.

Asking us about your data

You can ask what we hold about you and ask us to correct it. Contact the office and we will answer. Where a correction would change a compliance date, we will make it with a reason recorded rather than quietly, because a compliance date that moves without an explanation is worth less than one that does not move at all.