Privacy Policy

1. Information we collect

What you give us. Through the enquiry forms on this website we collect the details you choose to provide: your name, email address, phone number, the capacity in which you are enquiring (owner, managing agent or other), property details such as address or suburb, property type, bedroom count and occupancy status, your preferred contact method, and any additional information you include.

Correspondence. If you email us or reply to us, we keep the message thread and any attachments you send.

Technical information. Our hosting provider records ordinary server logs (IP address, browser type and the time of the request) as part of delivering the site securely. We do not use these logs to identify you.

We do not seek sensitive information as that term is defined in the Privacy Act (health, racial or ethnic origin, political or religious views, and similar), and we ask that you do not include it in an enquiry.

2. How we use it

We use the information you provide to:

• respond to your enquiry;
• assess whether the property may suit our model, against our published screening criteria: night cap position, rent, building type and financial viability;
• communicate with you about that assessment, including sending our Landlord Proposal and, where a property progresses, arranging an inspection;
• prepare and negotiate a lease and sub-letting consent, and place the required insurance, if the enquiry progresses that far; and
• keep a record of our correspondence with owners and agents.

We do not use enquiry details to build a marketing list, we do not send newsletters or unsolicited follow-up campaigns beyond our reply to your enquiry, and we do not sell, rent or trade personal information to anyone.

We do not retain enquiry details for future opportunities. If a property is not one we proceed with, your details are deleted on the schedule in section 4, unless you ask us to keep them on file so we can come back to you, in which case we will, and you can withdraw that at any time.

3. Disclosure

Enquiry data is handled by a small number of service providers. A form submission is delivered directly into our mailbox. There is no third-party form service holding a separate copy, and we do not use a CRM, an analytics platform or any advertising service.

Because two of these providers are United States companies operating global infrastructure, your information may be stored or processed outside Australia. We do not otherwise disclose enquiry information overseas.

4. Storage and security

Where it lives. This website has no database and no backend. An enquiry is delivered as an email into our team@phoenixenterprises.com.au mailbox on Google Workspace and stays there. Nothing is stored on the website itself, and no separate copy is held by a form service.

Who can see it. Access is limited to the directors who need it to answer your enquiry. Multi-factor authentication is required on the mailbox, and access is removed when a director’s role changes.

In transit. The site is served over HTTPS and form submissions are encrypted in transit.

How long we keep it. An enquiry that does not proceed is deleted twelve months after our last contact with you. Where an enquiry leads to a lease, the correspondence is retained for the life of that lease plus seven years, consistent with our internal record-keeping policy.

If something goes wrong. If your information is lost or accessed without authorisation in a way likely to cause you harm, we will tell you, tell you what happened, and tell you what we are doing about it.

5. Cookies and analytics

This website does not set analytics or advertising cookies and does not track you across other sites. Our hosting provider keeps standard server logs as described in section 1. If tracking is added in future, this section will be updated and a cookie notice implemented accordingly.

6. Access, correction and complaints

You may request access to the personal information we hold about you, ask us to correct it, ask us to delete it, or raise a concern about how it has been handled, by contacting us at team@phoenixenterprises.com.au.

• We will acknowledge your request within 5 business days.
• We will give you a substantive response within 30 calendar days. If a request is complex and we need longer, we will tell you why and agree a new date with you.
• We may need to verify your identity before releasing information. There is no charge for making a request or for a correction.
• If we cannot give you access or make a correction, we will explain why in writing.

If you are not satisfied with our response, ask for the matter to be escalated to our Privacy Officer, the director who holds our compliance and legal responsibilities, and not the person who handled your original enquiry. They will review it independently and respond within a further 30 days. If it is still unresolved, you may contact the Office of the Australian Information Commissioner (oaic.gov.au · 1300 363 992). As a small business operator we are not currently subject to the OAIC’s complaint jurisdiction, but we will engage with any enquiry the OAIC makes.

7. Changes to this policy

We may update this policy as our operations change. The current version and its date appear at the top of this page, and any material change will be noted here.