Privacy Policy

Last update: 27 May 2025

Introduction

This is the Privacy Policy of LeaseSuite Technologies Pty Ltd (ACN: 649 843 783) (in this policy referred to as we, us or our) that conducts its business in Australia.

We operate an online software-as-a-service platform. The platform is available at https://leasesuite.com/ (Platform).

The Platform allows organisations, who subscribe to use it (Subscribers), to self-manage and transact their commercial real estate premises, such as offices, warehouses and healthcare facilities, and mitigate property risks (Services).

We are committed to ensuring the privacy of personal information entrusted to us by those who access and use our website or the Services available through the Platform, which will be accessed by persons authorised by our Subscribers.

Through the operation of the Platform, we may collect information about the following people:

authorised representatives of our Subscribers; and
our suppliers and business partners.

We may also collect information about persons who visit our website or subscribe to our newsletter or attend our events.

This Privacy Policy takes into account the requirements of the Privacy Act 1998 (Cth) and the Australian Privacy Principles as amended from time to time, collectively referred to as Australian Privacy Laws.

In this Privacy Policy we describe:

the types of personal information we collect and the purposes for which we collect that information;
the use and disclosure of personal information collected;
the security of personal information collected;
your ability to gain access to the personal information we hold about you;
what you can do if you believe the information that we hold about you is inaccurate; and
how to contact us.

We do not knowingly collect information from visitors under 18 years of age

Personal Information

Personal information is information or an opinion about an individual whose identity is apparent, or can reasonably be ascertained, from the information or opinion.

Information we collect may include the following:

About a Subscriber	Information about the company, such as its: name; postal address; email address; telephone number; and representatives and their contact details.
About an authorised representative of a Subscriber	Information about the authorised representative(s), such as their: name; postal address; email address; phone number; and role or job title.
About an owner of a commercial real estate	Information about the owner, such as its: name; postal address; email address; telephone number; and representatives and their contact details.
About our suppliers and business partners	Information that may identify people who are our contractors, suppliers and business partners, or who are employed by our contractors, suppliers and business partners. We collect information needed to conduct business with that individual or party.
About persons who visit our website, or subscribe to our newsletter, or attend our events	Information about visitors such as: name and email address; records of our communications with you, including any messages you send us; and where you attend our events, we may collect and hold personal information about you such as your name and contact information (if you provide this information to us) and the events you attend.

We rely on those persons, who provide us with personal information, having the right at law to share that personal information with us.

We do not collect any sensitive personal information.
Exceptions to the collection of any sensitive personal information may include where:

you have given us express consent to do so;
there is a reasonable need to for us to collect this information for the provision of Services;
the use is authorised by law or reasonably necessary to enforce the law; or
you have provided any information that may be considered sensitive personal information under the Australian Privacy Laws.

Collection of Personal Information

We collect personal information which is reasonably necessary for the provision of our Services. You have a right not to provide information that can identify you or any person you do business with. If we are not provided with the information we request, we may be unable to provide you with our Services.

We collect information when you provide us with information. For example, this might happen when you’re setting up an account with us via our website, or where we ask you to provide certain personal information on the Platform.

We may collect types of personal information throughout our relationship and where appropriate, we will notify you of this (and other matters about the collection of personal information) at or about the time of collection.

We collect information when you or your organisation’s authorised representative use the Platform.

Information may be collected through the Platform about the owner of the commercial real estate on your behalf, including from the following third party sources:

service providers to government authorities (such as land registry operators);
real estate agents; and
financial institutions.

If you provide us with personal information about someone else, you must only do so if that person consents to or authorises you doing so to us collecting, holding, using and disclosing their personal information in accordance with this Privacy Policy.

If we receive personal information which we did not solicit, we will determine as quickly as possible whether that personal information could have been lawfully and fairly collected by us in accordance with the Australian Privacy Laws and this Privacy Policy. If so, we will only use the unsolicited personal information as if it had been solicited by us in accordance with Australian Privacy Laws and this Privacy Policy. If not, we will take reasonable steps to de-identify or destroy the information.

The Platform may contain links to the websites of third parties. If you access those third-party websites, they may collect information about you. We do not collect information about you from those third parties. personal information you provide to those third parties will be governed by their privacy policies for which we are not responsible.

When someone visits the Platform, our system back-end collects the following types of information for statistical purposes only:

IP address;
the domain name;
the number of users who visit the Platform;
the date and time of each visit;
the pages accessed and the documents downloaded; or
the type of browser used.

We will not make any attempt to identify users according to their browsing activity. In the unlikely event of an investigation, a law enforcement agency or other government agency may exercise its legal authority to inspect our business records or server logs. It is also possible that your server is logging your activity while you visit our site. This is beyond our control.

Cookies

A cookie is a small text file placed on your computer hard drive by a web page server.

Cookies may be accessed later by our system back-end. Cookies store information about your use of the Platform. Cookies also allow us to provide you with more personalised service when using the Platform.

We use cookies to:

determine whether you have previously used the Platform;
identify the pages you have accessed; or
facilitate administration of the site and for security purposes.

Most web browsers are set to accept cookies, but you may configure your browser not to accept cookies. If you set your browser to reject cookies, you may not be able to make full use of the Platform.

To administer and improve the Platform, we may use third party tools to track and analyse usage and statistical volume information, including page requests, form requests, and click paths. These tools include Google Analytics. Use of third party tools may involve cookies to track behaviour.

Use and Disclosure of Personal Information

We will only use and disclose personal information for the purpose for which it was given to us or collected by us in accordance with this Privacy Policy and/or any terms and conditions applying to use of the Platform.

We may use personal information that we collect to:

operate the Platform;
facilitate the Services, including to:
- send you notifications, status updates and reports regarding the management of commercial real estate;
- provide and verify information about the management of commercial real estate;
- provide support services in relation to the Platform;
- send you surveys and questionnaires about your experience using the Platform or related products and services; and
- assist organisations to manage facilities, financial reporting, location analysis, occupation analysis, energy management, lease procurement.
assess, maintain, upgrade and improve the Platform and the Services;
carry out planning and forecasting activities, market analysis and research, and other internal business processes;
dispatch invitations to events;
answer queries and requests;
comply with our legal and regulatory obligations; and
manage and resolve any legal or commercial complaints or issues.

We may disclose personal information that we collect :

to other participants involved in the management of commercial real estate, including the owner of the commercial real estate and their representatives;
to service providers to government authorities (such as land registry operators);
to service providers of Subscribers (upon request of the Subscriber);
to our staff who need the information to discharge their duties;
to our business partners, agents and service providers, including information brokers, payment system operators and information technology service provides;
in connection with:
- a change or proposed change of ownership or control of all or part of our business; and
- any a financing or any proposed financing in respect of our business;
to our agents, contractors or third-party service providers to enable them to provide administrative and other support services to us;
to help us improve the operation of the Platform, we may engage another business to help us to carry out certain internal functions such as account processing, customer service;
in connection with Subscriber satisfaction surveys or other data collection activities relevant to the Platform;
to professional advisers who we engage to provide advice on our business;
to detect or protect against fraud or security issues – if we have a good-faith belief that disclosure of such information is reasonably necessary;
to comply with a legal obligation or in response to a request from law enforcement or other public authorities wherever we may do business;
to protect, enforce and/or defend our rights or property;
to act in urgent circumstances to protect the personal safety of our, customers, and contractors/employees; and
with your consent (as described on the Platform).

We also reserve the right to use aggregated de-identified data derived from personal information, for lawful purposes in our discretion.

We require any party, that has access to personal information collected by us, to handle that personal information in a manner consistent with Australian Privacy Laws and this Privacy Policy.

Ultimately, however, it remains the third party’s responsibility to ensure that it is complying with it, both this and its own privacy policies when dealing with us.

We do not sell, licence or distribute the personal information, that has been provided to us through the Platform, to any other company for the purpose of direct marketing.

We may from time to time use personal information held by us to send marketing materials about products or services (including those supplied by third-parties) that we think may be of interest to the recipient. You can opt-out of receiving marketing communications from us by contacting us at privacy@leasesuite.com or following the “unsubscribe” link in the communication.

Quality of Personal Information

We take all reasonable steps to ensure the personal information held is accurate, up-to-date and complete.

If you wish to update the personal information we hold about you, please email us at: privacy@leasesuite.com.

Access to Personal Information

Subject to certain conditions (as outlined below) we will permit you to access the personal information we hold about you.

We will correct personal information where that information is inaccurate or incomplete. We will not charge you a fee for your access request but may charge you the reasonable cost of processing your request.

If you wish to access the personal information we hold about you, or correct it, please email us at: privacy@leasesuite.com.

We will seek to provide such information within a reasonable period of time, and in the manner so requested (where reasonable to do so).

We may not always be able to give you access to all the personal information we hold about you. If this is the case, we will provide a written explanation of the reasons for our refusal.

We may not be able to give you access to information where such request:

is reasonably considered to pose a serious threat to the life, health of safety of any individual or to public health/safety;
may unreasonably impact the privacy of another individual;
is reasonably considered to be frivolous or vexatious;
is reasonably considered to relate to existing or anticipated legal proceedings which would otherwise not be accessible in the discovery process relating to such proceedings;
is reasonably considered to be unlawful or prohibited by law or an order of a court/tribunal;
is reasonably considered to relate to unlawful activity or serious misconduct, where access would likely prejudice the taking of appropriate action in relation thereto; or
is reasonably considered to relate to activities conducted by or on behalf of an enforcement body may be prejudiced.

Retention of Personal Information

Retention periods for personal information, held by us, vary based on the type of personal information and how it is used.

Our retention periods are based on criteria that include legally mandated retention periods, pending or potential litigation, contractual requirements, operational directives or needs, the expected period use of our Services.

When there is no need for us to keep personal information to provide the Services, comply with our legal or regulatory obligations, resolve disputes, and enforce our agreements, we will remove it from our systems when it is reasonably practicable to do so.

Deletion of Personal Information

You may request us to delete personal information that we hold about you.

If you wish to delete personal information that we hold about you, please email us at: privacy@leasesuite.com.

We will take all reasonable steps to delete such information in compliance with legal requirements and in a reasonable time frame unless we are required to retain such information.

If we are unable to comply with your request to delete, we will notify you in writing of our reasons for such inability.

Data Breaches

If we suffer a data breach, we will promptly notify the Subscriber affected and the Australian Information Commissioner if the unauthorised access or disclosure of personal information is likely to result in serious harm to those affected and we have been unable to prevent the likely risk of serious harm with remedial action.

Security of Personal Information

We take reasonable steps and precautions, including technical and organisation measures, to keep personal information secure from loss, misuse, and interference, and from unauthorised access, modification or disclosure. These precautions and technical measures include:

multifactor authentication;
access limited to need to know;
encryption in transit and at rest;
physical server security;
regular penetration testing/security reviews; and
recording of access & logging of configuration changes.

If you use the internet to communicate with us, you should be aware that there are inherent risks in transmitting information over the internet. We do not have control over information while in transit over the internet and we cannot guarantee its security.

Hosting Outside of Australia

We store all personal information on computer infrastructure located within Australia.

However, we do engage certain infrastructure providers who are located outside Australia to provide cloud based features of the Platform. These providers may from time-to-time have access to personal information held by us.

We will take all reasonable steps to ensure that all personal information we collect, use or disclose is stored electronically in a secure environment accessed only by authorised persons.

It is possible that we, or our subcontractors, will use cloud technology in connection with the storage of other personal information, and it is possible that this may result in offshore storage. It is not practicable for us to specify in advance which country will have jurisdiction over such offshore activities.

Service providers, who are located outside Australia may not be obliged to comply with the Australian Privacy Laws.

Thus:

an individual, whose personal information is part of that data, may not be able to seek redress under the Australian Privacy Laws or in the overseas location even if there is a breach by that service provider of the Australian Privacy Laws; and
the service provider may be subject to a law of the jurisdiction, in which it operates, compelling the disclosure of personal information to a third party, such as a government authority in that jurisdiction.

Policy Changes

We reserve the right to change this Privacy Policy at any time.

Changes to this Privacy Policy will be notified by us posting a new privacy policy to this page, and/or by sending notice to the primary email address specified in your account.

We recommend that you review this Privacy Policy periodically for any changes.

Changes to this Privacy Policy are effective when they are posted on this page.

Continued use of our Services after we post or send a notice about our changes to this Privacy Policy means that the collection, use and sharing of personal information is subject to the updated Privacy Policy.

Privacy Complaints

If you have a complaint relating to our compliance with Australian Privacy Laws or our treatment of personal information, please contact our Privacy Officer at the contact details below.

Address: Level 1, 60 Martin Place, Sydney NSW 2000.
Email: privacy@leasesuite.com.

We will investigate your complaint and endeavour to resolve the issue to your satisfaction.

We will respond within five working days and aim to resolve your complaint within 15 working days thereafter.

If you are not satisfied with the outcome of your complaint and you are an Australian resident, you have the right to lodge a complaint with the Office of the Australian Information Commissioner and can contact them in the following ways:

Telephone Number: 1300 363 992;
Website: www.oaic.gov.au;
Address: GPO Box 5218, Sydney NSW 2001; or
Email: enquiries@oaic.gov.au.