Privacy Policy

How we collect, use, store and share your personal information, and what you can do about it.

THE SHORT VERSION

What this policy says, in four sentences

We collect personal information so we can act as your buyer’s agent, and so we can check your identity as the law now requires us to. We only collect what we need to do those things. We do not keep copies of your driver’s licence or passport. You can ask to see what we hold, ask us to correct it, and complain if you are not happy with how we have handled it.

Section 1 Who we are

Tailored Property Group Australia is the trading name of Kowalczyk Enterprise Pty Ltd, ACN 654 822 894, as trustee for the Kowalczyk Trading Trust. Our ABN is 91 763 031 040. We hold NSW real estate licence 10122705.

In this policy, “we”, “us” and “our” mean Tailored Property Group Australia. “You” means the person whose information we hold.

We are a licensed buyer’s agency. We help people find, research and buy established residential investment property across Australia.

Section 2 What this policy covers

This policy covers every piece of personal information we handle. That includes information about clients, people who enquire with us, people who visit our website, and people we deal with during a purchase.

We follow the Privacy Act 1988 (Cth) and the Australian Privacy Principles.

From 01/07/2026, buyer’s agents are covered by the Anti-Money Laundering and Counter-Terrorism Financing Act 2006 (Cth). That law brings our identity checking work under the Privacy Act. We have chosen to apply the same standard to everything else we do as well. That way you do not have to work out which rule applies to which piece of your information. The answer is that the same rules apply to all of it.

Section 3 What personal information we collect

We only collect what we reasonably need. The list below covers what we usually collect. We may not need all of it from every person. 

Your name, date of birth, residential address, phone number and email address.
Your occupation and, where relevant, your employer.
Details taken from an identity document. That means the type of document, its number and its expiry date. It does not mean a copy of the document itself.
Financial information you give us so we can act for you. For example your budget, your borrowing capacity, your loan pre-approval and where your deposit is coming from.
Information about your investment goals, your existing property and your household situation.
Where a company, trust or self managed super fund is buying, the details of the people who own or control it.
Records of our calls, emails, messages and meetings with you, including messages sent by text or WhatsApp.
Information about how you use our website, such as your IP address, browser type and the pages you visit.

Sensitive information

Some kinds of information get extra protection under the law. These include information about your racial or ethnic origin, your political opinions or associations, your religious beliefs, your membership of a trade union, your sexual orientation, your criminal record, your health, and biometric information such as a face scan.

We only collect sensitive information where the law requires or allows it, or where you have agreed to it.

Face matching

If we use PEXA Clear, it will ask you for a photo of your face and match it against your identity document. That photo is biometric information, which the law treats as sensitive. PEXA Clear asks you for it directly and explains what it does with it.

You do not have to agree to it. If you would rather not, tell us and we will check your identity another way.
That does not stop us acting for you.

Section 4 Why we collect it

We use your personal information for the reasons below, and for reasons closely connected to them. 

To answer your enquiry and work out whether we can help you.
To prepare and manage your client agreement with us.
To search for, research and assess properties for you.
To make offers, negotiate and arrange inspections on your behalf.
To coordinate your purchase with your lawyer, broker and other professionals.
To support you after settlement, including reporting on your property.
To check your identity and meet our obligations under the money laundering laws.
To keep our own business records, including accounting, insurance and complaint handling.
To tell you about our services, where you have not asked us to stop.
For any other reason we tell you about at the time, or that you agree to.

Section 5 Identity checks and the money laundering laws

These laws are new for buyer’s agents. Here is what they mean for you in plain terms.

Before we can start work for you, we have to confirm who you are. This is called customer due diligence. Where a company, trust or self managed super fund is buying, we also have to confirm who owns or controls it. We may need to understand where your money is coming from.

We use one of two services to do this, depending on how you are buying:

Option One

PEXA Clear

The checks behind it are run by FrankieOne. It can use face matching.
You can decline that and we will check another way.

Option Two

Securexchange

Owned by InfoTrack. Often used where your lawyer or conveyancer has already checked your identity.

Either way

We stay responsible

Using an outside service does not shift the responsibility. It stays with us.

If you do not give us the information the law requires, we cannot act for you. If we have already started, we have to stop. This is not our choice. It is what the law says.

In some situations the law requires us to report a matter to AUSTRAC, the government agency that oversees these laws. The law also stops us telling you when we have done so. If that ever applies, we cannot explain why we are not answering a question.

We never keep a copy of your identity documents. The identity service checks them, not us. We keep only the details the law requires us to keep, and the result of the check.

Section 6 Who we share your information with

We share only what the other party needs, and only for the reasons set out below. We do not sell your information. We do not pass it to a referral partner without asking you first.

Who	What they receive	Why
PEXA Clear, and FrankieOne behind it	Your identity details, and a photo of your face if you have agreed to face matching	To confirm who you are, as the money laundering laws require
Securexchange, and InfoTrack behind it	Your identity details, and the result of a check your lawyer or conveyancer has already done	The same purpose, without asking you for the same documents twice
Your conveyancer or property lawyer	Your name, contact details and purchase details	To prepare and settle the purchase. You choose who acts for you
The selling agent for the property you buy	Your name, contact details and offer details	To make and negotiate an offer. This changes with every purchase
Your mortgage broker or lender	Your contact and purchase details	Only where you ask us to deal with them. You choose who they are
Building and pest inspectors	Your contact details and the property address	To book inspections and receive the reports. These change with the location
Compliance contractors	Your contact details and the property address	Gas, electrical and smoke alarm checks, where the law in that state requires them before a property is rented
Tradespeople	The property address, and your contact details only if you ask us to engage them	To quote on or carry out work. We do not pass on your details unless you want to use that trade
Valuers	The property details	Valuations are usually arranged by your broker or lender, not by us
Your property manager after settlement	Your contact details and the property address	To set the property up for rent. You choose who manages it
Our client management system provider	The client records we hold about you	This is the system our client records live in
Annature	Your name, email address, and the documents you are asked to sign	Our backup electronic signing service, used when our main system is unavailable
WhatsApp (Meta Platforms, Inc.)	The content of messages exchanged with you through WhatsApp	WhatsApp is one of our standard client communication channels. Meta processes message content on its own overseas infrastructure
Our team members in the Philippines	Client records and correspondence	They help with administration, research and client support
The providers of the AI tools we use	Only what is needed for the task in hand	Research, preparing reports and administration. See Section 8
AUSTRAC, courts, police and regulators	Whatever the law requires	Where an Australian law requires or allows us to give it to them
Our accountant, insurer and professional advisers	Only what they need	To run our business and handle claims or disputes
Anyone you ask us to share with	Whatever you ask us to share	On your instruction, for example your accountant or your partner

Section 7 Information that goes outside Australia

Our client management system stores information in Australia, in Australian data centres. Some of our team members are based in the Philippines. They help us with administration, research and client support, and they can see our client records, even though those records themselves are held here in Australia.

Some of the software we use, including the AI tools described in Section 8, also stores and processes information on servers in the United States.

WhatsApp is one of the standard channels we use to communicate with clients, alongside phone, email and text message. Message content exchanged this way is processed on servers operated by Meta Platforms, Inc., which are located overseas.

Before we send personal information overseas, we take reasonable steps to make sure it is handled to the same standard the Australian Privacy Principles require. We stay responsible for what happens to it.

Section 8 How we use artificial intelligence

We use artificial intelligence tools to help us research suburbs and properties, prepare reports, and handle administration. The tools we use include AI systems from Anthropic and OpenAI, and AI features built into our client management system.

Your personal information may be processed by these tools where that is needed to do the work you have engaged us for.

A person at Tailored Property Group Australia is responsible for everything you receive from us. Nothing reaches you that a person has not read and approved. We do not let a tool make a final decision about you on its own.

You can always speak to a person. Our founders and our team are reachable by phone, email, text message and WhatsApp.

Our service agreement says the same thing.

Section 9 Marketing, and how to stop it

We may send you information about our services by email, text message or phone.

Every marketing email we send has an unsubscribe link. You can also email us at any time and ask us to stop. We will action it. Some messages are not marketing and cannot be switched off, such as messages about your agreement, your fees or your purchase.

We do not use sensitive information for marketing.

Section 10 How we keep your information safe

We take reasonable steps to protect your information from loss, misuse and unauthorised access. That includes the measures below.

Access to client records is limited to the people who need it to do their job.
Multi factor authentication is switched on for our email and our client management system.
Paper records are kept secure and are destroyed once they are no longer needed.
We check that the businesses we use have their own privacy and security arrangements before we engage them.
We have a plan for responding to a data breach.

No system is completely secure. We cannot guarantee the security of information sent to us over the internet.

Section 11 How long we keep your information

Records we hold because of the money laundering laws are kept for seven years after our relationship with you ends. That is the period the law sets.

Other records are kept while we still need them, or while another law requires us to hold them.

Once we no longer need information and no law requires us to keep it, we destroy it or remove anything that identifies you.

Section 12 Seeing your information and correcting it

You can ask us for a copy of the personal information we hold about you. Write to our Privacy Officer using the details in Section 15. We will confirm who you are before we release anything.

We aim to respond within 30 days.

There are a small number of situations where the law does not allow us to give you access. The money laundering laws are one of them. If we refuse, we will tell you in writing and explain why, unless the law stops us from explaining.

If anything we hold is wrong, out of date or incomplete, tell us and we will correct it. There is no charge for this.

Section 13 If you are not happy with how we have handled your information

Tell us first. Contact our Privacy Officer using the details in Section 15. Set out what happened and what you would like us to do.

We will acknowledge your complaint and aim to give you an answer within 30 days.

If you are not satisfied with our answer, you can take it to the Office of the Australian Information Commissioner. Their phone number is 1300 363 992 and their website is www.oaic.gov.au.

Section 14 If something goes wrong with your information

If your information is lost, or accessed or released without permission, and we think that is likely to cause you serious harm, we will tell you and we will tell the Office of the Australian Information Commissioner.

In a small number of cases the money laundering laws stop us telling you. Where that happens we still tell
the Commissioner.

Section 15 How to contact us

Privacy questions, access requests and complaints go to our Privacy Officer.

Email: info@tailoredpropertygroup.com.au, marked for the attention of the Privacy Officer.
Phone: 0495 095 115.
Post: The Privacy Officer, Tailored Property Group Australia, PO Box 3350, Wareemba NSW 2046.

Section 16 Changes to this policy

We review this policy at least once a year, and whenever the way we handle information changes.

The current version is always the one published on our website. The version number and date appear at the
top of this page and in the line below.

Tailored Property Group Australia · Kowalczyk Enterprise Pty Ltd ACN 654 822 894 as trustee for the Kowalczyk Trading Trust · ABN 91 763
031 040 · NSW licence 10122705 · Privacy Policy version 2, prepared 18/09/2026.