DATA & PRIVACY POLICY statement

Effective Date: January 2025

At Residential Reports Pty Limited and Arcsite Pty Limited, we are committed to protecting the privacy and security of the data we collect. This Policy outlines how we collect, use, disclose, and protect information related to buildings and building owners. By using our services, you acknowledge and agree to the collection and use of information as described in this policy.

1. Data Collection & Ownership

To provide our services effectively, we collect and manage building-related data, which may include:

• Structural and architectural records
• Compliance records
• Defect and renovation history
• Maintenance planning records
• Lease agreements
• Sales and property management records
• Quantified building data – Capturing measurements, materials, conditions, and other quantifiable aspects of the property for accurate reporting and analysis.
• Sustainability records – Data on energy efficiency, water usage, insulation, renewable energy installations, and environmental compliance.

Residential Reports and Arcsite retain operational ownership of the collected data to ensure we can provide accurate, high-quality services. Building owners and leaseholders may access relevant data pertaining to their property but do not obtain full ownership of the records. We may use anonymised, aggregated data to enhance services, improve compliance reporting, and support industry research.

2. Use of Data

The data collected is used to:

• Prepare presale reports and compliance assessments
• Support efficient building management and maintenance
• Assess compliance with local building codes and regulations
• Assist with property transactions and legal requirements

Data collected is intended to benefit the building owner, intended owner, or tenant of the property. We also strive to improve our services over time and may use aggregated data to develop new tools, industry insights, and compliance solutions.

3. Access to Data & User Rights

While Residential Reports retains operational ownership of the data to fulfill service obligations, building owners hold the right to access data related to their property.

Building Owners & Leaseholders

• Building owners and leaseholders can access data relevant to their property.
• We are happy to provide reports and information directly to the building owner or their authorised representatives (e.g. sales agents, property managers, solicitors, accountants).

Correction of Data

• If you believe any of the information we hold is incorrect, you may request a correction, and we will take reasonable steps to verify and update the data.

Third-Party Disclosure

• Data may be disclosed to government regulators as required by policy or law or as part of a formal compliance review.
• Where appropriate, we may provide anonymised, aggregated data for research or industry analysis.

4. Data Register and Leaseholder Access

Residential Reports maintains a register of building data. Leaseholders may access data relevant to their occupancy, such as maintenance records and compliance documentation, upon providing valid identification and proof of tenancy.

5. Data Security

Residential Reports implements robust technical and organisational measures to protect data against unauthorised access, disclosure, alteration, or destruction. While we are committed to safeguarding your information, we cannot guarantee absolute security. In the event of a data breach, affected parties will be promptly notified, and all necessary steps will be taken to mitigate the impact.

6. Responsible & Ethical Data Use

Building owners and leaseholders may use data for personal or property-related purposes, but collected data may not be reproduced, resold, or commercially distributed without written permission.

7. Updates to This Privacy Policy

Residential Reports may update this Privacy Policy periodically. Updates will be published on our website. We encourage you to review this policy regularly to stay informed about how we protect your data.

8. Contact Us

If you have any questions about this Policy or your data, please contact us:

Email: info@residentialreports.com.au
Phone: 02 6288 0402
Address: 35 Poynton Street, Hughes ACT

By using Residential Reports and Arcsite services, you confirm that you have read and understood this Data and Privacy Policy and agree to its terms. © 2025 Residential Reports Pty Limited & Arcsite Pty Limited. All rights reserved. This Privacy and Data Collection Policy is the exclusive property of Residential Reports and Arcsite. No part of this document may be copied, distributed, or reproduced without written permission.