Privacy Policy

1. Overview & Commitment

Routine Check Pty Ltd ("Routine Check", "we", "us", or "our") operates in strict compliance with the Privacy Act 1988 (Cth) and the Australian Privacy Principles (APPs). We are committed to protecting the privacy, confidentiality, and data sovereignty of all individuals who interact with our services.

Routine Check functions as a specialised software platform facilitating secure, tamper-evident visual property documentation between licensed Australian real estate agencies, property managers, property owners, and residential tenants. This Privacy Policy outlines how we collect, hold, use, disclose, and safeguard personal information across our web applications and mobile web services.

2. Information We Collect

To deliver our routine inspection facilitation and reporting platform, we collect personal information categorized into three primary areas:

• Agency & Property Manager Data: Full name, agency trading name, Australian Business Number (ABN), corporate real estate licence number, physical office address, work email addresses, telephone contact numbers, and billing records (processed securely via Stripe; credit card details are never stored on our servers).
• Tenant Data: Full name, mobile phone number, email address, residential tenancy address, lease identifier, and routine inspection dispatch and submission history.
• Media & Device Metadata: High-resolution digital photographs captured during an inspection, accompanying condition commentary or maintenance notes, image capture timestamps, and hardware-level browser geolocation coordinates (<200m radius verification).

3. Use of Geolocation & Camera Permissions

Routine Check utilises device hardware permissions on mobile web browsers strictly to verify visual inspection authenticity and integrity:

4. Data Storage, Security & Sovereignty

We treat residential property records and tenant visual disclosures with bank-grade security protocols:

• Australian Data Sovereignty: All primary databases, uploaded inspection imagery, generated PDF reports, and backups are hosted exclusively in Australian data centres (Amazon Web Services Sydney Region, ap-southeast-2). Data never leaves Australian legal jurisdiction.
• End-to-End Encryption: All communications between user browsers and our platform are encrypted in transit using Transport Layer Security (TLS 1.3). All stored media files and database volumes are encrypted at rest using industry-standard Advanced Encryption Standard (AES-256).
• Access Controls: Inspection reports and raw media can only be viewed by authenticated agency personnel holding active tenancy management rights, authorized property owners via single-use encrypted tokens, or the subject tenant.

5. Third-Party Service Providers

Routine Check engages select industry-leading infrastructure partners strictly to deliver platform functionality:

• Payment Processing: Agency subscription payments, invoicing, and PCI-DSS compliance are managed by Stripe Payments Australia Pty Ltd.
• Transactional Communications: Dedicated transactional SMS and email gateway providers dispatch inspection magic links, verification codes, and report delivery notices.

We maintain a strict policy: Routine Check will never sell, rent, lease, or monetise tenant or agency personal information or property data to third-party data brokers or advertisers.

6. Access, Correction & Enquiries

Under the Australian Privacy Principles, you have the right to request access to personal information we hold about you, or to request the correction of any inaccurate or out-of-date information.

If you are a tenant whose inspection was submitted through Routine Check, you may review your submitted data via your inspection link or contact your managing real estate agency directly. For platform-wide enquiries, data export requests, or privacy concerns, you may contact our Australian Privacy Officer: