Privacy Policy - Corporate Keys Group Pty Ltd

Last updated: 10/12/2025

Corporate Keys Group Pty Ltd (“Corporate Keys”, “we”, “us”, “our”) is committed to protecting your privacy. We comply with the Privacy Act 1988 (Cth) and the Australian Privacy Principles (APPs).

This Privacy Policy explains how we collect, use, disclose and protect personal information relating to guests, property owners, contractors, job applicants and staff.

By using our website or services, you agree to the terms of this Privacy Policy.

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1. Types of Personal Information We Collect

1.1 Guests and Occupants

We may collect the following information from guests and occupants:

• Full name, date of birth, gender
• Residential address, email address and phone number
• Identification documents (such as passport, driver licence, visa)
• Booking and stay history
• Payment information (processed via a secure third-party payment gateway)
• Emergency contact details
• Special requests or accessibility information you choose to provide
• Communications and correspondence with us
• CCTV footage in common areas (where applicable)

1.2 Property Owners and Landlords

We may collect the following information from property owners and landlords:

• Contact details (name, address, email, phone)
• Banking details for owner payments
• Property ownership and property information
• Agreements, instructions and general communications

1.3 Contractors, Trades and Suppliers

We may collect the following information from contractors, trades and suppliers:

• Contact and business details (including business name and ABN)
• Email address and phone number
• Invoicing and payment information
• Compliance documentation (such as licences and insurance)

1.4 Job Applicants

We may collect the following information from job applicants:

• Resume, employment history and qualifications
• Referees and reference information
• Right-to-work documentation and other screening information

1.5 Employees and Staff

Employee records are exempt from certain requirements of the Privacy Act. However, Corporate Keys handles staff personal information securely and responsibly as part of normal business operations.

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2. How We Collect Personal Information

We may collect personal information in a variety of ways, including:

• Directly from you via our website forms, booking forms or online portals
• By phone, email, live chat or other communications
• From corporate clients and third-party booking channels
• From property owners when they provide guest or contact details
• From contractors and suppliers in the course of providing services
• From job applications submitted to us
• Automatically through cookies, logs and analytics tools when you use our website
• Through CCTV in common areas of buildings we manage (where applicable and clearly signposted)

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3. Why We Collect Personal Information

3.1 Guests

We collect and use guest information for purposes including:

• Managing bookings, check-ins, check-outs and accommodation services
• Verifying identity and preventing fraud
• Processing payments and refunds
• Providing customer support and responding to enquiries
• Ensuring security and safety at our properties
• Coordinating maintenance and repairs related to your stay
• Communicating important updates or information about your booking
• Complying with legal and regulatory obligations

3.2 Property Owners

We collect and use owner information for purposes including:

• Managing and marketing your property
• Facilitating guest bookings and stays
• Processing owner payments and preparing statements
• Accounting, tax and regulatory compliance
• General communication and support

3.3 Contractors and Suppliers

We collect and use contractor information for purposes including:

• Managing work orders, maintenance and repairs
• Processing invoices and payments
• Compliance, safety and insurance purposes

3.4 Job Applicants

We collect and use applicant information for purposes including:

• Assessing suitability for employment or engagement
• Conducting reference and background checks (where appropriate)
• Communicating with you about your application

3.5 Staff

We collect and use staff information for HR, payroll, administration and workplace safety purposes, noting the employee records exemption under the Privacy Act.

We may also use de-identified or aggregated information for analytics, reporting and to help improve our services.

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4. Disclosure of Personal Information

We may disclose personal information to the following third parties where reasonably necessary:

• Property owners, where required in connection with a booking or property management
• Contractors, tradespeople and service providers attending to maintenance or repairs
• IT service providers, cloud-hosting providers, software platforms and support services
• Payment processors and financial institutions
• Government agencies, regulators or law enforcement where required by law
• Insurance providers and professional advisers (such as lawyers and accountants)
• Corporate clients arranging accommodation on behalf of guests

We do not sell your personal information to unrelated third-party marketers.

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5. Overseas Disclosure

Some of our third-party service providers may store or process personal information on servers located outside Australia, including in regions such as Europe, Asia or the United States.

We take reasonable steps to ensure that any overseas recipients comply with the Australian Privacy Principles or equivalent data protection standards.

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6. Cookies and Analytics

Our website uses cookies, log files and analytics tools (such as Google Analytics) to help us improve website performance and understand how visitors use our site.

You can configure your browser to refuse cookies or to alert you when cookies are being sent. However, some parts of the website may not function properly if you disable cookies.

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7. Security of Personal Information

We take reasonable steps to protect personal information from misuse, interference, loss, unauthorised access, modification or disclosure. These steps include a combination of technical, physical and administrative security safeguards.

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8. Retention and Deletion of Personal Information

Corporate Keys retains personal information only for as long as it is reasonably required to fulfil the purposes set out in this Privacy Policy, or to comply with legal, tax, audit or regulatory requirements.

When personal information is no longer needed, we will take reasonable steps to delete it, destroy it securely, or de-identify it so that it can no longer be associated with an identifiable individual.

This applies to information relating to guests, owners, contractors, job applicants and former staff.

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9. Access and Correction

You may request access to the personal information we hold about you, or request that we correct any information that is inaccurate, out of date, incomplete or misleading.

For security reasons, we may require you to verify your identity before providing access or making corrections.

We will respond to all access or correction requests within a reasonable period, typically within 30 days, unless it is unreasonable or impracticable to do so.

Corporate Keys does not charge for making an access or correction request, although a reasonable fee may apply if copies of documents or extensive retrieval is required.

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10. Complaints

If you believe we have breached the Australian Privacy Principles or mishandled your personal information, you may lodge a complaint with our Privacy Officer.

We will acknowledge your complaint, investigate it and respond within a reasonable timeframe.

If you are not satisfied with our response, you may refer your complaint to the Office of the Australian Information Commissioner (OAIC) .

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11. Contact Us

If you have any questions about this Privacy Policy or how we handle personal information, please contact:

Privacy Officer
Corporate Keys Group Pty Ltd
Phone: +61 3 9279 7200
Email: [email protected]
Address: 31/3 Westside Ave, Port Melbourne VIC 3207 AUSTRALIA

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12. Updates to This Policy

We may update this Privacy Policy from time to time to reflect changes in our practices or legal requirements. The latest version will always be available on our website.