Kolmeo Privacy Policy

Kolmeo is committed to protecting your personal information. When collecting, using and handling personal information, Kolmeo is required to comply with the Privacy Act 1988 (Cth) (Privacy Act) including the Australia Privacy Principles (APPs).  

This Privacy Policy outlines how we collect, use and manage your personal information in accordance with the Privacy Act and the APPs for the purposes of facilitating access to the Kolmeo website at www.kolmeo.com (the website) and delivering our property management software and other related services to you (services).   

By accessing and using the Kolmeo website or the services, or by otherwise providing your personal information to us, you consent to us collecting and handling your personal information in accordance with this privacy policy. 

Who is Kolmeo?

In this privacy policy, a reference to Kolmeo, we, our or us is a reference to Kolmeo Pty Ltd ACN 132 055 648. 

Key definitions

When used in this privacy policy, the terms "personal information" and "sensitive information" have the meanings given to those terms in the Privacy Act.  

Specifically, personal information is any information or an opinion about an identified individual or an individual who can be reasonably identified from the information or opinion. Information or an opinion may be personal information regardless of whether it is true.  

Sensitive information is a subcategory of personal information which includes information about an individual's racial or ethnic origin, political opinions, membership of a political association, religious beliefs or affiliations, philosophical beliefs, membership of a professional or trade association or trade union, sexual preferences or practices, criminal record, health information, genetic or certain biometric information. 

What personal information do we collect and hold?

We collect information about you and your interactions with us, for example, when you visit our website or use any of our services. The types of personal information we collect depends on how you access and use our website and services, and may include:

  •  Identification information such as your name, residential address, postal address, email address, contact number and date of birth.    

  • In respect of tenants, information about your application for and tenancy in a property.   

  • In respect of tenants and owners, transaction and other information related to your payment of, or receipt of, rent, and other transactions related to your tenancy or managed property (as applicable).    

  • Information relating to transactions with third party suppliers initiated via our platform.   

  • Other information that we consider necessary for the provision of our services and the operation of our business.     

If we are unable to collect the personal information we require, or the information you provide is incorrect or incomplete, we may not be able to provide our services to you, communicate with you or respond to your enquiries. 

We also collect information about how you access, use and interact with our website and software platforms. We do this by using a range of tools such as cookies, Internet tags or web beacons, and navigational data collection (such as log files, server logs and clickstream). This information may include: 

  • the location from which you have come to the website, the pages you have visited, and the date and time of your visit; 

  • technical data, which may include your IP address and its geolocation and the type of browser and operating system you are using. 

You may set your browser to notify you when a cookie is sent or to refuse cookies altogether, but certain features of our website or software platforms may not work without these cookies. 


How do we collect personal information? 

We collect personal information directly from you where it is reasonably practical to do so. We may also collect personal information from a third party, such as your real estate agent, where it is unreasonable or impracticable to collect this information directly from you or where we are otherwise permitted to do so. If we receive personal information about you from a third party, we will protect it as set out in this privacy policy.   

Specifically, we may collect your personal information when: 

  • you access and use our website; 

  • you access and use any of our services; 

  • you provide feedback to us; 

  • you contact us by telephone, email, or post; and 

  • we are otherwise required or authorised by law.  

If you provide us with a third party's personal information, you represent, and we collect it on the basis that, you have that person’s consent for us to collect and handle their personal information in accordance with this privacy policy. 


Why do we collect, hold and use personal information? 

We collect, hold, use and disclose your personal information:  

  • so that you may access and use our website, our property management software, and other related services we provide; 

  • to identify and communicate with you, including to respond to any queries or complaints you have made; 

  • to perform our organisational functions and activities in order to operate our business efficiently; 

  • to operate, improve and optimise our website and software services and yours and other users' experience; and 

  • to comply with our legal and insurance obligations. 

We may also use and disclose your personal information with your consent and as otherwise required or permitted by law. By providing us with your personal information, you consent to us using and disclosing your personal information for these purposes and for other related purposes that you would reasonably expect.  


Direct marketing  

You agree that we may send you information by post or by electronic means (including e-mail and SMS). Email addresses provided via our website will only be used to provide the requested service or response to a specific query, and will not be added to any mailing lists without the your consent. 

If you subscribe to our mailing list, we may use your contact details to send you news and information about Kolmeo and details of products and services that we think may be of interest.  Where we do this electronically, we will provide you with a functional opt-out facility.  If at any time you no longer wish to receive this sort of information, please let us know via the contact details set out below and we will remove your details from the mailing list.  


To whom do we disclose personal information? 

We may disclose your personal information to the following third parties for the purposes set out above: 

  • Related entities of Kolmeo. 

  • The real estate agent or agency using our services to manage your property. 

  • Third party service providers and advisors who perform functions on our behalf and who assist us in providing our services and administering our business - this may include(without limitation) IT service providers, data storage providers, professional advisors, financial institutions and payment processors. 

  • Government, regulatory authorities or other organisations as required or authorised by law, including applicable real estate legislation.  

We may also disclose personal information in other circumstances, where the person concerned has consented to the disclosure, or where we are expressly permitted to do so under the Privacy Act or another law.

When we disclose personal information to third parties, we seek to ensure that those third parties do not use your personal information for any purpose other than the purpose for which we supplied the information to them. We also take all reasonable steps to ensure that we disclose only relevant information that it is accurate, complete and up to date, and that the third party we disclose your personal information to will comply with the Privacy Act in relation to the use, disclosure and storage of that information. 


Disclosure of personal information outside Australia 

Kolmeo hosts the personal information it collects in data centres located in Australia. However, due to the complex nature of the services we provide, we may from time to time disclose personal information to our partners and service providers who are located overseas. The countries in which these third-party recipients may be located include: India and the Philippines. 

Where we disclose personal information to a recipient outside of Australia, we take reasonable steps to ensure the offshore recipient maintains data practices in line with Australian standards including the APPs, and will deal with that information in a way that is consistent with the APPs.   


Third party websites 

Our website may contain links to websites operated by third parties. Kolmeo has no control over the privacy policies and practices of third party websites. Once you have left our website, we cannot be responsible for the protection or privacy of any information you provide on other websites. As such, when following links to other sites from our website, we recommend that you read the privacy policy applicable to the website in question.  


How do we hold and manage personal information? 

We are committed to ensuring that the personal information we collect and hold is secure. We may hold your personal information in electronic formats or in hard copy. We take reasonable steps to securely store your personal information to ensure it is protected from unauthorised access, modification and disclosure, and from other types of misuse, interference and loss.  

Some of the ways we do this include: 

  • Restricting access to personal information to only those persons who require access to carry out their responsibilities. 

  • Implementing stringent IT and document security policies. 

  • Training our staff on privacy obligations and how to keep your information safe and secure, and requiring staff to comply with this privacy policy.  

  • Maintaining computer and network security. For example, we use password protected electronic systems and other security systems such as user identifiers to control access to our computer systems. We also use firewalls and antivirus software.   

  • Maintaining physical security over paper records and electronic data stores, such as through locks and security systems at our premises. 

Kolmeo also uses SSL security to encrypt data sent over the internet for our software portals and apps. However, the transfer of data over the Internet is inherently insecure and we cannot guarantee the security, during transmission, of any personal information provided to us via our website. Please bear this in mind when transmitting information by this means to us. If you have security concerns or wish to provide personal information by other means (e.g. by telephone or paper), you may contact us using the contact details set out at the bottom of this privacy policy. 

We will take reasonable steps to destroy or permanently de-identify your personal information when we no longer require it for any purpose for which it was collected and when we are no longer required to retain the information by law. 


How to access or seek correction of personal information 

We have measures in place to ensure the information we hold about you is accurate, complete and up to date.  

You may access or request correction of the personal information we hold about you by contacting us on the contact details set out below. There are some circumstances in which we are not required to give you access to your personal information. 

There is no charge for requesting access to your personal information, but we may require you to meet our reasonable costs in providing you with access (such as photocopying costs or costs for time spent on collating large amounts of material).  

We will respond to your request to access or correct personal information in a reasonable time. If we refuse to provide you with access to your record or to update your record in the way you request, we will provide you with written reasons. 

If we refuse to correct or update your personal information, you may request that we make a note on your record that you are of the opinion that the information is inaccurate, incomplete, out of date, irrelevant or misleading, as the case may be. 


Complaints 

You may lodge a complaint with us if you believe we have handled your personal information other than in accordance with the APPs. Our contact details are set out below. 

We will acknowledge receipt of your complaint and will endeavour to complete our investigation into your complaint promptly. We will consider your complaint to determine whether there are simple or immediate steps which can be taken to resolve the complaint or whether your complaint requires further investigation. We will notify you of the outcome of this investigation and any subsequent internal investigation. 

In most cases, we will investigate and respond to a complaint within 30 days of receipt of the complaint. If the matter is more complex or our investigation may take longer, we will let you know. 

If you remain unsatisfied with the way in which we have handled your complaint, you may make a complaint to the Office of the Australian Information Commissioner (OAIC). Please refer to the OAIC's website for further details: www.oaic.gov.au. 


Changes to our privacy policy

We may amend this privacy policy at any time including to reflect changes in our information handling practices and/or changes in the law. Any changes to our privacy policy will be published on our website. We encourage you to review our privacy policy carefully when accessing our website, using our services or when providing us with personal information. 

Contact details

If you would like further information about the way we handle your personal information or if you have a complaint, please contact Kolmeo by email at privacy@kolmeo.com or via the details below:

The Privacy Officer
Kolmeo
GPO Box 5193
Melbourne VIC 3122


This privacy policy was last updated on 10 February 2026.

Previous version of the Privacy Policy can be found here