Privacy Policy

1. Scope

This policy covers personal information we collect through our website, forms, emails, and the Diligia application (including agency CRM features and per-deal workspaces). It is intended to comply with the Privacy Act 1988 (Cth) and the Australian Privacy Principles.

If you use Diligia as part of an agency or other organisation, that organisation may also handle your information under its own privacy policy. In that case we typically process deal and contact data on the organisation’s instructions in order to provide the service.

2. Information we collect

The information we collect depends on how you use Diligia. It may include:

• Account and profile details: name, email, phone, role, agency, and login credentials.
• CRM and contact records: client and counterparty names, contact details, roles, notes, relationship history, and documents an agency stores against a contact (including identification or verification documents if uploaded).
• Transaction data: property addresses and identifiers, deal type and value, key dates, parties on the deal, phase and status, checklists, requests for information, messages, and audit logs.
• Deal files: documents uploaded to a data room, checklist evidence, and attachments on requests or comments.
• Communications: emails, form submissions, support requests, and notices we send about a deal (for example invitations, assignments, and phase updates).
• Technical data: IP address, device and browser type, approximate location, cookie identifiers, and usage logs needed to operate and secure the service.

Some of this information may be sensitive, particularly identity documents and financial or tenancy records stored in a data room. We only collect that material when it is uploaded or entered by a user of the platform in the course of a transaction.

3. How we collect it

We collect information directly from you when you create an account, complete a form, join a transaction, or upload files. We also receive information from other users on a deal (for example an agent inviting a solicitor, or a party adding you as a contact), from your organisation’s administrators, and from service providers that help us run the platform.

If you provide us with personal information about another person — a vendor, purchaser, solicitor, or other party — you must be entitled to do so, and you should tell them that their information will be handled in line with this policy.

4. How we use it

We use personal information to:

• Provide, maintain, and improve the Diligia website and platform.
• Create and administer accounts, agencies, and transaction workspaces.
• Let invited parties access the documents, checklists, and requests that belong to a deal.
• Send operational notices (invites, assignments, replies, phase changes) and respond to enquiries.
• Keep an audit trail of activity on a transaction.
• Protect the security and integrity of the service, including investigating misuse.
• Meet legal, accounting, and regulatory obligations.
• With your consent, or where permitted by law, send product updates or marketing. You can opt out of marketing at any time.

5. Sharing and disclosure

Commercial property transactions are multi-party by nature. When you (or your organisation) add someone to a deal, they may see personal information and documents shared in that workspace, according to their role and the access controls in the product.

We may also disclose personal information to:

• Your agency or organisation, if you access Diligia through them.
• Service providers who host infrastructure, send email, store files, or provide support, under contracts that require them to protect the information.
• Professional advisers, insurers, and auditors where reasonably required.
• A prospective buyer or successor of our business, subject to appropriate confidentiality.
• Regulators, courts, or law enforcement if required by law or to protect our rights, users, or the public.

We do not sell personal information.

6. Overseas disclosure

Diligia is operated from Australia. Some of our service providers (for example cloud hosting, file storage, or email delivery) may process information on servers outside Australia, including in the United States or other countries. Where we disclose personal information overseas, we take reasonable steps to ensure it is handled consistently with the Australian Privacy Principles.

7. Storage and security

We store information in electronic systems with access controls, encryption in transit, and role-based permissions on each transaction. No method of storage or transmission is completely secure. You are responsible for keeping your login details confidential and for using the access settings in the product carefully when inviting parties or uploading files.

8. Retention

We keep personal information for as long as needed to provide the service, to keep a record of the transaction for our customers, and to meet legal and accounting requirements. Agencies may retain deal files and CRM records in Diligia for their own record-keeping. When information is no longer required, we take reasonable steps to delete or de-identify it, unless we are required to keep it.

9. Access, correction, and your rights

You may request access to the personal information we hold about you, or ask us to correct it, by emailing us at the address below. We may need to verify your identity. In some cases we can refuse a request where the Privacy Act allows it, and we will explain why.

If your information sits inside an agency’s client base or a deal workspace, it may be more efficient to raise the request with that organisation first. We will still help where we are the right point of contact.

10. Cookies and similar technologies

Our website and application use cookies and similar technologies to keep you signed in, remember preferences, understand how the site is used, and keep the service secure. You can control cookies through your browser. Disabling some cookies may affect login or core features of the platform.

11. Direct marketing

If we send you marketing (for example updates about design-partner onboarding or product news), we will do so in line with the Spam Act 2003 (Cth). You can unsubscribe using the link in the email or by contacting us. We will still send service messages that are necessary to operate your account or a transaction.

12. Complaints

If you have a privacy complaint, please contact us at sean@diligia.com.au. We will investigate and respond in a reasonable time. If you are not satisfied, you may complain to the Office of the Australian Information Commissioner (OAIC) at oaic.gov.au.

13. Changes

We may update this policy from time to time. The effective date at the top of this page will change when we do. Continued use of the website or platform after an update means you accept the revised policy.

14. Contact

Diligia Pty Ltd, Fitzroy, Victoria, Australia. Email: sean@diligia.com.au.