Privacy Collection Notice - Rental Application
This notice explains how your personal information is collected, used, and stored when you apply to rent a property through Cubbi.
1. Purpose of Collecting Your Information
Your personal information is collected to:
- Assess your suitability for renting the property you applied for
- Carry out tenant screening (including ID and reference checks)
- Share your application with the property owner or manager for their decision
- Prepare your lease agreement if you’re approved
- Manage your tenancy if applicable
- Match you to future rental homes through your NextHome Profile (if activated)
If you do not provide the required information, your application may be declined.
2. Who Can See Your Application
When you submit an application, it is shared with the property owner or their representative, depending on how the property is managed.
Other applicants (in your household) cannot see your personal information like your living history or income sources.
3. NextHome Profile and How Long Data Is Kept
When you apply, we automatically create your NextHome Profile. This profile stores your key renter details (such as personal info, living history, and income sources) so you can:
- Easily re-apply for other properties
- Be matched to upcoming rental homes (if your profile is set to "Seeking")
Data retention:
- Renter Profile information is kept for up to 3 years if unused.
- Sensitive documents (e.g. ID, income, living history evidence, and NTD checks) are automatically deleted earlier.
- You can request full deletion at any time by emailing hello@cubbi.com.au.
4. Data Retention for Applications (QLD, SA & NSW only)
To meet state privacy requirements, if you apply for a property located in QLD, NSW, or SA and don’t end up renting the property through Cubbi, your application will be automatically deleted after 3 months. Deleting the application means there is no record connecting you to applying for that property; however, your personal information in your renter profile is retained as outlined above.
If your application is successful and you rent the property, Cubbi retains your application for up to 3 years after the tenancy ends. This may be required for insurance claims, debt recovery, or tribunal or court hearings.
5. Sharing of Your Information
Your personal information may be shared with:
- The property owner and their authorised representative
- Tradespeople, insurance providers or bond authorities (if you become a tenant)
- Courts and tribunals if required
- Tenant databases (like NTD) if you owe money at the end of a lease
- Referees you have nominated in your application
If you're listed on a database like NTD, it may occur if rent remains unpaid at the end of your lease.
6. References
When someone provides a reference for you, they are shown a simplified version of this Privacy Notice. It outlines how their comments may be used in our screening process and clarifies that their reference may be visible to the property owner.
7. Acknowledgement
By applying, you:
- Agree to how your information will be collected, stored, and used as explained above
- Understand that Cubbi is not responsible for how a property is managed once your lease starts (unless the property is managed by Cubbi)
- Acknowledge that if you default on a lease agreement, the owner may disclose that default to a tenancy database (like NTD)
If you have any questions or want your data deleted, email hello@cubbi.com.au.