Privacy Policy
How VBM collects, holds, uses and discloses your personal information.
Last updated: 21 July 2026
1. Introduction
Virtual Building Management ("VBM", "we", "us" or "our") is committed to protecting the privacy of the people and organisations that use our services. This Privacy Policy explains how we collect, hold, use and disclose personal information when you visit our website at myvbm.com.au, use our mobile application, or otherwise interact with our building management services (together, the "Services").
We handle personal information in accordance with the Privacy Act 1988 (Cth) and the Australian Privacy Principles (APPs). By using the Services, you acknowledge that you have read and understood this Privacy Policy.
2. Who we are
The Services are operated by Virtual Management Group (ABN 23 625 361 195), based in Sydney, New South Wales, Australia. For the purposes of the Privacy Act, Virtual Management Group is the entity responsible for the personal information collected through the Services.
If you have any questions about this Privacy Policy or how we handle your personal information, you can contact us at info@myvbm.com.au.
3. Information we collect
The personal information we collect depends on how you interact with the Services. It may include:
| Category | Examples | Purpose |
|---|---|---|
| Account information | Name, email address, phone number, password, role (e.g. owner, tenant, strata manager, building manager, contractor) | To create and manage your account and provide access to the Services |
| Building and property information | Building address, lot or unit details, maintenance requests, breach notices, security device (FOB) orders, work orders, inspection records, photos submitted through the app | To deliver building management functions such as maintenance tracking, notices, reporting and communication |
| Communications | Messages sent through contact forms, emails, support requests, notices issued through the platform | To respond to enquiries and operate communication features of the Services |
| Billing information | Billing contact, invoicing details and payment method metadata processed through our payment providers | To issue invoices and manage payments for the Services |
| Device and usage information | Device model, operating system, app version, IP address, pages or screens viewed, crash reports | To operate, secure and improve the website and app |
We do not knowingly collect sensitive information (such as health information, racial or ethnic origin, or political opinions) unless it is provided voluntarily and is reasonably necessary for the Services — for example, accessibility details included in a maintenance request. Where we do, we handle it in accordance with the additional protections of the Privacy Act.
4. How we collect information
We collect personal information:
- Directly from you, when you create an account, submit a request, complete a form, or communicate with us;
- Automatically, through cookies, log files and similar technologies when you use the website or app (see Section 10);
- From third parties where appropriate — for example, from a strata manager, owners corporation or building manager who registers your details in order to provide you with access to the Services.
If you provide us with personal information about another person (for example, a tenant or contractor), you should ensure that person is aware of this Privacy Policy.
5. How we use your information
We use personal information to:
- Provide, operate and maintain the Services;
- Manage accounts, buildings, maintenance requests and related workflows;
- Communicate with you about the Services, including service updates and administrative notices;
- Process billing and payments, where applicable;
- Monitor performance, diagnose technical issues and improve the Services;
- Detect, investigate and prevent fraud, misuse or security incidents;
- Comply with our legal and regulatory obligations.
We will only send you marketing communications where permitted by law, and you may opt out at any time using the unsubscribe mechanism provided or by contacting us.
6. Disclosure of your information
We do not sell your personal information. We may disclose it to:
- Service providers that support the operation of the Services, such as cloud hosting, email delivery, payment processing (e.g. Braintree/PayPal), mapping and image or document processing providers, under obligations of confidentiality and security;
- Other users of the platform to the extent necessary for its purpose — for example, a maintenance request you submit may be visible to the building manager or assigned contractor;
- Professional advisers such as lawyers, accountants and insurers, where reasonably required;
- Government agencies, regulators or law enforcement, where required or authorised by law;
- A purchaser or successor entity in the event of a sale, merger or restructure of our business, subject to obligations at least as protective as this Policy.
7. Overseas disclosure
Some of our service providers may store or process data outside Australia, including in the United States. Where we disclose personal information overseas, we take reasonable steps to ensure the recipient handles it consistently with the Australian Privacy Principles, as required by APP 8.
8. Data retention
We retain personal information only for as long as it is needed for the purposes described in this Policy, or as required by law. In general:
- Account data — while your account is active, and for five years after deactivation or closure;
- Building and maintenance records — for five years, or longer where required by strata, building or safety regulations;
- Billing and transaction records — for at least seven years, consistent with Australian tax and accounting requirements;
- Support communications — for six months after resolution.
When personal information is no longer required, we take reasonable steps to destroy it or de-identify it, in accordance with APP 11.2.
9. Access, correction and complaints
Under the Privacy Act, you have the right to:
- Request access to the personal information we hold about you (APP 12);
- Request correction of information that is inaccurate, out of date, incomplete or misleading (APP 13);
- Make a complaint about how we have handled your personal information.
To exercise any of these rights, contact us at info@myvbm.com.au. We will respond within a reasonable period. We may need to verify your identity before fulfilling a request.
If you are not satisfied with our response, you may lodge a complaint with the Office of the Australian Information Commissioner (OAIC) at www.oaic.gov.au.
10. Cookies and analytics
Our website and app use cookies and similar technologies to enable core functionality (such as keeping you signed in and remembering form submissions) and to understand how the Services are used. You can manage cookies through your browser settings; disabling them may affect some features of the website.
11. Security
We take reasonable steps to protect personal information from misuse, interference, loss, unauthorised access, modification or disclosure. These steps include encryption of data in transit, access controls, and restricting access to personal information to personnel who need it to perform their duties.
If a data breach occurs that is likely to result in serious harm, we will notify affected individuals and the OAIC in accordance with the Notifiable Data Breaches scheme under the Privacy Act.
No method of transmission or storage is completely secure. We encourage you to use a strong, unique password and to keep your login credentials confidential.
12. Children's privacy
The Services are intended for use by adults in connection with building and property management. We do not knowingly collect personal information from children. If you believe a child has provided us with personal information, please contact us and we will take appropriate steps to delete it.
13. Third-party links
The Services may contain links to external websites or services that we do not operate or control. We are not responsible for the privacy practices of those third parties, and we encourage you to review their privacy policies before providing them with personal information.
14. Changes to this policy
We may update this Privacy Policy from time to time to reflect changes in our practices or legal obligations. The updated version will be posted on this page with a revised "Last updated" date. Your continued use of the Services after changes take effect constitutes acceptance of the revised Policy.
15. Contact us
Virtual Management Group
Email: info@myvbm.com.au ·
0427 031 692