Snug takes data security and privacy very seriously, with best practice policies and procedures in place. Given the sensitive information and attachments provided in rental applications, to further reduce risk to your business and provide a market-leading customer experience, Snug is enhancing features for our clients, customers and rental community. Together we can keep the rental community safe online.
Snug has best practices in place:
- Snug systems are password protected and limited to authorised admin users
- Snug customer data is stored in Australia with Amazon Web Services
- Snug customer data is encrypted so can not be read by unauthorised parties
- Snug has data backup redundancy and best practice technical controls for access
- Snug keeps audit and log records to detect unauthorised behaviour
- Snug engages external consultants for periodic risk assessment
Snug has implemented further enhancements:
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Enhance login (Released: Feb 2022)
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Auto Withdraw of applications (Released: April 2022)
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Team user management & deletion (Released: April 2022)
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Digital shredding of sensitive data and information (Planned Dec: 2022)
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2 Factor login (Planned: Dec 2022)
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Activity notifications (Planned: Dec 2022)
Auto Withdraw - how it works
"Withdraw" application is currently available on the platform for Renters and Property Managers.
Snug is turning on time based automation to save you time and reduce the open apps, data exposure in your team dashboard.
- Shortlist applications to get 28 days access - shortlisted older than 28 days are subject to Auto Withdraw (for applications received on or after Saturday 16 April 2022 are subject to Auto Withdraw 28 days later ie. 14 May 2022)
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Process Applications to a Pre-Approved status to get 14 days access - eg. move to stages ‘New’ or ‘Review’ ie. less than Pre-Approved will be subject to Auto Withdraw (for applications received on or after Saturday 16 April 2022 are subject to Auto Withdraw 14 days later ie. 30 April 2022). To keep applications accessible, property managers should progress the application to either stages: ‘Approve, Offer or Accept’
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Declined applications are accessible up to 7 days from Declined date.
- All Applications older than 60 days will be Auto Withdrawn (for applications created on or after Saturday 9 April 2022 ie. Auto withdraws 8 June 2022) regardless of processing status. Applications older than 60 days will be made available to Admins for applications Marked as Leased.
Digital Shredding - how it works
- Sensitive Information such as Passport numbers will be hashed and display the last five digits only eg. ####12345
- Sensitive documents such as Identity and Income documents will be digitally shredded. A reference to the attachments provided by the renter will be in the PDF Application Summary for consumer tribunal, dispute or insurance purposes.
- Snug will send communications to customers at least 30 days prior to Digital Shredding commencing.
Common questions
Q. What is the benefit to a property manager of these changes?
A. Snug helps reduce business risk as applications will be automatically withdrawn and access to sensitive details will be removed and sensitive documents will be digitally shredded.
Q. How do I keep an application accessible?
A. Within 14 days, progress the application to the processing stage. For instance, the “Pre-Approve” stage will allow you to keep the application accessible.
Q. What happens to Sensitive Information & Documents?
A. Digital shredding will remove ID numbers from the visual display and download the application PDF. Any sensitive uploaded documents, eg. Passport image, will be removed and no longer accessible. A record of the document uploaded by the renter, file name, date and time will be recorded.
Q. Why is Snug doing this?
A. Data security is a key concern for renters and a risk for real estate businesses.
Q. What are other security best practices for property managers?
A. Here are 10 key steps to staying safe online:
- Regularly virus scan all hardware and software
- Regularly install the latest software updates
- Limit computer software instals to those authorised by your company's IT
- Change passwords regularly eg. every 3 months
- Immediately remove staff that have left the business from the systems
- Don't share passwords or logins
- Don’t download sensitive documents to local computers or desktop
- Train staff about types of scams, phishing, malicious downloads and around privacy act obligations
- Promote online safety to your clients and customers
- Be aware of the latest online safety, current scams and report suspicious activity: https://www.cyber.gov.au/