Anyone here who uses AI follows this page. Fill in the blanks, keep it next to the computer, and show it to new staff on their first day.
| Written with AI | Checked by | What they check |
|---|---|---|
| Emails to renters and owners | Whoever wrote it | Dates, amounts and addresses are right; we haven’t promised anything we can’t do |
| Anything about renting law (notice periods, repair times, rent increases) | Property manager ______ | Every statement can be found on the CAV website. If it can’t, it comes out |
| Listings | ______ | Price, rooms and features match the property |
| Tool and plan | Account owner | Used by | Chats used for training |
|---|---|---|---|
| Off / no switch (where to turn it off: page 2) | |||
Ask ______. If you’re still not sure, leave it out and write it yourself.
Victorian law says renters’ information must be protected and destroyed on time (page 2). Don’t ask AI to make your own rental application form or add questions to it: applications must use the form the government sets.
When someone leaves or an account isn’t needed, change the password that day and remove them.
Which AI tools use your chats for training, and where to turn it off, changes often, so we keep one table and check it against the official pages every month: Do ChatGPT, Claude, Copilot and Gemini train on your chats? The printable PDF has the table as of the date printed on it.
Sections 505BB and 505BC of the Residential Tenancies Act 1997: rental providers and agents must take reasonable steps to protect renters’ information from misuse, loss and unauthorised access or disclosure, and must destroy or permanently de-identify it on time: within 30 days after the rental agreement is entered into, for unsuccessful applicants; within 6 months, if the applicant agreed in writing to it being used for other properties; within 3 years after a rental agreement ends. A breach is a criminal offence (CAV). Every AI tool you paste renters’ information into is one more place to protect it and delete it from.
Since 31 March 2026, rental applications must use the prescribed form, and you can’t ask for information that isn’t on it (CAV).
The Privacy Act covers organisations with an annual turnover of more than $3 million, and any organisation that runs a residential tenancy database, whatever its size (OAIC). The OAIC recommends that you “do not enter personal information, and particularly sensitive information, into publicly available generative AI tools” (OAIC).
This is a free template, not legal advice. The CAV and OAIC pages and the law itself are what count; if you’re unsure, ask the REIV or a lawyer.
Want two everyday jobs in your office written up as step-by-step instructions you can follow? melb.si/book