NSW Property Manager asking for my ID

Hi there,

Had a random email from my Property Manager over the weekend. We have two properties with them in NSW.

In this email they state that "Due to new regulations they now require a copy of our ID to be stored on file with the management agreement."

They are requesting that I email them this ID. Working in Financial Services (specifically in KYC) - I am conscious of how easy it is to sign up to AfterPay & ZIP and other FinTech services with just someone's driver's license..

 

They are just doing their job, they should absolutely verify your ID. However you should never supply this sort of information by return email, always verify that you are sending it to the correct party, either by calling them to verify that they sent the request or by putting it in a separate email address, that is on your Management Authority.

 

Ask them what regulations. I haven’t been asked for any

 

Don't people have Google?


NSW Fair Trading › ...
Proof of identity requirement | NSW Fair Trading

Identify yourself: Implementing vendor proof-of-identity guidelines


https://www.fairtrading.nsw.gov.au/...6/874023/POI-Checklist-fillable-July-2020.pdf

 

Always good to write the requesters details over the top like a watermark so if they ever get misplaced and appear somewhere they shouldn't you know where they originated from.

 

That's a great idea.

Don't know about others, but my property manager (one of the big agencies) is always sending viruses via email, so I assume they don't have very good data practices.

You may also want to ring them and ask what IT systems your ID will be stored on, and what measures they have taken to ensure it doesn't become public.

 

I have had that happen from a few agents too

 

Really? That’s a last thing you’d like to see where the PM is spamming your inbox. What’s the motivation to stick around with them?

 

Yes. Looks like Terry has had the same above, so I suspect IT security is poor in a lot of the biggest agencies.

How do these franchises work, is IT security something the comes from head office, or do all the little satellite offices have their own? Whats the bet they log in as Admin?

 

Franchise may be given an option if they would like to choose to go with the same vendor as the head office, or chose their on vendor. Franchise mainly uses the brand name like Ray white, O'Brien etc but the principal usually is free to select the vendor/platforms based on how they want to run their business.

 

As tax agents we have been under increasing requirements to ID clients. From 1 July we will implement a far stricter requirement that we receive certain IDs and vet this. This is very onerous as we dont want to hold ID information to limit this being misused. So even its transmission and recording must be secure from internal or external misuse now or any future time. And we must also be mindful of "relationship fraud" if a husband seeks to act for wife for tax matters. We must received BOTH IDs independently. To access client records requires NINE seperate login data points and passwords, TWO sets of 2FA with my thumb print and while holding my phone and certain apps and more. Its a daily issue to login and stay logged in. My thumb print is wearing out I'm sure. And even then certain IP addresses are permitted so replacing devices is a further challenge. We also trialled geo fencing but it had some flaws based on one of our IT issues. Our cloud server host can move city locations so its IP address can change in a outage. They dont use fixed IP addresses either for another risk.

You cant assume agents all use simple logins etc. Some small businesses have exceptionally robust security.

 

@Mel Morgan isn't it a requirement for you southerners to hold ID for Landlords now?

 

Note @Scott No Mates this is a PM not a selling agent in this case.
Not sure if still required or not, but different to the links you provided.

 

Nope - you still require ID. How else will the PM know that they're dealing with the owner not some scammer?