--- title: Before you connect AI to your rent roll, follow the data description: Understand how AI works in property management, what happens to your agency’s information and the questions to ask your software provider. image: https://blog.ourproperty.com.au/hubfs/One%20connected%20letting%20journey%20(300%20x%20175%20px)%20(900%20x%20525%20px)%20(1).png --- [Skip to content](https://blog.ourproperty.com.au/ai-in-property-management#main-content) [![OurProperty Main Logo](https://blog.ourproperty.com.au/hs-fs/hubfs/OurProperty%20Main%20Logo.png?width=547&height=112&name=OurProperty%20Main%20Logo.png)Homepage](https://blog.ourproperty.com.au/www.ourproperty.com.au) [Book a Demo](https://www.ourproperty.com.au/book-demo) [Book a Demo](https://www.ourproperty.com.au/book-demo) ![AI in property management](https://blog.ourproperty.com.au/hs-fs/hubfs/One%20connected%20letting%20journey%20(300%20x%20175%20px)%20(900%20x%20525%20px)%20(1).png?width=900&height=525&name=One%20connected%20letting%20journey%20(300%20x%20175%20px)%20(900%20x%20525%20px)%20(1).png) AI # Before you connect AI to your rent roll, follow the data ![Tayla Gardner](https://7528315.fs1.hubspotusercontent-na1.net/hub/7528315/hubfs/raw_assets/public/mV0_d-cms-elevate-theme_hubspot/elevate/images/avatar-placeholder.jpg?width=48&height=48&name=avatar-placeholder.jpg) Tayla Gardner October 14, 2026 A tenant explains why their rent is late. An owner shares details about their financial circumstances. An applicant submits documents to support their rental application. For a property manager, these are everyday interactions. For the people involved, they can contain deeply personal information. As AI becomes part of property management, agencies need to understand how that information will be handled. Connecting an AI assistant to your software may make reporting, research and daily work easier. It also raises questions about what the assistant can access, where information goes and what happens to it afterwards. Before switching on a connection, follow the data. ## What are you giving the AI access to? Asking AI to improve a generic email template is different from connecting it to live agency records. A connection may allow an assistant to retrieve information about properties, tenants, owners and agency operations. The scope depends on how the feature has been built and which permissions apply. Some integrations follow a staff member’s existing access rights and allow the agency to decide who can use the connection. Others provide AI with a limited set of information for a specific task. These controls address different aspects of access and can work together. Agencies should understand both who is authorised to use the AI and what the AI itself is permitted to access. > At OurProperty, Ava’s access controls are built into the platform. Each AI agent has a defined role, and the system supplies the information needed for that task rather than allowing it to search freely through the agency’s database. For example, OurProperty’s automation already identifies when an arrears call is required and provides Ava with the information needed to make that call. Ava carries out the defined task using information supplied by the platform, without needing to search through the agency’s wider records.  Our AI models run on our own servers, without sending that customer information to external AI services such as Claude or ChatGPT. [![how-ava-uses-information-property-management-ai](https://blog.ourproperty.com.au/hs-fs/hubfs/how-ava-uses-information-property-management-ai.png?width=1774&height=887&name=how-ava-uses-information-property-management-ai.png)](https://www.ourproperty.com.au/ai-overview/)This approach reflects a broader software-security principle supported by OWASP: AI should have only the access and capabilities needed for its job, with restrictions enforced by the software. Principals do not need to design these controls themselves. They do need their provider to explain what the AI can access and what prevents it from going beyond those limits. ## Where does the information go? An AI feature can appear within familiar software while using another company’s services to process information. Ask which organisations receive your agency’s information, where it is processed and who can access it. The answer may differ between features, even within the same product. OurProperty’s models run on our own servers, with each Ava agent receiving the information needed for its assigned task. This is designed to reduce external exposure and limit the customer information available to each agent. Australia’s privacy regulator, the Office of the Australian Information Commissioner, recommends examining information flows and hosting arrangements before adopting AI. It also recognises that keeping information within a private environment can reduce the risk of it being accessed by other organisations, although appropriate safeguards are still required. A clear explanation should cover the complete journey of the information—not simply describe a feature as secure. ## Is information used for training or stored? Training, processing and storage are different questions. Customer information may be excluded from AI training while still being retained in conversations or other records. For example, Anthropic says its commercial Claude products do not use inputs and outputs to train its models by default. OpenAI says content from personal ChatGPT Free, Plus and Pro workspaces may be used for model improvement unless the user opts out, while content from ChatGPT Business, Enterprise, Edu and API products is not used for training by default. Training and storage are still separate questions. Provider policies explain when information may be retained and deleted, with arrangements varying by product, account, agreement and circumstances. That is why agencies need to check the specific account, plan and settings their teams will use. Paying for an AI subscription does not, by itself, explain which protections apply. Ask: - Is our information used to train the model? - What information is stored? - How long is it retained? - How can it be deleted? ## What does read-only access protect? Read-only access prevents an AI connection from changing records. That is useful, but it does not prevent the AI from retrieving information.  An assistant may be unable to edit a tenant record while still retrieving information from it and including that information in a response. Read-only access therefore needs to be considered alongside data scope, user permissions, processing, retention and deletion.  The content an AI reads can also affect its behaviour. Security guidance identifies a risk known as prompt injection, where instructions hidden in documents or other material may manipulate an AI’s response. Providers need safeguards and testing to manage that risk. If a feature later gains the ability to update records or initiate work, review the change. Ask which actions it can take, when approval is required and how your agency can check what happened. ## What happens when you disconnect? Stopping future access and deleting information already retrieved are different actions. Disconnecting a service may prevent it from retrieving new information without removing previous conversations or records. A separate deletion request may be required. Ask what happens when the connection is disabled: - Does it immediately stop retrieving new information? - Do previous conversations or records remain? - Is another step required to delete them? - What happens if your agency leaves the platform? The same questions should apply whether the AI is connected to your property software or built directly into it. ## Make it an informed agency decision Your agency’s role is to understand and manage how AI is used. Your provider’s role is to clearly explain the protections built into its product. Decide which tools and accounts staff may use, what information they may share and who can authorise new connections. Make sure your team understands those decisions. The OAIC recommends understanding where information goes, where it is processed and who can access it before adopting AI. Its guidance provides a useful basis for responsible AI adoption and explains the obligations of organisations covered by the Privacy Act. **Before connecting AI to your rent roll, ask your provider six questions:** 1. What information can the AI access? 2. What prevents the AI from accessing anything beyond those limits? 3. Where is the information processed, and which organisations receive it? 4. Is it used for training or stored for another purpose? 5. Can the agency review what the AI accessed and did? 6. What happens to the information when access ends? AI can play a valuable role in your agency. Understanding how it handles information should be part of deciding where and how to use it. The people who entrusted their information to your agency deserve that consideration. [Learn more](https://www.ourproperty.com.au/ai-overview/) about how Ava supports property management within OurProperty.  ## Sources and further reading - [OWASP — Prompt injection risks and safeguards](https://genai.owasp.org/llmrisk/llm01-prompt-injection) - [OWASP — Agentic AI threats and mitigations](https://genai.owasp.org/resource/agentic-ai-threats-and-mitigations/) - [OAIC — Guidance on privacy and the use of commercially available AI products](https://www.oaic.gov.au/privacy/privacy-guidance-for-organisations-and-government-agencies/guidance-on-privacy-and-the-use-of-commercially-available-ai-products) - [Anthropic — Is my data used for model training?](https://privacy.claude.com/en/articles/7996868-is-my-data-used-for-model-training) - [Anthropic — How long does Anthropic store organisational data?](https://privacy.claude.com/en/articles/7996866-how-long-do-you-store-my-organization-s-data) - [OpenAI — How your data is used to improve model performance](https://help.openai.com/en/articles/5722486-how-your-data-is-used-to-improve-model-performance) - [OpenAI — Business data privacy, security and compliance](https://openai.com/business-data/) *Sources accessed 14 October 2026. Provider policies and product settings may change, so agencies should review the current terms applying to their particular account and workspace.* ## Share this post [mailto:https%3A%2F%2Fblog.ourproperty.com.au%2Fai-in-property-management](mailto:https%3A%2F%2Fblog.ourproperty.com.au%2Fai-in-property-management) ## Keep reading ### [![](https://blog.ourproperty.com.au/hs-fs/hubfs/Imported_Blog_Media/All-2-Sep-22-2026-03-50-32-5274-AM.png?width=1800&height=942&name=All-2-Sep-22-2026-03-50-32-5274-AM.png) Blog Intelligent trust accounting for modern property management agencies - OurProperty](https://blog.ourproperty.com.au/intelligent-trust-accounting-for-modern-property-management-agencies) ### [![](https://blog.ourproperty.com.au/hs-fs/hubfs/Imported_Blog_Media/Landlord-Dashboard-1024x576-1-1.png?width=1024&height=576&name=Landlord-Dashboard-1024x576-1-1.png) Blog Trans Process Media Release OurProperty Launches Advanced Landlord Portal, Giving Agencies a Competitive Edge - OurProperty](https://blog.ourproperty.com.au/ourproperty-launches-advanced-landlord-portal-giving-agencies-a-competitive-edge) [![Front Design](https://blog.ourproperty.com.au/hs-fs/hubfs/Front%20Design.png?width=6734&height=1000&name=Front%20Design.png "Front Design")](http://www.ourproperty.com.au) --- Privacy Policy · Legal · © 2026 OurProperty. 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