Evidence Vault

Your Evidence Vault is where tenancy proof lives: photos, notices, receipts, PDFs, inspection reports, emails, and other records that may matter later.

The goal is simple: when a repair, bond dispute, rent increase, or tribunal issue appears, you should not be scrambling through camera rolls and inboxes.

What to upload

Upload records that help prove what happened, when it happened, who was involved, and what was said.

Good evidence includes:

• entry condition photos
• exit condition photos
• routine inspection photos
• signed condition reports
• rent increase notices
• breach notices
• termination notices
• maintenance photos
• repair invoices or receipts
• cleaning receipts
• pest treatment receipts
• emails, texts, or letters with the property manager or landlord
• screenshots of relevant messages, with dates visible where possible
• tribunal or regulator correspondence

What not to upload casually

Do not use the Evidence Vault as a dumping ground for sensitive identity or financial documents.

Avoid uploading:

• passports
• driver licences
• Medicare cards
• bank statements
• payslips
• tax files
• unrelated personal documents

If RentWize needs identity verification, use the dedicated verification flow. Do not add identity documents as normal evidence files unless specifically instructed by a secure workflow.

How to upload evidence

1. Open the relevant property.
2. Go to Evidence Vault.
3. Select Upload.
4. Choose a file, photo, or document.
5. Add a clear title.
6. Add the date the evidence relates to.
7. Choose a category.
8. Link it to a repair, condition report, bond dispute, communication, or tribunal bundle if relevant.
9. Save.

Label evidence clearly

Weak label: IMG_4281

Strong label: Bedroom ceiling mould - 14 March 2026 - before repair request

Use labels that explain:

• room or location
• issue or event
• date
• before/after state
• related notice, repair, or dispute

Evidence categories

Use categories consistently so exports are easier later.

Category	Use it for
Photos	Property condition, damage, mould, leaks, cleanliness, repairs
Documents	Condition reports, lease documents, notices, PDFs
Correspondence	Emails, texts, letters, message screenshots
Receipts	Cleaning, repairs, pest control, replacement items
Tribunal	Tribunal notices, orders, directions, submitted documents
Other	Anything useful that does not fit cleanly elsewhere

File support and limits

Common image and document formats are supported, including JPG, PNG, HEIC, PDF, DOCX, and XLSX. Plan limits apply to total storage. Large videos and oversized files may need to be compressed or stored outside RentWize with a clear reference note.

Using evidence in disputes

Evidence can be linked into:

• maintenance records
• repair timers
• bond disputes
• communication histories
• review-gated draft requests
• tribunal bundle exports

Before exporting a bundle, review each file. Remove duplicates, irrelevant photos, and anything private that does not help the issue.

Integrity checks

RentWize computes a SHA-256 file hash on the server. A verified seal means stored file bytes matched that hash during verification. Uploading alone does not mean a file has been sealed or recorded on a public network.

For selected sealed batches, RentWize can record an aggregate commitment on Base. You do not need a wallet, and there is no customer attestation step. Files, individual file hashes and private batch membership stay in Australian storage. A commitment does not prove a document is true or guarantee tribunal acceptance.

Deleting evidence

Deleting evidence can be permanent. Before deleting a file, ask:

• Is this connected to an active repair?
• Could this affect my bond?
• Could I need this for tribunal?
• Have I exported a backup copy?

If the answer is yes or maybe, keep it.

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RentWize helps organise evidence but does not decide what a tribunal will accept. Check your state or territory requirements before lodging material.