Your privacy is important to us. This statement outlines our policy about how we manage your personal information. The statement relates only to the above businesses. Other businesses of the Agency HQ Group will be governed by their own privacy policies.
From time to time, we may find it necessary to change this Privacy Policy to reflect changes in the law or our commercial activities. The latest version of our Privacy Policy will always be available from our office.
We are bound by the National Privacy Principles and our procedures regarding personal information are designed to ensure that your rights under the National Privacy Principles are protected.
Personal Information is information or an opinion that identifies an individual. Examples of Personal Information we collect includes names, addresses, email addresses, phone and facsimile numbers.
This Personal Information is obtained in many ways including [interviews, correspondence, by telephone and facsimile, by email, via our website www.agencyhq.net.au, from your website, from media and publications, from other publicly available sources, from cookies- delete all that aren’t applicable] and from third parties. We don’t guarantee website links or policy of authorised third parties.
We collect your Personal Information for the primary purpose of providing our services to you, providing information to our clients and marketing. We may also use your Personal Information for secondary purposes closely related to the primary purpose, in circumstances where you would reasonably expect such use or disclosure. You may unsubscribe from our mailing/marketing lists at any time by contacting us in writing.
When we collect Personal Information we will, where appropriate and where possible, explain to you why we are collecting the information and how we plan to use it.
Our activities include:
We will be open about how we handle personal information and will do this by:
You have the right to access personal information that we hold about you under the National Privacy Principles. Details of how to make a request for access are set out at the end of this Privacy Policy. We may charge you a small fee to cover any costs which we incur responding to your request for access such as photocopying costs.
We collect personal information in the course of our real estate business for a variety of reasons including:
We also collect personal information about persons who:
We do not actively collect sensitive information. We may from time to time hold sensitive information about job applicants and share within the related businesses but not disclose this sensitive information to anyone else. We may hold some sensitive information from time to time about prospective tenants. This material may be used to consider a tenancy application to the extent that it is not unlawful to do so.
We may need to disclose personal details to various people to carry out the services that we are engaged to provide. For example, we may need to give details about a tenant to a contractor to arrange repair of a premises. We may also pass on personal information to a property insurer or a landlord's insurer to process a claim on behalf of the owner of a property.
We may disclose personal information from time to time to other agents, including agents outside the Agency HQ Group, to introduce vendors to purchasers or landlords to tenants.
Unless you tell us not to do so, we will provide your details to service providers associated with the Agency HQ Group.
We take active steps to protect the security of personal information.
We expect our staff to comply with certain standards of behaviour when dealing with personal information. We advise all our staff about the need to protect your privacy and we will regard breaches of the National Privacy Principles as serious matters.
Some of our records are paper based. These records are kept on secure premises away from the general public. We also keep some information in an electronic form. Records kept electronically are within a secure computer system, which contains features such as password access and the latest virus protection. We obtain assistance from the Agency HQ IT Department to maintain our databases. Agency HQ IT have access to information on our databases for the purposes of data recovery, statistical analysis and reporting.
We may keep personal information for at least 7 years after the completion of a transaction for legal reasons. After that time, we may de-identify or destroy the personal information.
We try to ensure that any personal information that we hold is accurate, complete and up to date. We do this by collecting information from you directly or from reliable sources including publicly accessible databases. If we become aware that the information is inaccurate, incomplete or out of date on our records we will correct that information or if necessary, delete it from our records.
If you wish to:
then you may contact our Privacy Officer. We will respond to an inquiry or complaint promptly (usually within 14 to 30 days). Our Privacy Officer's contact detail is 1300 009 747.
If you contact our Privacy Officer but you are not satisfied with the response that you receive, you can contact the Principal.
The Principal is the key executive who will attempt to mediate between you and us to resolve your concerns. Agency HQ observes the National Privacy Principles and will treat your complaint seriously.