Introduction & Purpose of this Policy
Hathaway Real Estate (‘the Agency’) provides real estate services including Property Management Services.
- Why we collect personal information;
- What personal information we collect;
- How we collect and use your personal information;
- How we disclose your personal information;
- Your right to access your personal information;
- Your right to correct your personal information;
- How we protect the integrity of your personal information;
- Your right to make a privacy complaint, and;
- How you can contact us regarding privacy concerns.
Personal pronouns: except where the context otherwise provides or requires:
- The terms We, Us or Our refers to Hathaway Real Estate, and;
- The terms You or Your refers to any person who provides us with personal information in any form or by any means.
What is personal information?
Personal information is any information that can be used to identify you. This includes any information or an opinion about you (including information or an opinion forming part of a database), whether true or not, and no matter how the information or opinions are recorded.
The information may be collected from you directly or provided to us by another party.
Why do we collect personal information?
We collect personal information from you for the following purposes:
- To allow us to lawfully carry out our real estate functions and activities;
- To enable us to deliver the products and services that you requested;
- To provide you with further information about the products and services you requested;
- To personalise and customise your experiences with us;
- To help us review, manage and enhance our services;
- To communicate more effectively with you;
- For administration purposes, including charging, billing and collecting debts;
- To promote and market our products and services which we consider may be of interest to you;
- When considering making offers to job applicants and prospective employees or for
- To receive services from you or the organisation which employs you.
We may also collect, hold, use and/or disclose personal information if you consent or if required or authorised under law.
What personal information do we collect?
We collect personal information that is reasonably necessary for one or more of its functions or activities.
The type of information that we collect, and hold may depend on your relationship with us. For example:
If you are a candidate seeking employment with us, we may collect and hold information including your name, address, email address, contact telephone number, gender, age, employment history, references, resume, medical history, emergency contact, taxation details, qualifications and payment details.
Customer – (Tenants and Property Owners)
If you are a customer of the Company, the Company may collect and hold information including your name, address, email address, contact telephone number, gender, age, other property-related information, e.g. electricity meter identifiers; copies of identity documents (e.g. your 100 points of ID, such as driver licence, passport and Medicare card); bank details; information about your employment, education and
rental history; information about your property enquiries, applications and tenancies; and any other information provided to us.
Sensitive information is a type of personal information and specifically refers to information or an opinion about certain things like your racial or ethnic origin, religious beliefs or affiliations, sexual orientation or practices, criminal record, and health information.
In general, we attempt to limit the collection of sensitive information, but depending on how you use our services, we may need to collect sensitive information from you. That said, we will never collect sensitive information from you without your consent unless we are permitted or required
to do so by law.
If you do not wish us to store any sensitive information, please do not provide it to us directly, or to a third party who requests it through our services.
If you are a supplier of the Company, the Company may collect and hold information including your name, address, email address, contact telephone number, business records, billing information, information about goods and services supplied by you.
If you feel that the personal information that we are requesting at any point is not information that you wish to provide, please feel free to raise this with us.
This policy does not apply to the collection, holding, use or disclosure of personal information that is an employee record.
An employee record is a record of personal information relating to the employment of an employee. Examples of personal information relating to the employment of the employee include, but are not limited to, health information and information about the engagement, training, disciplining, resignation, termination, terms and conditions of employment of the employee.
How do we collect and hold personal information?
We must collect personal information only by lawful and fair means. We will collect personal information directly from you if it is reasonable or practicable to do so.
We may collect personal information in a number of ways, including without limitation:
- through application forms;
- by email or other written mechanisms;
- over a telephone call;
- in person;
- through transactions;
- business cards;
- through our website;
- through surveillance cameras;
- by technology that is used to support communications between us;
- from third parties, including through publicly available information sources (which may include telephone directories, the internet and social media sites).
Directly from you
- when you create accounts with us
- when you use our applications, products or services (such as 2Apply, Move Me In, TenantApp, Homee and My Property)
- when you use social logins to create or access your accounts with us
- when you contact us (e.g. by phone, email, or online enquiry)
- when you complete any transactions or applications with or through us
- when you register your details through any of our websites
From third parties on your request
- when they are your authorised representative (e.g. a power of attorney or legal guardian), or when they assist you with the property process
- your referees when they provide references about you
- when we conduct searches or checks (e.g., a tenancy database search) on your request
- when we collect personal information about you through publicly available information sources, such information will be managed in accordance with the APPs.
From property seekers in connection with their property search
- when they list you as a co-tenant for an actual or prospective tenancy
- when they nominate you as their emergency contact (e.g. in a property application)
- when they nominate you as their referee (e.g. in a property application)
From automated sources
- when our website stores a cookie on your browser
- when our analytics services and automated systems log your information, e.g. IP addresses
- when we use our automated technology to convert your documents to machine readable text (e.g. when you upload your utility bills to Move Me In or Maintenance Tracker)
From third party service providers (such as property platforms, utility service providers, and other people you or we may deal with in your property search)
- when you use a property site or platform that uses our software to handle your enquiry, inspection booking or application or electronic agency agreement submission
- when you search for and connect with utilities etc. using our Move Me In service (e.g. utility service providers, metering service providers and other retailers connected to your Move Me In searches and connections)
- when we or you interact with other third parties connected to your property search and the management of your tenancy or property purchase (e.g, tradespeople, tenancy databases and banks)
- when we or you interact with regulators and law enforcement
- your employer, if you are employed by someone who uses our services
- recruitment platforms, if you apply for a job with us
Unsolicited personal information
Unsolicited personal information is personal information that we receive which we did not solicit. Unless we determine that we could have collected the personal information in line with the APPs or the information is contained within a Commonwealth record, we must destroy the information to ensure it is de-identified.
How do we use your personal information?
We will not use your personal information for any purpose for which you would not reasonably expect us to use it for. Additionally, we will not disclose your sensitive information without your consent, unless there is a need to disclose such information in accordance with the Privacy Act or to comply with any other regulatory requirement.
Is personal information used for direct marketing?
We may use or disclose personal information (other than sensitive information) about you for the purpose of direct marketing (for example, advising you of new goods and/or services being offered by us).
We may use or disclose sensitive information about you for the purpose of direct marketing if you have consented to the use or disclosure of the information for that purpose.
You can opt out of receiving direct marketing communications from the Company by contacting the Privacy Officer in writing at Hathaway Real Estate email@example.com or, where available, accessing the Company’s website or e-mails and unsubscribing appropriately.
What happens if you do not provide your personal information?
You are not obliged to give us your personal information. If you would like to access any of our services on an anonymous basis or using a pseudonym, we will take reasonable steps to comply with your request. However, we will require you to identify yourself if:
- We are required by law to deal with individuals who have identified themselves; or
- It is impracticable for us to deal with you if you do not identify yourself or elect to use a pseudonym. This might include ensuring the safety of others for whom we have responsibility.
Please be aware that your request to be anonymous or to use a pseudonym may affect our ability to provide you with the requested services. For example, your ability to bid for a property at auction or apply for a rental property.
When do we disclose your personal information?
You acknowledge and agree that we may disclose your personal information for any of the purposes for which it is was collected, as indicated under paragraph 4 of this policy, or where it is under a legal duty to do so.
In order to assess tenancy applications, Hathaway Real Estate may disclose your personal information to all or any of the following:
- The Lessor / Owners
- DVS Document Verification Service www.dvs.gov.au
- NTD/Equifax/Veda National Tenant Database 1300 526 836 www.ntd.net.au
- The Department of Immigration
- Current and Past Employers
- Referees & Emergency Contacts
- Other Real Estate Agents, Asset managers or Private Landlords of current and previous
During and after the tenancy the Agent may disclose your personal information to:
- Tradespeople to contact you for repairs and maintenance of the property.
- Tribunals or Courts having jurisdiction seeking orders or remedies.
- Debt collection agencies, Credit providers and related persons to permit them to contact or locate you.
- Tenancy Database systems (NTD)
- The Owners lawyer, mortgagee & financier or valuer
- Lessors / Owners insurer in the event of an insurance claim.
- Future rental references to other asset managers / owners.
- Any person who maintains any record, listing or database of defaults by tenants
Disclosure will usually be internally and to related entities or to third parties such as contracted service suppliers.
Before we disclose personal information about you to a third party, we will take steps as are reasonable in the circumstances to ensure that the third party does not breach the APPs in relation to the information.
Access to your personal information
If we hold personal information about you, you may request access to that information by putting the request in writing and sending it to the Privacy Officer. We will respond to any request within a reasonable period, and a charge may apply for giving access to the personal information.
There are certain circumstances in which we may refuse to grant you access to the personal information. In such situations we will give you written notice that sets out:
- the reasons for the refusal; and
- the mechanisms available to you to make a complaint.
Correction of your personal information
If we hold personal information that is inaccurate, out-of-date, incomplete, irrelevant or misleading, we must take steps as are reasonable to correct the information.
If we hold personal information and you make a request in writing addressed to the Privacy Officer to correct the information, we must take steps as are reasonable to correct the information and we will respond to any request within a reasonable period.
There are certain circumstances in which we may refuse to correct the personal information. In such situations we will give you written notice that sets out:
the reasons for the refusal; and
the mechanisms available to you to make a complaint.
If we correct personal information that it has previously supplied to a third party and you request us to notify the third party of the correction, we will take such steps as are reasonable to give that notification unless impracticable or unlawful to do so.
Integrity and security of your personal information
We will take such steps (if any) as are reasonable in the circumstances to ensure that the personal information that we:
- collects is accurate, up-to-date and complete; and
- uses or discloses is, having regard to the purpose of the use or disclosure, accurate, upto-
date and complete.
We will take steps as are reasonable in the circumstances to protect the personal information from misuse, interference, loss and from unauthorised access, modification or disclosure.
If we hold personal information, it no longer needs the information for any purpose for which the information may be used or disclosed, the information is not contained in any Commonwealth record and we are not required by law to retain the information, it will take such steps as are reasonable in the circumstances to destroy the information or to ensure it is deidentified.
You have a right to complain about our handling of your personal information if you believe we have breached the APPs.
If you wish to make such a complaint to us, you should first contact the Privacy Officer in writing.
Your complaint will be dealt with in accordance with our complaints procedure and we will provide a response within a reasonable period.
If you are unhappy with our response to your complaint, you may refer your complaint to the Office of the Australian Information Commissioner.
Privacy Officer contact details
Our Privacy Officer can be contacted in the following ways:
- Telephone number: 02 6130 0880
- Email address: firstname.lastname@example.org
- Postal address: PO Box 395 Mawson ACT 2607