Darryn Mawby & Associates only collects personal information that is authorized by law to collect and that is necessary for the primary purpose of selling, buying and leasing real estate. This includes information used to process rental applications, provide appraisals, listing residential and commercial properties for sale either by exclusive authority, open (general authority) or auction authority and selling property.

Personal information is usually collected directly from the primary individual/s, during the process of our association with clients. Some personal information may be collected from a secondary source or third party when required, where the primary source has authorised collection or would reasonably expect that such collections will take place.

There are a number of exceptions to this obligation, including divulging or disseminating information to:

•    A member of the police force;
•    With the consent of the person to whom the information relates, to another person or organization relevant to the real estate industry; and
•    The Victorian Civil and Administrative Tribunal

In general, Darryn Mawby & Associates is required to register any individual details as they see fit regarding the tenancy of a property such as registering details on national databases such as National Tenancy Database (NTD) and Tenancy Information Centre of Australia (TICA).

Darryn Mawby & Associates also endeavors to ensure that the personal information it holds is up-to-date. All clients and employees can request access to the personal data being held on them at any time and can change, alter or delete any data that is not relevant to them.

•    Security measures for access to the company's computer server and network
•    All employees utilizing password for their individual workstations
•    Administrative passwords for all administration levels within the computer system
•    Controlling access to the company's premises and monitoring where clients other than staff wait for appointments
•    Confidentiality requirements imposed upon employees and all creditors that may access the premises as the company has an open desk policy where all employees of the company and creditors to the company (e.g. Contract cleaners)

If the company does not provide access, the person requesting access will be advised of the reasons for the refusal and informed of any legal exemptions relied upon to reach the decision to refuse access.

Correction
All employees of the company are authorized by the Director to correct an error or omission to any client detail, which may, but need not be done at the request of the person to whom the error or omission relates.

Request for alterations to information of a personal nature should be directed to the Privacy Officer or can be issued to any other employee who receives the enquiry. Contact details for the Privacy Officer appear at the end of this document.

The company acknowledges that an individual's name and ABN are not considered to be an identifier.

This principle does not stop the company from accessing or viewing Commonwealth identifiers such as passports, Centrelink or Medicare cards to establish the identity of a person, but it does however enforce that the company cannot use or disclose the identifying number unless the above reason applies of assisting to process tenancy application.

In reference to individuals requesting addresses to sale properties, if a client chooses to remain anonymous the company reserves the right to not disclose a property address to them as there already exists an onus on the company to protect the privacy of the Vendor.

In reference to open house inspection collection notices (see attached the collection notice) if an individual chooses to not disclose their name and contact details before entering an open house inspection, the agent's representative on duty has the authority to deny that individual access to the property as outlined in the collection notice which is displayed at every open house. A collection notice is also made available to all individuals to take with them from the open house.

The company, if ever unsure if the country to which data is being sent has similar privacy protection laws will where necessary seek legal advise.

The company, if at the time of collecting personal information from an individual is aware that they may need to instigate transborder data flows via electronic process or hard copy mail should get the consent from the individual then rather than trying to obtain consent at a later date.

Darryn Mawby & Associates is aware of and adheres to the guidelines of Principle 10 ensuring that all personal information that could be considered to be "sensitive" under the Privacy Act 1988 not be collected unless required to conduct business or as required under the Real Estate Agents Act.

If you have any questions about personal information being held on you, or wish to access or correct personal information, contact the Privacy Officer on:

You may wish to write to:

Darryn Mawby & Associates will attempt to support an individual in a prompt, professional and efficient manner. The Privacy Officer will handle the investigation of any complaint about information privacy. Darryn Mawby & Associates Pty Ltd will acknowledge written complaints within 5 working days and will provide a full response within 30 working days of receipt of the complaint. If an individual is not satisfied with the outcome they receive from the company they are entitled to complain directly to the Officer of the Privacy Commission.

MORE INFORMATION:

For more information on privacy relevant to Real Estate, see:
http://www.bla.vic.gov.au or http://www.reiv.com.au

For more information on privacy laws in Victoria, see:
http://www.privacy.vic.gov.au

For information on privacy laws in Australia generally, see:
http://www.privacy.gov.au

Darryn Mawby & Associates have a designated Privacy Officer that is responsible for handling all complaints and/or access to personal information requests.

The Privacy Officer has a thorough understanding of the ten National Privacy Principles and how they apply in reference to Darryn Mawby & Associates Pty Ltd complying with the Act.

Any phone, email or walk-in enquiry is delegated to the Privacy Officer. If the Privacy Officer is not available then another staff member will ask for name and contact numbers so that the Privacy Officer can contact them ASAP upon their return to the office.

In an attempt to minimize complaint to the office the Privacy Officer will support all staff in any privacy questions and/or will refer them to the ten national privacy principles that all staff have been circulated and read 17/12/2002.

If at any time the Privacy Officer is not fully aware as to how to deal with a complaint they will investigate further with the relevant bodies that support the real estate industry to support them in their actions.

The Privacy Officer will also refer to the Victorian Government Privacy website for further support or refer the individual there for follow-up. The address is www.privacy.vic.giv.au.

The Privacy Officer contact details are displayed at the front counter of the office, on all forms handed out to the public and at the Darryn Mawby & Associates website.

http://www.bla.vic.gov.au

http://www.reiv.com.au

http://www.privacy.vic.gov.au

http://www.privacy.gov.au

The Privacy Officer for Darryn Mawby & Associates can be contacted on:

5442 2011 - telephone
5443 0007 - fax
info@darrynmawby.com.au - email

or go to the Darryn Mawby & Associates website and access our privacy documents there at http://www.darrynmawby.com.au

Darryn Mawby & Associates will be updating the Privacy Policy for the company as required. This will be carried out at the discretion of the company and will not necessarily inform individuals about the alterations.

The company will however once changes have been made, post all changes to the website, make relevant to the written policy and train staff in the amendments.