PRIVACY POLICY & COLLECTION NOTICE
This Privacy Policy explains how Hallrock Property Consultants Pty Limited (ABN 53 090 989 889) (“we”, “us” or “our”) collects, uses, discloses and manages your personal information in accordance with the Privacy Act 1988 (Cth)(“the Act”) and the Australian Privacy Principles (APPs).
We respect your privacy and are committed to protecting your personal information. By providing your personal information to us, you consent to its collection, use and disclosure in accordance with this Privacy Policy and the Act.
We may update or amend this Privacy Policy from time to time by publishing the revised version on our website or otherwise notifying you.
This Privacy Policy is available on our website, at our office, and may also be made available to you at any property inspection or when we first communicate with you by email.
What personal information do we collect?
The types of personal information we may collect include (but are not limited to):
- your name, address, email, and contact details;
- proof of identity (such as a driver’s licence or passport);
- details of your property interests (owned, rented, or managed);
- employment and income details (for tenancy applications);
- financial information relevant to property transactions or management;
- information provided by referees or guarantors;
- and any other information reasonably necessary for us to provide our services.
How we collect personal information from you
We collect personal information directly from you through forms, applications, correspondence, inspections, telephone calls, emails, and online interactions when you:
- enquire about or engage us to sell, lease, or manage a property;
- apply to rent or inspect a property;
- attend an open inspection or auction;
- provide feedback or communicate with us; or
- subscribe to receive marketing materials or property updates.
How we collect personal information from other sources
We may also collect personal information from other sources as permitted by the Act, including:
- public registers such as NSW Land Registry Services;
- property valuers, financial institutions, and insurance providers;
- your legal, financial, or professional advisers;
- other agents, landlords, tenants, or owners’ corporations;
- third-party data providers; and
- publicly available information (e.g. online property listings).
When the law authorises or requires collection
We may be required by law to collect or disclose personal information under legislation such as the Property and Stock Agents Act 2002 (NSW), Residential Tenancies Act 2010 (NSW), and associated regulations.
How your personal information may be used
We use your personal information for purposes including:
Property Management
- to verify landlords, tenants, and prospective tenants;
- to process tenancy applications and manage leases;
- to advertise and market rental properties;
- to liaise with landlords, tenants, contractors, and insurers;
- to prepare tenancy agreements and manage rent collection; and
- to comply with applicable legal obligations.
Sales
- to verify vendors and purchasers;
- to market and sell properties;
- to liaise with vendors, purchasers, and their representatives;
- to conduct inspections and auctions; and
- to comply with legislative and taxation requirements.
Strata Management (if applicable)
- to manage and administer strata schemes;
- to liaise with owners, occupiers, and service providers; and
- to comply with relevant strata legislation.
Generally
- to maintain our business records and administrative systems;
- to communicate with you about our services, listings, and opportunities (direct marketing);
- to manage risk and ensure the safety and security of clients and staff; and
- to comply with any applicable law, court order, or regulatory requirement.
You can opt out of receiving direct marketing communications from us at any time by contacting us (see details below).
How we share your personal information
We may disclose personal information to third parties, including:
- your legal, financial, or professional representatives;
- mortgage brokers, banks, or insurers;
- valuers, tradespeople, contractors, or service providers;
- debt collection agencies;
- government agencies (e.g. NSW Fair Trading, ATO);
- property data providers and marketing platforms; and
- IT, cloud, and data hosting providers.
We take reasonable steps to ensure that third parties handle personal information in accordance with the Act.
Sharing personal information outside Australia
Your personal information may be stored electronically on secure servers, some of which may be located outside Australia.
Where this occurs, we take reasonable steps to ensure overseas recipients comply with the Australian Privacy Principles.
If you do not provide personal information
If you do not provide the personal information we request, we may be unable to provide our services, such as processing a tenancy application, verifying ownership for a property sale, or allowing access to an inspection or auction.
Accessing and correcting your personal information
You may request access to the personal information we hold about you or request that it be corrected if inaccurate, incomplete, or out of date. Requests should be made in writing to our Privacy Officer (contact details below).
A reasonable fee may apply for processing access requests.
Information security
We take reasonable steps to protect your personal information from misuse, loss, unauthorised access, modification, or disclosure through secure systems, restricted access, and staff training.
Marketing and opt-out
We may use your personal information (excluding sensitive information) for marketing and research purposes to inform you of services, listings, or promotions we believe may interest you.
You may opt out at any time by contacting us at the details below.