Hills Prestige Property Management Pty Ltd (A.C.N. 6323264000) & our related entities are committed to complying with its obligations under the Privacy Act 1988 (Cth) (the Act).

The Act allows personal information to be collected, used and disclosed for the purposes for which it was collected in accordance with the Act.

This Privacy Policy only applies to the extent we collect, use and disclose personal information in connection with this website.

This Privacy Policy may be revised, updated or replaced from time to time and we may subsequently notify users of any changes to it by posting the revised, updated or replaced Privacy Policy on this website. Any changes to it take effect on the date on which the revised, updated or replaced Privacy Policy is posted to this website.

The Kinds of Personal Information Collected and Held (APP1.4a)

Hills Prestige Property Management Pty Ltd (A.C.N. 6323264000) and our related entities collects personal information, which can include: -

• Contact information (name, address, phone number, email).
• Occupation
• Next of Kin (in case of emergency)
• Identification information (driver's license, passport details)
• Financial information (bank account details, income information)
• Rental and Employment references
• Property information (details of properties owned, rented, or being sought)
• Sensitive information such as credit worthiness and other details necessary to assess applications
• Other relevant information (family details & employment history).

Why do we collect this information?

Hills Prestige Property Management collects your Personal Information for the primary purpose of providing real estate services & marketing to our clients. 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.

You do not have to provide us with your personal information, however, if you do not, we may not be able to provide you with our services or information or allow you to any inspect property under our control.

We request the information from you so that we can provide you with the services and products you have requested from us, and the manage our obligations to you under any customer contract or applicable law. Some of the services we provide as a real estate agency include: -

• Any service or information we provide acting as an agent for leasing & managing properties:
• Marketing purposes and to provide you with information about products or services that may be of interest to you
• Enabling us to conduct our business, including meeting any legal or regulatory obligation placed upon us.

We will only collect your sensitive information if you have provided us with consent to do so. Where possible, we will give you the option of interacting with us anonymously.

Automated Decision Making (ADM)

ADM is when:

• We use a computer program to make, or do a thing that is substantially and directly related to making, a decision; and
• The decision could reasonably be expected to significantly affect the rights or interests of an individual; and the kinds of personal information used in the operation of such computer programs include name, contact details, credit history, salary and employment information.
• The kinds of decisions for which a computer program or AI may assist (but not completely decide), that is substantial and directly related to making the decision, made by the computer program may include processing applications, adjusting account settings, denying access, eligibility of service, approval of application, short listing of application based on affordability criteria.
• The kinds of decisions made solely by the operation of such computer programs or AI may include eligibility of service, approval of application, short listing of application based on affordability criteria.

Hills Prestige Property Management Pty Ltd (A.C.N. 6323264000) & our related entities ensure that automated decision-making is fair, transparent, and complies with the Australian Privacy Principles. You have the right to request information about any automated decisions that affect you and to seek human review of these decisions.

Website Analytics and Cookies

We may use website analytics tools to understand how people use our website, improve our services, and deliver relevant information or advertising. These tools are provided by third-party vendors, such as Google and others.

Information disclosed

We will use and disclose personal information only for the purposes for which it is collected in accordance with the Act, including:

• providing services and customer support, including service updates;
• maintaining and updating our records;
• comparing information for accuracy, and verifying it with third parties; and
• providing information as authorised or required by law or a relevant government body or authority.

Overseas disclosure

We disclose personal information overseas.

We may use cloud storage and IT servers that may be located overseas to store the personal information we hold. As electronic or networked storage can be accessed from various countries through an internet connection it is not always practical to know in which country information about an individual may be held.

To the extent that we can identify the countries to which we transfer information they are:

• e.g. Singapore – subject to the Personal Data Protection Act 2012.

Please note that in some cases countries to which we transfer information may not have laws or binding schemes that have the effect of protecting your information in a way that overall is at least substantially similar to the way in which the Australian Privacy Principles protect your information, and there may not be any mechanism or binding scheme that you can access to take action to enforce legal protections.

Anonymity and pseudonyms

General users of the website do not need to disclose their identity to us in order to use this website. This website does not, therefore, collect personal information about people who generally access it except in the circumstances described above.

Please note that we may not be able to provide you with some or all of our services if you are anonymous or use a pseudonym.

Cookies

A cookie is an electronic token that is passed to the user’s browser which passes it back to the server whenever a page is sent to the user. Our servers may generate cookies which are used to keep track of the pages that users have accessed while using the website. The cookie also allows data to be inputted into a form or template and temporarily stored until the user chooses to save that form or template. Cookies generally remain on the user’s computer even after an internet session is ended and the computer rebooted. The cookie can be read by the server that placed it there during a subsequent visit to that same server. Their exact behaviour is server specific.

When users visit this website, our server may log certain information, including the type of browser and operating system the user is using, the top level domain name (for example .com, .net, .au, etc), the address of the referring site (for example, the previous site visited), the server's IP address, the date and time of visit and the address of the pages accessed and the documents downloaded. This information is generally only for internal statistical analysis and system administration purposes.

Any other information supplied to us (for example, if a user sends an email or enters any personal information into our website) is treated in accordance with this Privacy Policy.

Information security

We take reasonable steps to protect all information which we hold (including personal information) from misuse, loss, and unauthorised access, modification or disclosure

We may store information about you in cloud or other types of networked or electronic storage. As electronic or networked storage can be accessed from various countries through an internet connection it is not always practical to know in which country personal information about you may be held.

Where appropriate, we use secure transmission facilities. However, no transmission of information over the internet can be guaranteed to be completely secure and we do not warrant the security of any information transmitted to us over the internet.

Links to other websites

This website may contain links to other websites. We are not responsible for the privacy practices or the content of those websites. This Privacy Policy does not extend to those linked websites.

Marketing and opt-out

We may also use the information, including personal information (excluding sensitive information), provided by users of this website for marketing and research purposes, to analyse and improve products, benefits and services and to inform users of products, services and benefits provided by us, our related entities, suppliers or sponsors which we consider may be of value or interest to users, unless the user tells us, or has previously told us, not to. If a user does not wish to receive any information about such products, services and benefits they can contact the Privacy Officer (details specified below). We will not use your sensitive information for these purposes without your consent.

You can opt out of personalised Google advertising by visiting Google Ads Settings or through YourAdChoices.

How information is collected

Analytics tools may use cookies or other tracking technologies to collect information about your visits, such as pages viewed, time spent on the site, and device information.

Information collected may include online identifiers like your IP address. When combined with other data, this may constitute personal information.

Vendors we use

• Google and others

Purpose of collection

• To monitor and improve website performance
• To provide relevant advertising or marketing information
• To understand user behaviour and preferences

Opt Out

You can opt out of personalised Google advertising by visiting Google Ads Settings or through YourAdChoices.

Agency responsibility

We keep this list of analytics providers and opt-out instructions up to date.

If you do not want to be tracked by our analytics tools, you can disable cookies in your browser or follow the opt-out instructions above.

Data Security

Hills Prestige Property Management Pty Ltd (A.C.N. 6323264000) & our related entities have the following data security measures in place to protect your personal information from unauthorised access, use or disclosure.

All personal information collected by us through our platforms listed is stored in a variety of formats including electronically in databases, in hard copy files and on personal devices including laptop computers, mobile phones, cameras and other recording devices.

We take reasonable steps (both technical and organisational) to ensure that your personal information is stored both securely and is protected by: -

• Having a robust physical security of our premises and database/records/files.
• Taking measures to restrict access to only personnel who need that personal information to effectively provide services to you
• Having technical measures in place (e.g. anti-virus software, firewalls, the use of a VPN, secure payment portals, and the use of Secure Sockets Layer (SSL) protocols.
• When your Personal Information is no longer needed for the purpose for which it was obtained, we will take reasonable steps to destroy or permanently de-identify your Personal Information. Unless legislation requires otherwise, most of the Personal Information is or will be stored in client files which will be kept by us for a minimum of 7 years, in order that we can meet legislative requirements.

If you are sending us personal information, it is transmitted to us at your own risk. You must take the necessary steps to protect your information by protecting things like usernames and passwords, customer details etc. You should notify us as soon as practical if you become aware of a security breach.

Data Breaches

If Hills Prestige Property Management Pty Ltd (A.C.N. 6323264000) & our related entities become aware of any security breach, an internal process will be immediately commenced in accordance with our Data Breach Response Plan. This will guide a conduct of an assessment of the breach and commence notification and rectification procedures if they are necessary.

Accuracy, Access and Correction of Personal Information

It is an important to us that your Personal Information is up to date. Hills Prestige Property Management Pty Ltd (A.C.N. 6323264000) & our related entities will take reasonable steps to ensure the information we collect and hold about you is accurate, up-to-date, and complete.

You may access the Personal Information we hold about you and update and/or correct it, subject to certain exceptions. If you wish to access your Personal Information, please contact us in writing.

If you believe or find that the information we have may not be up to date or is inaccurate, please advise us as soon as practicable so we can update our records and ensure we can continue to provide a quality service.

Hills Prestige Property Management Pty Ltd (A.C.N. 6323264000) & our related entities will not charge any fee for your access request but may charge an administrative fee for providing a copy of your Personal Information that we hold.

So that we may protect your Personal Information, we may require identification from you before releasing the requested information.

Accessing your Personal Information

Users of the website whose information we either collect, use or disclose have the right to request access to any personal information held by us which relates to them, unless we are permitted to withhold that information. We may charge a reasonable fee where access to personal information is provided. Any requests for access to a user’s personal information should be made in writing to the Privacy Officer (details specified below). The user also has the right to request the correction of any personal information which relates to them that is inaccurate, incomplete, irrelevant, misleading or out-of-date.

If the user requires any further information about our management of personal information or has any queries or complaints, they should contact:

The Privacy Officer:-Melinda Howarth
Level 5, 4 Columbia Circuit Norwest NSW 2153
Tel: 02 8896 4347
Email: [email protected]

The Office of the Information Commissioner can be contacted as follows:
Phone enquiries: 1300 363 992
Monday – Thursday 10am–4pm AEST/AEDT
Online enquiries: www.oaic.gov.au/contact-us
Post: GPO Box 5288 Sydney NSW 2001
Fax: +61 2 9284 9666

Acceptance of this Privacy Policy

By using this website, accessing any of our products, services or features, the user acknowledges that it has read, understands and accepts this Privacy Policy and the permissions to collect, use and disclose personal information, and the user authorises us to collect, use and disclose, in accordance with the Act, their personal information for the purposes specified in this Privacy Policy.