We are committed to protecting your privacy. The information we collect about you helps us to clarify your needs so we can look after you better. We may use this information to personalise your experience when you visit us but we do not sell this information to any other party.
Collection of personal information
We may access various databases in the public domain such as Sensis White Pages, Titles Office or other property databases. Existing clients, other estate agents or our business contacts may also provide us with information about you for referral purposes.
When you become a client or prospective client of Prime Estate we will obtain personal information from you directly or indirectly via the sources in the preceding paragraph. Before entering into lease agreements, we may also use authorised credit-checking services as part of our regular due diligence activities.
Types of information collected
If you are one of our Landlords, Vendors, Purchasers or prospective clients, we may collect and hold your contact information including mailing and residential addresses, email addresses and telephone numbers as well as relevant property ownership details.
If you are a Tenant or prospective Tenant, we may collect and hold:
Identify information including your name, address, previous addresses, date of birth, and copies of photo identification documents
Employment details such as your employment status, employer, salary, length of employment
Other sources of income
Personal and Financial Referees whom we may contact
Next-of-kin contact details
At times, we may ask you for additional personal information to provide additional services to you.
Use and disclosure of personal information
We collect the abovementioned personal information to:
Enable us to provide you with the services we offer
To comply with Local, State or Federal legislation or regulations with respect to real estate leasing and administration
Enable third party partner businesses to assist you with related or ancillary services, as required
We will only use your personal information lawfully for its business activities which include:
Compliance with our and your obligations under real-estate regulations and laws applicable for Victoria, including Residential Tenancies Act 1997 (residential Tenants), Retail Tenants Reform Act 1998 (commercial Tenants), The Subdivision Act 1988 (body corporate) and other various minor acts
Business improvement by way of customer satisfaction surveys
Sending you news, special offers, competitions and anything else we feel may be of benefit to our clients, however, we will always give you the opportunity to stop receiving such said offers via an ‘unsubscribe’ mechanism
Any other reasonable purpose necessary for conducting our business
If Prime Estate wishes to use or disclose any of your personal information in any other ways than described above, we will not do so unless:
We have your express consent to do so
We have reasonable grounds to believe that the use or disclosure is necessary to prevent a threat to life or health
We have reasonable grounds to believe that the use or disclosure is required by law or to enforce the law
Security of personal information
We will always take reasonable steps to ensure that any information we hold about you remains secure from all other parties. Once your information is no longer required for our business activities, including statutory information retention periods, we will take reasonable steps to destroy it.
Please be aware that although your physical and electronic information is stored in secure environments, we cannot guarantee that your information will be 100% secure from malicious and illegal activities of some individuals. Any security breaches that may occur via the internet or in our business premises will be reported to the relevant authorities immediately.
Access to personal information
You may access your personal information held by us subject to some exceptions. We will respond to your request for access within 14 days and endeavour to provide the requested information within 30 days.
We may charge you a reasonable fee to recover our costs for providing access based on the quantity of material and time involved in providing access.
We may refuse to grant access of personal information if:
Where in our opinion providing you access may create a serious threat to the life or health of any individual or may be an unreasonable intrusion into the privacy of another individual
Where your request for access is in our opinion frivolous or vexatious
Where providing access would be unlawful, may prejudice an investigation of possible unlawful activity, may prejudice enforcement of law, or denying access is specifically authorised by law
If for any reason we do not allow you to access your personal information, we will provide you with reasons in writing for our decision.
You will need to verify your identity before access to your personal information is granted.
We will do our best to try and resolve any complaints within 90 days.
If you are unhappy with the outcome of a complaint or concern, you can refer your issue to the Privacy Commissioner in your state capital on 1300 363 992.
You can also write to the Privacy Commissioner at:
The Office of the Federal Privacy Commissioner
GPO Box 5218
Sydney NSW 1042
Fax: (02) 9284 9666