Privacy Policy
This Policy outlines how Property In A Box Pty Ltd manages personal information in accordance with the Information Privacy Principles (IPPs) contained in the Information Privacy Act 2000 (the Privacy Act). The Policy applies to any personal information provided to Property In A Box Pty Ltd by an individual, and also to personal information that Property In A Box Pty Ltd obtains about individuals from other sources.
Principle 1 - Collection of personal information
Property In A Box Pty Ltd only collects personal information that it is authorised by law to collect and that is necessary for the performance of its licensing and registration functions. This includes information used to assess Tenancy, management and Sale agreement applications, to update and verify client details, and to maintain the public registers required by law such as TICA.
Principle 2 - Use and disclosure of personal information
Property In A Box Pty Ltd and its staff are to maintain the confidentiality of personal information relating to applicants and information held on behalf of out clients in the day to day running of our business. This obligation applies to every person who works for and contracts to Property In A Box Pty Ltd.
There are a number of exceptions to this obligation, including divulging or communicating information to -
- The Director of Consumer Affairs
- The Civil and Administrative Tribunal
- A member of the police force
- The Staff and legal advisers of the Business Licence Authority or
- With the consent of the person to whom the information relates, to another person.
In general, Property In A Box Pty Ltd only uses the personal information it obtains for the purposes of assessing applications for Renting and Managing the rental and sale of a property. Property In A Box Pty Ltd may occasionally be required by Commonwealth law to provide personal information to Commonwealth Government agencies.
Principle 3 - Data quality
Property In A Box Pty Ltd endeavours to ensure that it obtains complete information during the application process and continues to do so once a person is licensed or registered.
Property In A Box Pty Ltd also endeavours to ensure that the personal information it holds is up to date.
Principle 4 - Data security
Personal information is stored by Property In A Box Pty Ltd in hard copy documents, as electronic data, or in Property In A Box Pty Ltd computer systems. Property In A Box Pty Ltd endeavours to protect any personal information that it holds from misuse or loss, and to prevent unauthorised access, modification or disclosure. Some of the protective measures employed by Property In A Box Pty Ltd are:
- Document security arrangements and policies in accordance with
Public Records Act 1973 requirements
- Security measures for access to Property In A Box Pty Ltd computer systems
- Controlling access to Property In A Box Pty Ltd premises and
- Confidentiality requirements imposed upon employees of Property In A Box Pty Ltd.
Principle 5 - Openness
A person may request information from Property In A Box Pty Ltd concerning the sort of personal information it holds, the purposes for which it is held, and how the personal information is collected, held, used and disclosed. Contact details for Property In A Box Pty Ltd Privacy Co-ordinator (Licensee). appear at the end of this document.
Principle 6 - Access to and correction of personal information
Access
Tenants, Vendors and Clients and other interested persons may be provided with access to their personal information subject to the Act and Freedom of Information laws allowing for such access. Contact details for the Property In A Box Pty Ltd Privacy Co-ordinator appear at the end of this document.
If Property In A Box Pty Ltd 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.
Correction
Requests for amendment of any personal information held by the Property In A Box Pty Ltd should be directed to Property In A Box Pty Ltd Privacy Co-ordinator (Licensee). Contact details appear at the end of this document.
Principle 7 - Unique identifiers
If a person becomes a client they may be assigned an identifier. These numbers are necessary to enable the Property In A Box Pty Ltd to perform its functions.
Principle 8 - Anonymity
Property In A Box Pty Ltd will respect the rights of individuals to remain anonymous when making general enquiries. However, it is not possible to maintain anonymity when applying for tenancy or as Property In A Box Pty Ltd is authorised to conduct its day to day business.
Principle 9 - Information crossing borders
Property In A Box Pty Ltd takes reasonable steps to ensure that individuals' personal privacy is protected when personal information is required to be transferred to another agency or body. Refer to Principle 2 above on the Use and Disclosure of personal information for an outline of how and when Property In A Box Pty Ltd may lawfully disclose personal information.
Principle 10 - Sensitive information
Property In A Box Pty Ltd collects information concerning the employment history and tenancy history of applicants, as part of its checks during the application process. The collection of this information is required to ensure that only eligible persons are granted approval to enter a lease on a property approved.
Concerned About Your Privacy? - How to Contact Property In A Box Pty Ltd
If you have any questions about personal privacy, or wish to access or correct personal information held by Property In A Box Pty Ltd, contact Property In A Box Pty Ltd Privacy Co-ordinator (Licensee). We will try to give you access with as little formality as possible. However, where your request is difficult or time-consuming to answer, or where it involves personal information about other people, we may have to use the freedom of information procedures to process it.
The Privacy Co-ordinator will handle the investigation of any complaint about information privacy. Property In A Box 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 you are not satisfied with the outcome, you are entitled to complain directly to the Office of the Privacy Commissioner.
Chris Bockisch – Licensee in charge of Property In A Box Pty Ltd, PO Box 604 Frankston 3199 VIC, Australia
More Information
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