Privacy Policy | South Coast Property Specialists

South Coast Property Specialists

Privacy Policy

(Last updated March 2024)

1. About this Privacy Policy

(a) South Coast Property Specialists (ABN 72 089 187 501) (SCPS) is a real estate agency on the New South Wales south coast. SCPS is committed to complying with its obligations under the Privacy Act 1988.

(b) SCPS operates the www.scps.au website and provides a range of services including, property sales, property management and strata management.

(c) This Privacy Policy only applies to the extent SCPS collects, uses, holds, and discloses your personal information. In this Privacy Policy, a reference to "personal information" includes, where the context permits, "sensitive information".

(d) References in this Privacy Policy to "SCPS", "we", "us" and "our" are references to South Coast Property Specialists.

2. Consent

By providing your personal information to us, you consent to our collection, holding, use, and disclosure of your personal information in accordance with this Privacy Policy and any other arrangements that may apply between us.

3. Changes to this Privacy Policy

SCPS may revise this Privacy Policy from time to time either by posting the revised Privacy Policy on our website or by other written notification to you. Any changes to this Privacy Policy take effect upon the earlier of the revised Privacy Policy being posted on our websites or notification to you.

4. Information collected and held

4.1 In the process of conducting its operations and its business, including the provision of our services, SCPS will likely collect and hold a range of personal information. The type of information we may collect and hold includes:

(a) your name;

(b) your email address;

(d) your telephone number;

(e) your company name;

(f) our address;

(g) the address of the property you are intending to sell or purchase;

(h) information about property you are intending to lease, sell, or purchase such as:

(i) the registered title particulars;

(ii) title search;

(iii) title reference;

(iv) registered dealings (eg, mortgages, leases, any other items registered on title);

(v) list of inclusions;

(vi) other information included in the standard pages of the contract for sale;

(vii) community title search;

(viii) council zoning certificate;

(ix) council order;

(x) sewer diagram;

(xi) required dealings;

(xii) if the property has a swimming pool, the swimming pool register entry and compliance certificate or certificate of non-compliance;

(xiii) any document relating to, in on connection with, the property you are intending to lease, sell, or purchase;

(i) licensee name and number;

(j) your reference number in our customer management system;

(k) details of your legal adviser, or conveyancer including their name, address, mobile and telephone numbers and, as applicable, their licence number;

(l) details of the services we provide to you or that you have enquired about, including any additional information necessary to deliver those products and services and respond to your enquiries;

(m) any additional information that you provide to us directly through our website or indirectly through your use of our website, our services or through websites or accounts from which you permit us to collect your personal information;

(n) information you provide to us through customer surveys;

(o) information concerning or necessary for a request to appoint an industry expert or perform our obligations; and

(p) any other information that may be required in order to facilitate your dealings with us.

4.2 For some of our services, we may require other information. We will advise you of those requirements on the relevant service page.

4.3 You have the option of not identifying yourself or using a pseudonym when dealing with us in relation to a particular matter. However, if you do this or if you do not provide, or if we do not collect, your personal information then you may not be able to use the full functionality of our website or our services and we may not be able to provide you with our products and services.

5. Method of collecting information

SCPS may collect personal information either directly from you or from third parties (including the third parties listed in paragraph 6.1(f) below). We may also collect personal information when you:

(a) submit a query via our website or through other property portals who display our properties for sale or lease;

(b) register on our websites for property notifications or other services;

(d) communicate with us through correspondence, chats, email, or when you share information with us over the telephone or in person; or

(e) share information from social media platforms, services, and other permission based marketing sites.

6. Information used and disclosed

6.1 SCPS will collect, hold, use, and disclose your personal information (including personal information collected via REI Forms Live) for the following purposes:

(a) answering your queries, fulfilling your request for, or processing your applications for registration to, use or access our services;

(b) providing you with our services;

(d) providing information on products, services, and benefits available to you and users of our services;

(e) providing information to related parties, and suppliers of SCPS;

(f) providing information to third parties such as:

(i) Rello Holding Pty Ltd (for the payment of advertising funds)

(ii) Docusign (for the creation and authorisation of documents)

(iii) REINSW (for the creation of Agency Listing forms)

6.2 SCPS may also use and disclose your personal information to market our products and services.

6.3 If you do not wish to receive any information about SCPS services or benefits then please opt-out of receiving that information, either by:

(a) e-mailing us at [email protected]; or

(b) contacting our office on (02) 4471 2283.

Please allow 10 business days before any opt-out becomes effective.

7. To whom personal information is disclosed

7.1 SCPS may disclose personal information for the purposes described in this Privacy Policy to:

(a) SCPS's employees, officers, directors, agents, contractors, and related bodies corporate;

(b) third party suppliers or service providers such as:

(i) contractors who assist us in providing products or services to you;

(ii) mailing and distribution providers which organise delivery of products;

(iii) providers of help services, maintenance, and repair services;

(iii) market research providers;

(iv) marketing providers who conduct specialised activities such as mailouts and the dispatch of messages on social media platforms;

(d) our insurers;

(e) payment systems operators (e.g. banks or merchants receiving card payments);

(f) anyone to whom our assets or businesses (or any part of them) are transferred;

(g) specific third parties authorised by you to receive information held by us (including, without limitation, any legal representative you or a person you are representing advises is retained by you or a person you are representing);

(h) the third parties listed in paragraph 6.1(f) above; or

(i) other persons, including government agencies, courts, regulatory bodies, and law enforcement agencies, or as required, authorised, or permitted by law.

7.2 SCPS will generally not disclose your personal information to anyone except as described in this Privacy Policy unless you consent to a particular disclosure or if the identifying information can be removed.

8. Cookies

(a) A cookie is small text file stored on your browser's software when you access our websites or when you access our services.

(b) SCPS servers may generate cookies which collects and stores information about your use of our websites and services.

(c) The cookie allows you to page backwards and forwards through our websites and return to pages you have already visited. The cookie also allows data to be inputted into a form or template and temporarily stored until you choose to save that form or agreement template.

(d) Cookies generally remain on your computer even after an internet session is ended and the computer rebooted.

(e) You may refuse the use of cookies by selecting the appropriate settings on your browser, however please note that if you do this you may not be able to use the full functionality of our services. By using our services, you consent to the processing of data about you by SCPS and the Third Party.

9. Ratings and reviews

If you provide a review or rating for a product or service provided by, or available through, us, we reserve the right to publish part or all of your review or rating together with your first name and suburb on our websites.

10. Information security

SCPS takes reasonable steps to protect all personal information which it holds from misuse, loss, and unauthorised access, modification, interference, or disclosure. Where appropriate, SCPS uses secure transmission facilities. However, you are advised that there are inherent risks in transmitting information across the internet, including the risk that information sent to or from a website or one of our services may be intercepted, corrupted, or modified by third parties. No transmission of information over the internet can be guaranteed to be completely secure. As a result, we do not warrant the security of any information transmitted to us over the internet.

11. Disclosure of personal information outside of Australia

When you provide your personal information to us, you consent to the disclosure of your personal information outside of Australia and acknowledge that, in doing so, we will not be accountable under the Act for the treatment of that personal information by the overseas recipients. Any party to whom we disclose information may not be subject to regulation which has the effect of protecting the information in a way that, overall, is at least substantially similar to the way in which the Australian Privacy Principles protect the information and you may have no or no similar privacy protection in the country where the overseas entity is located.

However, we will take steps that are reasonable in the circumstances to ensure that any overseas recipient will deal with such personal information in a way that is substantially similar to or consistent with the way in which the relevant Australian Privacy Principles in the Act protects such personal information.

Your information may be disclosed to third-party providers located in Canada to provide users of our training systems with technical support when using those systems. Your information may also be provided to our third-party technology providers, including Zoom Video Communications, Inc. (Zoom) who may store your data overseas (please click HERE to view Zoom’s privacy policy).

12. Links to other websites

The Website and our services may contain links to other websites. We recommend that you review the privacy policies of those websites so that you can understand their privacy practices. SCPS is not responsible for the privacy practices of, or the content on, those websites. This Privacy Policy does not extend to those websites.

13. Accessing your Personal Information

You may request access to any personal information held by SCPS which relates to you. If SCPS holds personal information of any other individual, that individual has the same right to request access to personal information that SCPS may hold, unless SCPS is permitted by law (including the Act) to withhold that information. SCPS may charge a reasonable fee where access to personal information is provided (no fee will be charged for making an application to access personal information).

Any requests for access to your personal information should be made in writing to the Privacy Officer (contact details in paragraph 15 below). You also have the right to request the correction of any personal information which relates to you that is inaccurate, incomplete, irrelevant, misleading or out-of- date.

14. Complaints

If you wish to make a complaint about the way we have handled your personal information, or that we may have breached this Privacy Policy please contact the Privacy Officer (contact details in paragraph 15 below). Please include your name, email address, and telephone number. Please also clearly describe your complaint. We will acknowledge your complaint and respond to you regarding your complaint within a reasonable period of time. If you think that we have failed to resolve the complaint satisfactorily, we will provide you with information about further steps you can take.

You are also entitled to make a complaint to the Office of the Australian Information Commissioner (OAIC). You can obtain further general information about your privacy rights and privacy law from the OAIC by:

(i) calling their Privacy Hotline on 1300 363 992

(ii) visiting their web site at http://www.oaic.gov.au

(iii) writing to:

The Australian Information Commissioner

GPO Box 5218

Sydney NSW 1042

15. Contact details

The Licensee in Charge

South Coast Property Specialists

5/534 George Bass Drive Malua Bay NSW 2536 (02) 4471-2283

[email protected]