Privacy policy
1. Introduction & Purpose of this Policy
Stanton Hillier Parker Group (SHP International Pty Ltd, SHP Management Pty Ltd, SHP Management 2 Pty Ltd, SHP Sydney South Pty Ltd and The Sydney Commercial Property Group Pty Ltd) (collectively referred to as “SHP”) provides real estate services including property management, sales and leasing. SHP are committed to managing personal information in accordance with Australian Privacy Principles (“APP’s”) and this document sets out our policies for managing this information.
This Privacy Policy explains;
The scope of our Privacy Policy;
Why we collect personal information;
What personal information we collect;
How we collect and use your personal information;
How we disclose your personal information;
Your right to access your personal information;
How we protect the integrity of your personal information;
Your right to make a privacy complaint; and
How you can contact us regarding privacy concerns
We reserve the right to review and if necessary, change this Privacy Policy.
2. Scope
This Privacy Policy governs all personal information collected by and provided to us and must be adhered to by all persons who access, use, process, control or otherwise deal with personal information on our behalf. This policy applies to independent contractors and job applicants, as well as individuals who provide us with personal information.
3. What is personal information?
Personal information is any information that can be used to identify you. This includes any information or an opinion about you (including information or an opinion forming part of a database), whether true or not, and no matter how the information or opinions are recorded. The information may be collected from you directly or provided to us by another party.
4. Why do we collect personal information?
We collect personal information from you for the following purposes:
To allow us to lawfully carry out our real estate functions and activities;
To enable us to deliver, or provide further information about the products and services that you requested;
To personalise and customise your experiences with us;
To help us review, manage and enhance our services;
To communicate more effectively with you;
For administration purposes, including charging, billing and collecting debts;
To promote and market our products and services which we consider may be of interest to you;
Recruitment processes (including for volunteers, internships and work experience); and
To receive services from you or the organisation which employ you.
We may also collect, hold use and / or disclose personal information if you consent or if required or authorised under law.
5. What personal information do we collect?
5.1. When you enquire about our services, browse our website, become a client of SHP, a record is made which includes your personal information.
5.2. The type of information that we collect and hold will vary depending on the circumstances of collection and the kind of service you request from us, but will typically include. For example:
a) your name, e-mail, gender, age and postal address;
b) information about you or an organisation who you represent;
c) any additional personal information you provide to us, or authorise us to collect, as part of your interaction with SHP
d) Prospective employees or applicants
5.3. Candidates – We collect personal information when recruiting personnel, before offering you a position, such as your name, contact details, qualifications and work history. Generally, we collect this information directly from you or your recruitment agency. In addition to the items stated in 5.2 (a) – (d) above, we may collect and hold information including your employment history, references, resume, medical history, emergency contact, taxation details, qualification, and payment details.
5.4. Suppliers – If you are a supplier to SHP, we may collect and hold information including your name, address, email address, contact telephone number, business records, billing information, information about goods and services supplied by you.
5.5. SHP may collect personal information about other individuals who are not clients of SHP. This includes customers and members of the public who participate in events we are involved with, individual service providers and contractors to SHP, and other individuals who interact with SHP on a commercial basis. The kinds of personal information we collect will depend on the capacity in which you are dealing with SHP. Generally, it would include the items set out in 5.2 (a)-(d) and information regarding our interactions and transactions with you.
5.6. If you are participating in an event we are managing or delivering, we may take images or audio-visual recordings which identify you.
5.7. In limited circumstances, SHP may collect information which is considered sensitive information. For example, if you are injured at an event promoted or delivered by SHP we may collect health information about you in an emergency or otherwise with your consent.
5.8 Sensitive information – SHP will only collect sensitive information where you consent to the collection of it and the information is reasonably necessary for one or more of the Company’s functions or activities. Sensitive information includes, but is not limited to, emergency situations, if you are injured at an event delivered by SHP, information or an opinion about racial or ethnic origin, political opinions, religious beliefs, philosophical beliefs, membership of a trade union, sexual preferences, criminal record, health information or genetic information.
5.9 You can always decline to give SHP any personal information we request, but that may mean we cannot provide you with some or all of the services you have requested. If you have any concerns about personal information we have requested, please let us know.
6. Employee Records
6.1. This policy does not apply to the collection, holding, use or disclosure of personal information that is an employee record.
6.2. An employee record is a record of personal information relating to the employment of an employee. This may include, but is not limited to, health information about the engagement, training, disciplinary action, photographs or audio-visual recordings, resignation, termination, terms and conditions of employment of the employee.
7. How do we Collect and Hold Personal Information?
7.1. SHP generally collects personal information directly from you. We may collect and update your personal information over the phone, by email, via the internet, transactions, documents and contracts, social media or in person. We may also collect personal information from other sources for example, technology that is used to support communications between us or from third parties, including through publicly available information sources (which may include telephone directories, the internet and social media sites).
7.2. When we collect personal information about you through publicly available information sources, such information will be managed in accordance with the APP’s.
7.3. Unsolicited personal information is personal information that we receive which we did not solicit. Unless we determine that we could have collected the personal information in line with the APP’s or the information is contained within a Commonwealth record, SHP must destroy the information to ensure it is de-identified. We also maintain computer and network security, for example, we use firewalls (security measures for the internet) and other security systems such as user identifiers and passwords to control access to our computer systems.
7.4. SHP stores information in paper-based files or other electronic record keeping methods in secure databases (including trusted third party storage providers based in Australia and overseas). Personal information may be collected in paper-based documents and converted to electronic form for use or storage (with the original paper-based documents either archived or securely destroyed). We take reasonable steps to protect your personal information from misuse, interference and loss and from unauthorised access, modification or disclosure.
7.5. Our websites do not necessarily use encryption or other technologies to ensure the secure transmission of information via the internet. Users of our websites are encouraged to exercise care in sending personal information via the internet.
7.6. We take steps to destroy or de-identify information that we no longer require.
8. How does SHP interact with you via the internet?
8.1. You may visit our websites (https://www.stantonhp.com/) without identifying yourself. If you identify yourself (for example, by providing your contact details in an enquiry), any personal information you provide to SHP will be managed in accordance with this Privacy Policy.
8.2. SHP’s websites use cookies. A “cookie” is a small file stored on your computer’s browser, which assists in managing customised settings of the website and delivering content. We collect certain information such as your device type, browser type, IP address, pages you have accessed on our websites and on third-party websites. You are not identifiable from such information.
8.3 You can use the settings in your browser to control how your browser deals with cookies. However, in doing so, you may be unable to access certain pages or content on our website.
8.4 SHP’s websites may contain links to third-party websites. SHP is not responsible for the content or privacy practices of websites that are linked to our website.
9. How does SHP use and disclose personal information?
9.1 For clients – the purposes for which we may use and disclose your personal information will depend on the services we are providing you. For example, if you have engaged us to deliver a service, we may disclose information about you to service providers where this is relevant to our services.
9.2 For customers and participants – if you are a customer or participant in an event, we may disclose your personal information to our clients and venues where this is reasonably necessary for, and relevant to, the delivery of the event.
9.3.Disclosure to contractors and other service providers – SHP may disclose information to third parties we engage in order to provide our services, including contractors and service providers used for data processing, data analysis, customer satisfaction surveys, information technology services and support, website maintenance/development, printing, archiving, mail-outs, and market research.
9.4 Disclosure to related and affiliated companies of SHP, located in Australia and overseas. Third parties to whom we have disclosed your personal information may contact you directly to let you know they have collected your personal information and to give you information about their privacy policies.
9.5 Use and disclosure for administration and management SHP will also use and disclose personal information for a range of administrative, management and operational purposes. Some examples include, administering payments and debt recovery, planning and managing our services and statistical analysis.
9.6 We may use or disclose personal information (other than sensitive information) about you for the purpose of direct marketing (for example, advising you of new goods and/ or services being offered by us).
9.7 We will not use your personal information for any purpose for which you would not reasonably expect us to use it for. Additionally, we will not disclose your sensitive information without your consent, unless there is a need to disclose such information in accordance with the Privacy Act or to comply with any other regulatory requirement.
10. What happens if you do not provide your Personal Information?
10.1. You are not obliged to provide us with your personal information. If you would like to access any of our services on an anonymous basis or using a pseudonym, we will take reasonable steps to comply with your request. However, we will require you to identify yourself if:
We are required by law to deal with individuals who have identified themselves; or
It is impracticable for us to deal with you if you do not identify yourself or elect to use a pseudonym. This might include ensuring the safety of others for whom we have responsibility.
10.2. Please be aware that your request to by anonymous or to use a pseudonym may affect our ability to provide you with the requested services. For example, your ability to bid for a property at auction.
10.3 You can opt out of receiving direct marketing communications from the Company by contacting the Privacy Officer in writing at Stanton Hillier Parker International or where available, accessing the Company’s website and unsubscribing appropriately.
11. When do we disclose your Personal Information?
11.1 You acknowledge and agree that we may disclose your personal information for any of the purposes for which it is, was collected, as indicated under paragraph 4 of this policy, or where it is under a legal duty to do so.
11.2 Before we disclose personal information about you to a third party, we will take reasonable steps e in the circumstances to ensure that the third party does not breach the APPs in relation to the information.
12. Access to your Personal Information
12.1. You are entitled to access your personal information held by SHP on request. To request access to your personal information, please contact our privacy officer using the contact details below. We will respond to any request within a reasonable period, you will not be charged for making a request however, you may be charged for reasonable time and expense incurred in compiling information in response to your request.
12.2. There are certain circumstances in which we may refuse to grant you access to the personal information. In such situations we will give you written notice that sets out.
the reasons for the refusal; and
the mechanisms available to you to make a complaint.
12.3 We will take reasonable steps to ensure that the personal information we collect, use or disclose is accurate, complete and up-to-date. You can help us to do this by letting us know if you notice errors or discrepancies in information we hold about you and letting us know if your personal details change.
12.4 However, if you consider any personal information we hold about you is inaccurate, out-of-date, incomplete, irrelevant or misleading you are entitled to request correction of the information. After receiving a request from you, we will take reasonable steps to correct your information.
12.5 We may decline your request to access or correct your personal information in certain circumstances in accordance with the Australian Privacy Principles. If we do refuse your request, we will provide you with a reason for our decision and, in the case of a request for correction, we will include a statement with your personal information about the requested correction.
13. Complaints
13.1. You may contact SHP at any time if you have any questions or concerns about this Privacy Policy or about the way in which your personal information has been handled.
13.2. If you wish to make such a complaint to us, please contact our Privacy Officer in writing. Your complaint will be dealt with in accordance with our complaints procedure and we will provide a response within a reasonable period.
13.3. If you are not satisfied with our response to your complaint, you may refer your complaint to the Officer of the Australian Information Commissioner.
14. Privacy Officer contact details:
Our Privacy Officer can be contacted in the following ways:
Address: Level 1, 56 Pitt Street, Sydney NSW 2000
Post: GPO Box 3497, Sydney NSW 2001
Email: info@stantonhp.com
Phone: 02 8000 8888
15. Disclaimer on email marketing:
By providing your email address, you have been added to receive email marketing communications from Stanton Hillier Parker. We respect your privacy and may only use your email address for sending marketing communications, in accordance with our Privacy Policy https://www.stantonhp.com/privacy-policy/ . You can opt-out at any time by unsubscribing from our emails. Your trust is important to us, and we are committed to safeguarding your data and we do not share or sell your details with any unrelated third parties.