Clifford Property Solutions are committed to protecting your personal information. This policy outlines how we collect, use and manage personal information for the purposes of managing and selling property, consultancy or other property related services. Why do we collect your personal information? Clifford Property Solutions need to collect personal information about individuals or Organisations who: Apply or are associated with people who apply, for a tenancy. Are currently renting a property through the agency. Seek or receive services in respect of the leasing or management of a property portfolio. Seek or receive services in respect of the purchase or sale of a property. Seek or receive consultancy services.
Clifford Property Solutions uses the personal information it collects for different purposes depending on the services provided. If you are a tenant or prospective tenant, we collect personal information for the purpose of assessing the risk of providing you with a tenancy, processing your tenancy application, preparing the lease or tenancy agreement, collecting rental payments and other purposes related to the establishment or management of your tenancy, including the connection of utilities if applicable. If you are a property owner, we collect personal information for the purpose of managing or selling your property or property portfolio and providing you with the relevant services. If you are a purchaser or prospective purchaser, we collect personal information for the purpose of keeping you updated on potential properties and during the purchase process. If you are purchasing a property we manage, we collect personal information for the purpose of managing changes arising from the change of ownership. If you are a contractor or service provider, we collect personal information for purposes associated with managing the contract or services provided. If all of the information we require to complete the requested services is not provided in full, we may not be able to provide some of the services you request.
What personal information do we collect? The types of personal information we generally collect include but is not limited to: Name. Date of birth. Residential address. Postal address. Email address. Home telephone number. Work telephone number. Mobile telephone number. Your occupation and business address. Financial information including details of your employer, income, name of bank or financial institution. Details of your spouse, de facto, dependent children, and roommates. Details of properties owned by you. Vehicle details. We will not ordinarily ask you to provide sensitive information. However, there may be circumstances where the information provided by you reveals sensitive information. For example: When giving spouse details may reveal sexual orientation, you may require a property with particular features or make mention of certain health information/requirements to us. We will only collect sensitive information in circumstances where: It is reasonably necessary for one or more of the services we provide or functions we carry out; and You consent to the collection of the information; or We are required or authorised by law to collect the sensitive information. We will, if it is reasonable or practicable to do so, collect your personal information directly from you. This may happen when you fill out a form or when you give us personal information in person, or via telephone, email, correspondence or our website. Sometimes we may collect personal information from a third party or a publicly available source. We rely on tenants, prospective tenants, and owners to ensure that, if they provide personal information about a third party, they obtain that third party’s consent or if that is not practicable, that they make the third party aware of the fact that their personal information has been provided to Clifford Property Solutions.
Use and disclosure of personal information. We only use and disclose collected personal information for purposes that relate to the services provided/intended or that the agency has been engaged to do so. Depending on the type of services, we may use your personal information for the following purposes: Assessing a tenancy application. Managing a tenancy. Effecting or assisting with the rental, financing, sale or purchase of a property. Managing or assisting with a property portfolio. Enforcing a tenancy agreement. Effecting payment or refund of a bond or security deposit. Resolving tenancy disputes. Arranging repairs or maintenance of a property. Arranging services or utility connections. Recording or accessing information with residential or retail tenancy authorities, land title registries or other government agencies. Recording or accessing information on tenancy information services or databases. Client and business relationship management; and Marketing of related products and services It is our general policy not to disclose your personal information to external organisations. However, Clifford Property Solutions may sometimes need to disclose personal information to third parties for the purposes set out above. When we collect personal information using our standard application forms, we may require you to consent to us making some or all of these disclosures.
Where we disclose information to third parties, we seek to ensure that they do not use personal information for anything other than the purpose for which we supplied that information to them. If you subscribe to our mailing list, we may use your contact details to send you news and information about us and details of products and services that we think may be of interest. Where we do this electronically, we will provide you with an unsubscribe facility. If at any time you decide that you no longer wish to receive this sort of information, please let us know and we will remove your details from the mailing list. However, if the law requires us to provide you with information about our products or services, we will provide that information to you even if you have elected not to receive information about those products or services. We may disclose personal information to other persons or organisations if required to do so by the order of a court or tribunal or if the disclosure is otherwise authorised or required by law.
For example, disclosure may be authorised or required where it is necessary to: Eliminate or minimise a risk to public health or safety. Investigate or deal with unlawful activity or serious misconduct. Establish or defend a legal claim. How do we hold and manage personal information we collect? We hold personal information in electronic databases and also where legislation requires, hard copies. Our information systems and files are protected from misuse and from unauthorised access, modifications and disclosure by a range of security measures. Complaints and further information.
If you believe your privacy has been interfered with and/or wish to make a complaint, please contact our Officer in Effective Control to discuss the details of the complaint. The OEC will investigate your complaint and notify you of the outcome once investigations are finalised. If you have any concerns about the privacy and protection of your personal information, please contact the OEC at Clifford Property Solutions to discuss further in detail and address the situation appropriately.
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