This Privacy Policy (“Policy”) sets out how Guild Management (ABN 16667465876) (“we”) treat the privacy of those with whom we interact.

We are committed to providing quality services to you and this Policy outlines our ongoing obligations to you in respect of how we manage your Personal Information.

We have adopted the Australian Privacy Principles (APPs) contained in the Privacy Act 1988 (Cth) (“the Privacy Act”). The APPs govern the way in which we collect, use, disclose, store, secure and dispose of your Personal Information.

A copy of the APPs may be obtained from the website of The Office of the Australian Information Commissioner at www.aoic.gov.au

Collecting Personal Information

Personal Information is information or an opinion that identifies an individual.

This may include names, addresses, dates of birth, contact numbers, email addresses, property ownership details, lot numbers, unit entitlement details, driver’s licence details, credit information and history, banking details, income details, taxation information, credit card information, other financial details.

This Personal Information is obtained in many ways including interviews, correspondence, by telephone and email, via our websites and from third parties.

Where reasonable and practicable to do so, we will collect your Personal Information only from you. However, in some circumstances we may be provided with information by third parties. Such as when we conduct credit checks through credit reporting bodies, various public domain databases, or when we make enquiries through the Titles Office.

In such a case we will take reasonable steps to ensure that you are made aware of the information provided to us by the third party.

Use of Personal Information

We collect your Personal Information for the primary purpose of providing our services to you, providing information to our clients and marketing. We may also use your Personal Information for secondary purposes closely related to the primary purpose, in circumstances where you would reasonably expect such use or disclosure.

You have the option to opt-out of receiving marketing communications from us. If you do not wish to continue to receive electronic marketing communications from us and/or selected third parties you should opt-out by clicking on the “unsubscribe” link in any email communications that we might send you.

When we collect Personal Information we will, where appropriate and where possible, explain to you why we are collecting the information and how we plan to use it.

Disclosure of Personal Information
Your Personal Information may be disclosed to third parties for limited purposes, such as to fulfil our role managing an owners corporation. Those persons and business may include:

• Organisations who carry out credit, fraud and other security checks;
• Couriers and delivery business (where we arrange to deliver goods to you or persons you have requested us to send deliveries to);

We may also disclose your personal information to third parties:

• Where we have your express permission to do so;
• Where it can reasonably be inferred from the circumstances that you consent to the disclosure to the third parties;
• Where required under the Owners Corporation Act 2006 and or to ASIC;

Where we have to disclose your personal information to third parties in order that we can provide management services to you/ your owners corporation e.g.

• a contractor to the owners corporation that provides maintenance to common property adjoining your lot);
• To a prospective purchaser of your property who requires a certificate from us about the financial position of your lot;
• To allow inspection or provision of the Owners Corporation Register;
• If substantially all of our assets were acquired by a third party, in which case personal information which we hold about our customers may be one of the transferred assets (subject to the same constraints on use and disclosure as under this policy); and
• If we have a legal right and/or we are under a duty to disclose or share your personal information including in order to comply with any legal obligation, or in order to enforce or apply our terms and conditions; or to protect our rights, property, or safety or that of others.

We limit the information we provide to third parties to the information they need to help us provide or facilitate the provision of goods and services to you or your owners corporation.

To the extent required by law, we deal with third parties that are required to meet the privacy standards required by law in handling your personal information and use your personal information only for the purposes that we gave it to them.

Security of Personal Information
Your Personal Information is stored in a manner that reasonably protects it from misuse and loss and from unauthorised access, modification or disclosure.

When your Personal Information is no longer needed for the purpose for which it was obtained, we will take reasonable steps to destroy or permanently de-identify your Personal Information. However, most of the Personal Information is or will be stored in client files which will be kept by us for a minimum of 7 years.

Maintaining the accuracy of your Personal Information
It is an important to us that your Personal Information is accurate. If you find that the information we have is not up to date or is inaccurate, please advise us as soon as practicable so we can update our records and ensure we can continue to provide quality services to you.

Access to your Personal Information
You may access the Personal Information we hold about you and to update and/or correct it. Subject to certain exceptions, we may not be able to provide you with access to personal information including where doing so may create a serious threat to life or the health of any individual, where it may constitute an unreasonable intrusion into the privacy of another, where your request is in our opinion frivolous or vexatious or where otherwise we are permitted at law not to provide same.

If you wish to access your Personal Information, please forward your request in writing to our contact details below. Please provide sufficient detail about the information in question to help us locate it. We will then use commercially reasonable efforts to promptly take the necessary corrective action within a reasonable time.

In order to protect your Personal Information, we may require identification from you before releasing the requested information.

Changes to our Privacy Policy

We may modify, alter or otherwise update this privacy policy at any time. We will post revisions on our website. We encourage you to review this policy from time to time.

If you have a privacy complaint

At Guild Management, we value our customers. We will always aim to be fair and responsive.

When we receive a complaint, we look on it as valuable feedback that may help us to improve the services we offer and to ensure your needs are met in a satisfactory and appropriate manner.

If you wish to complain, at any time, about the handling, use or disclosure of your personal information, or about Guild Management’s compliance with the APPs, please submit your complaint in writing via post or email to our contact details below.

Guild Management will investigate your complaint and will endeavour to provide a response setting out our decision in writing within 30 days of receipt of your complaint.

If we are unable to satisfactorily resolve your concerns you can contact the Office of the Australian Information Commissioner on their website www.oaic.gov.au.

Contact Details
If you have any queries or complaints about our privacy policy please contact us at:

Email:   info@guildmanagement.com.au

Mail:     PO Box 110, South Yarra VIC 3141

Phone: +61 435 570 320