Privacy Policy – Peter Milling & Company

PETER MILLING & COMPANY PRIVACY POLICY & COLLECTION NOTICE

Camdon Lane Pty Ltd trading as Peter Milling & Company (ABN 35 078 934 013) (we, us, our) provides real estate and stock and station agency services including but not limited to:

The sale of residential, rural and commercial properties; and
The leasing and management of residential, rural and commercial properties; and
Stock and station livestock services

This policy applies to Camdon Lane Pty Ltd trading as Peter Milling & Company (ABN 35 078 934 013) and the URL www.petermilling.com.au. It sets out the policies of Peter Milling & Company relating to personal information provided to us, or collected by us, including through our website. Unless you give your express consent otherwise, the following policy governs how we handle your personal information and safeguards your privacy. By providing your personal information to us you agree to this policy.

The Privacy Act 1988 (Cth)(the Act) allows for ‘personal information’, including ‘sensitive information’ (which are defined in the Act) about you to be collected, used and disclosed provided we have provided you with notice and in certain circumstances also obtained your consent. In this Privacy Policy and, where appropriate, a reference to ‘personal information’ includes ‘sensitive information’.

We may (from time to time) update, revise, amend or replace this Privacy Policy by posting any changes to it on our website or by giving you any other form of notification.

This Privacy Policy is available on our website, at our offices and may also be made available to you when requested.

We are bound by the Act and the Australian Privacy Principles (APP) which regulate the collection, use and disclosure of personal 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;
Your right to correct 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.

What personal information do we collect?

We collect personal information that is reasonably necessary for one or more of our functions or activities. The kinds of personal information we collect and hold may include:

Identity and contact details: name, address, email, phone.
Property and transaction information: property interests, vendor/purchaser/lessor/lessee details, rural property and livestock transaction records, instructions and authorities, settlement details, insurance and compliance-related information (where relevant).
Financial and payment details: invoicing details, bank account details for payments/disbursements, and transaction records.
Verification information: identification details needed to verify identity and prevent fraud (e.g., licence details) where required or reasonable.
Communication records (emails, calls, texts, notes of conversations).
Website and device data (if applicable): IP address, device identifiers, log data, cookies/analytics data.
CCTV footage at our premises where CCTV is operating (if applicable).

We generally do not seek to collect sensitive information (such as health information). If we need to collect sensitive information, we will do so only where permitted by law and, where required, with your consent.

How we collect personal information from you

We will collect personal information from you in the following circumstances:

Property Management

if you are a prospective or current landlord and you want us to manage your property, then we will collect personal information from you in order to identify you and the property;
if you are a prospective or current tenant and/or you inspect any rental property, then we will collect personal information from you when you attend the property inspection; and
if you are a prospective or current tenant and you want to rent a property, then we will collect personal information from you, usually at the rental application stage from the rental application and supporting documentation that you supply. If you are the successful tenant then we may also collect personal information from you during the continuation of any tenancy or lease agreement with the landlord.

Sales

if you are a prospective or current vendor and you want us to act as your sales agent, then we will collect personal information from you in order to identify you and the property or livestock;
if you are a prospective or current purchaser and you inspect any property, then we will collect personal information from you when you attend the inspection; and
subject to the other provisions of this Privacy Policy, we may also collect personal information from you when you make any other enquiry with us about the property or livestock.

Generally

If you are a candidate seeking employment with us, we may collect and hold personal information from you to assess your suitability for employment with us.
If you are a supplier of ours, we may collect and hold personal information from you to ensure we can adequately identify you and arrange payment as necessary.

How we collect personal information from other sources

We can collect personal information about you from other sources in any manner permitted by the Act. We will only collect personal information from other sources where it is reasonably necessary for us to do so in relation to, or in connection with, any services we are supplying in connection with our real estate and/or stock and station agency business. Examples of such sources of personal information include:

from your agents, other owners, insurers and underwriters, contractors, legal, financial and other advisors in relation to or in connection with any tenancy, lease or contract for sale of the property or livestock;
from public registers including those managed by the NSW Land & Property Information;
from publicly available information;
from property valuers or related service providers; and
from our other service providers including any third party that has been authorised to supply us with personal information;
by entering competitions, promotions, or requesting information or material from us;
completing surveys, providing feedback or complaining to us;
publicly available sources of information or any other organisations where you have given your consent.

When the law authorises or requires collection of personal information

There are laws that may require us to collect and disclose your personal information. For example, we may be required to collect and disclose your personal information pursuant to the Property, Stock and Business Agents Act 2002 (NSW) and the Anti-Money Laundering and Counter-Terrorism Financing Act 2006 (Cth), including any regulation under those laws.

How your personal information may be used

We may collect and disclose your personal information for the following purposes including:

Property Management

to identify and/or verify the identity of any prospective or actual landlord or tenant for any property we manage or propose to manage;
to process and assess any application received in relation to a tenancy or lease of any property;
to advertise, market and promote any tenancy or lease of any property;
to negotiate and prepare any tenancy agreement, lease or any other document for any property;
to liaise and exchange information with the landlord or the tenant as well as their agents, contractors, legal, financial and other advisors in relation to or in connection with any tenancy or lease of the property;
to manage any tenancy or lease agreement including the collection of rent and other amounts on behalf of the landlord and the preparation of required statements of account;
to ensure the safety and security of landlords and existing occupiers and of each of their property in connection with the inspection of any property by prospective tenants;
to provide your insurer with information relating to or connected with any property;
to comply with any applicable law in connection with the tenancy agreement or lease;
to confirm whether the landlord or tenant is registered for GST purposes;
to tell you about any other rental property that we are managing or any other service that we provide, unless you tell us not to (this is referred to as direct marketing);

Sales

to identify and/or verify the identity of any prospective or actual vendor for any property or livestock;
to advertise, market and promote the sale of any property or livestock;
to negotiate and manage the sale of any property or livestock (including to provide non-legal assistance with the exchange of the contracts for the sale of property as well as the preparation of any required statements of account);
to liaise and exchange information with the vendor, purchaser (including any prospective purchaser) as well with their respective agents, contractors, legal, financial and other advisors in relation to or in connection with the sale of the property or livestock;
to ensure the safety and security of vendors and existing occupiers and of each of their property in connection with auctions and the inspection of any property by prospective purchasers;
to comply with any applicable law in connection with the sale of the property or livestock;
to confirm whether the vendor or purchaser is registered for GST purposes;
to tell you about any other property that we are selling or any other service that we provide, unless you tell us not to (this is referred to as direct marketing);

Automated Decision Making

Peter Milling & Company does NOT use any automated decision-making AI tools. If the agency does commence to utilise such services, this Privacy Policy will be amended accordingly.

Generally

to provide statistical and other information to the Real Estate Institute of New South Wales; other industry bodies and regulators
to allow us to run our business efficiently and to perform administrative and operational tasks;
to comply with any dispute resolution or other legal process;
to act on behalf of clients in accordance with any agency agreement and to comply with our obligations under that agreement;
in order to update our records and your contact details;
to operate controlled money accounts;
if we enter into or propose to enter into any agreement or arrangement with any party for the purpose of, or in connection with, the acquisition of our business (including any part of our business that includes personal information), then we may provide that party (including its legal, financial and other professional advisers) with personal information in relation to or in connection with those arrangements; and
any other purpose to which you have consented.

In some cases, the organisations and third parties that we may disclose your information to may be based outside Australia.

You can tell us at any time if you no longer wish to receive direct marketing information or offers from us. We will process your request as soon as reasonably practicable after receipt of the request.

How we share your personal information

Sharing personal information with third parties

We may seek and use personal information about you from, and use or disclose personal information about you to, third parties in relation to or in connection with the potential or actual rental of a property, the sale and purchase of a property or livestock, or other business or administrative functions for the real estate and/or stock and station agency. These third parties may include:

your representatives, attorneys, lawyers, settlement agents, accountants, brokers;
any conjunction, co-listing, buyers’ or other property agents that acts on your behalf in connection with the rental, leasing, sale and purchase of property;
any outside agent that acts on your behalf in connection with the sale or purchase of livestock
auctioneers;
your financier including any mortgage brokers that may be assisting you with any existing mortgage loan or application in relation to the sale or purchase of property;
valuers, surveyors, insurers, re-insurers, claim assessors and investigators;
financial institutions including deposit taking institutions;
if you are a tenant, including any prospective tenant, your referees, including your employer or other individuals to confirm your identity and/or other details about you in any rental application that you submit;
organisations in and associated with debt collecting;
law enforcement agencies;
government and/or regulatory bodies including (without limitation) the NSW Land and Property Management Authority, Australian Taxation Office, the NSW Office of State Revenue and the Australian Transaction Reports and Analysis Centre (AUSTRAC). In many cases, these organisations may share information with foreign authorities;
mailing houses and telemarketing agencies that assist us to communicate with you;
if we enter into, or propose to enter into, any agreement or arrangement with any party for the purpose of, or in connection with, the acquisition of our business (including any part of our business that includes personal information), that party (including its legal, financial and other professional advisers) to provide personal information in relation to or in connection with those arrangements; and
service providers including IT and data consultants, agents, contractors and advisers that assist us to conduct our business.

Sharing personal information with related companies

We may share personal information about you with our related companies for any of the purposes described above.

Sharing personal information outside of Australia

We may store information about you in cloud or other types of networked or electronic storage. As electronic or networked storage can be accessed from various countries through an internet connection it is not always practical to know in which country personal information about you may be held.

We will take reasonable steps to ensure that any overseas organisation that receives your personal information will comply with the Act.

Personal Information and AI

Peter Milling & Company may use approved AI tools to support administrative tasks such as drafting, summarising and brainstorming. We do not intentionally input personal information or sensitive information into publicly available AI tools. Staff must use de‑identified placeholders and review all outputs before use.

If you do not provide personal information

If you do not provide your personal information to us, it may not be possible to provide you with the service that you have requested or applied for, for example:

if personal information is not disclosed in a rental application by a prospective tenant, then we may be unable to process the application and/or submit it to the landlord for their consideration or approval. If you enter into a rental or lease agreement, you will need to be identified and your personal information will be included in the rental or lease agreement;
if personal information is not disclosed by a vendor in connection with the sale of their property, we will not be able to verify that they are the owner of the property and/or to advertise and market the property;
if personal information is not disclosed by a prospective purchaser at an open inspection, then we may not be able to admit them into the inspection;
if personal information is not disclosed by a prospective purchaser at an auction, then we will not be able to register them as a bidder;
if personal information is not disclosed by a successful purchaser, then we may not be able to facilitate their purchase of the property;
if personal information is not disclosed by a vendor in connection with the sale of livestock, we may not be able to advertise and market the livestock
if personal information is not disclosed by an owner in connection with the management their property, then we will not be able to verify that they are the owner of the property and manage the property; and
to let you know about other services we provide that might be suitable for your needs (unless you opt out of this by telling us that you do not wish to receive such information).

Personal information about other people

If you give us personal information about any other person in relation to, or in connection with, the rental/lease or sale of any property or livestock:

we are entitled to assume that you have sought their consent to the disclosure of such personal information to us;
we have collected their personal information for the purposes set out in this Privacy Policy;
we may exchange their personal information with other organisations for the purposes set out in this Privacy Policy;
we will handle their personal information in the same way as set out in this Privacy Policy and they can:
- access or request a copy of this Privacy Policy; or
- access the personal information we hold about them.

Anonymity and pseudonymity

We are not always able to deal with people who do not wish to identify themselves. This will be particularly the case when we are proposing to, or we do, act for a vendor or a landlord in relation to either the sale or rental/lease of any property. This will also apply where we are also dealing with actual or prospective tenants for any rental property that we manage.

Further, we are not able to allow people through any property inspections who do not wish to identify themselves as this can create security and other concerns for the property owner (among other considerations).

However, where possible, we can provide information of a general nature such as, for example, we can respond to general telephone and related enquiries about a rental/lease or sale property to unidentified individuals. Of course, if an individual makes an enquiry by email or other electronic or written methods then there is every possibility that the mode of communication may identify you.

Information security

We take reasonable steps to protect all information which we hold (including personal information) from misuse, loss, and unauthorised access, modification or disclosure.

Where appropriate, we use secure transmission facilities. However, no transmission of information over the internet can be guaranteed to be completely secure and we do not warrant the security of any information transmitted to us over the internet.

Cookies

A cookie is an electronic token that is passed to the user’s browser which passes it back to the server whenever a page is sent to the user. Our servers may generate cookies which are used to keep track of the pages that users have accessed while using the website. The cookie also allows data to be inputted into a form or template and temporarily stored until the user chooses to save that form or template. Cookies generally remain on the user’s computer even after an internet session is ended and the computer rebooted. The cookie can be read by the server that placed it there during a subsequent visit to that same server. Their exact behavior is server specific.

When users visit this website, our server may log certain information, including the type of browser and operating system the user is using, the top level domain name (for example .com, .net, .au, etc), the address of the referring site (for example, the previous site visited), the server’s IP address, the date and time of visit and the address of the pages accessed and the documents downloaded. This information is generally only for internal statistical analysis and system administration purposes.

Any other information supplied to us (for example, if a user sends an email or enters any personal information into our website) is treated in accordance with this Privacy Policy.

Links to other websites

This website may contain links to other websites. We are not responsible for the privacy practices or the content of those websites. This Privacy Policy does not extend to those linked websites.

Marketing and opt-out

We may also use the information, including personal information (excluding sensitive information), provided by you for marketing and research purposes, to analyse and improve products, services and benefits and to inform you of products, services and benefits provided by us, our related entities, suppliers or sponsors which we consider may be of value or interest to you, unless you tell us, or have previously told us not to. If you do not wish to receive any information about such products, services and benefits you can contact the Privacy Officer (details specified below). We will not use your sensitive information for these purposes without your consent.

Accessing your Personal Information

Unless we are entitled to withhold access to your personal information (there are various reasons why this may be the case), you have the right to request access to any personal information held by us which relates to you. We may charge a reasonable fee where access to personal information is provided. Any requests for access to your personal information should be made in writing to the Privacy Officer (details specified 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.

Our Details and Privacy Officer

Our Privacy Officer is the Licensee-in-Charge/Managing Director (or delegated manager).

If you require any further information about our management of personal information or have any queries or complaints, you should contact:

The Privacy Officer

Camdon Lane Pty Ltd trading as Peter Milling & Company (ABN 35 078 934 013)

Address: 105-107 Macquarie Street, Dubbo NSW 2830 (or PO Box 447, Dubbo NSW 2830)

Phone: 02 6882 3544

Email: [email protected]

Website: www.petermilling.com.au

The Office of the Information Commissioner can be contacted as follows:

Office of the Australian Information Commissioner

Website: www.oaic.gov.au