Strata Partners Pty Ltd ABN 40 003 675 778 are committed to protecting the privacy of your personal information.

Strata Partners is required to comply with the Privacy Act 1988 including the Australian Privacy Principles (APPs) in Australia.

This policy is intended to provide a general overview of our policies for the handling of your personal information. It covers the collection, processing and other use of personal data under the General Data Protection Regulations (GDPR) 2018. Other policies may apply instead of or in addition to this Privacy Policy in certain circumstances.

By using our websites (including our website https://stratapartners.com.au/  and any other website we may establish or operate from time to time), and/or providing your personal information to us you consent to us handling your personal information in accordance with this Privacy Policy.

Collection of your Personal Information

What is Personal Information:
Personal information is any information about you that identifies you or information by which your identity can be reasonably discovered. An examples is your name, address, lot number, unit entitlement, marital status, email address, etc.

Why we collect Personal Information
The agreement between your Owners Corporation and Strata Partner means we have to collect and hold personal information about you as a lot owner. Collecting your personal information is essential for us to be able to perform our obligations under the agreement. One of our obligations is to keep and maintain the books and records of the Owners Corporation that we represent.

By collecting personal information, we are able to:

• Maintain the strata roll and minute book;
• Maintain a correspondence file;
• Issue notices of meetings;
• Issue levy notices;
• Distribute minutes of meetings;
• Insurance claims;
• Arrange for legal advice;
• Recovery of levy arrears;
• Attend to routine repairs, maintenance and replacement of common property;
• Development applications on behalf of the scheme;
• Arrange installation of satellite or broadband services.

How do we collect your Personal Information.
Where possible we collect your personal information directly from you, but personal information is generally collected during the course of our relationship with the Owners Corporation.

For example, we may have a responsibility to maintain registers such as a Strata Roll which includes your name and address. Or if you have an interest giving you a right to vote, you have to notify us in writing of that interest and this notification will include your name, your address, your lot and how your interest in the lot was acquired.

Privacy Policy
Sometimes personal information may be collected about you from other sources. In most cases we will need you to specifically consent to any collection, use or disclosure of your personal information by us. We will usually need your consent in writing, but we may accept your verbal consent in some circumstances. Sometimes we will assume you have given your consent by your contact with us. However, no matter how your personal information is collected it is dealt with by us in accordance with this Privacy Policy.

Examples where we may receive personal information about you from another source and why this would happen are:

• an insurance company – when we are making an insurance claim;
• a real estate agent – when you are buying or selling your lot;
• a solicitor or conveyancer – when you are buying or selling your lot;
• a rental agent – if you let your property; or
• a previous strata manager– when the Owners Corporation changes strata managing agents.

Use of your Personal Information

How we use your Personal Information
We use the personal information that we collect to provide the management services to you and your Owners Corporation that were agreed upon under the agreement.

As an example, we, as the strata managing agent for your Owners Corporation, may have to allow the inspection of the records we hold on the scheme’s behalf. These records will contain personal information about you. We may also have to provide certificates in relation to the financial position of your lot. This may include whether any debts or contributions are owed by you.

How else do we disclose your Personal Information
On occasion the law allows or forces us to disclose your personal information. For example, we may disclose your personal information to a prospective purchaser of your property that requires a certificate from us about the financial position of your lot. We may also disclose your personal information where you have consented to us doing so. Your consent may be given explicitly, such as in writing or verbally, or from your conduct we may assume you have given it.

Where we have to disclose your personal information to third parties in order that we can provide management services to you (e.g. A contractor providing maintenance services to common property adjoining your lot), we will assume your consent has been given when we are engaged to contract with the third party unless you tell us otherwise.

Generally, however we do not disclose your personal information to a party outside our organisation, unless that party is contracted to us to provide management services on our behalf and that party is bound by the same privacy rules that bind us.
Some examples of parties outside our organisation to whom we may disclose your personal information and the reasons for disclosure are:

• insurance companies for whom we act as agents.
• specialist trades and service providers such as builders, plumbers, engineers, and architects;
• strata management software providers

Accuracy and security of your Personal Information is up to date
We rely on the personal information we hold about you so that that we can efficiently perform our obligations under our agreement with your Owners Corporation.

For this reason, it is very important that the personal information we collect from you is accurate, complete and up to date. During the course of our appointment with your scheme we will ask you or your agent to tell us of any changes to your personal information. However, you can contact us at any time to update your personal information in writing or to tell us that the information we hold about you is inaccurate or incomplete.

Is my Personal Information secure
We take all reasonable precautions to safeguard your personal information from loss, misuse or unauthorised access misuse to modification and/or disclosure.

We employ a number of means to protect your personal information including:

• Internal and external premises security
• Restricting access to personal information
• Internal policies in relation to our computer use.
• Maintaining technology products to prevent unauthorised computer access
• Regularly reviewing our technology in order to improve the level of security

It is our practice to securely destroy your personal information or delete it from our systems when we no longer require it or you ask us to destroy it. A record holding your personal information must be kept for at least three years after it is made (subject to any different legal requirements). Generally, we would destroy and shred your personal information after that time.

Sensitive Information
We will only collect ‘sensitive information’ with your consent. We will assume that you have consented to us collecting all information which is provided to us by you or your agent for use in accordance with this policy, including any ‘sensitive information’, unless you or your agent tell us otherwise at the time you provide it to us.

Access and correction of your personal information
The Privacy Act, APPs and the GDPR give you the right to access information held about you by us. You may lodge a request to access and correct personal information that we hold about you if you believe it is inaccurate, incomplete, out-of-date, irrelevant or misleading by contacting our Privacy Officer via the contact details shown below.

You may request that we provide you with access to the personal information we hold about you. Generally, we will provide you with access, except in limited circumstances where the APPs permit us to deny access. Any such requests must be made in writing and directed to our Privacy Officer via the details shown below. Under the APPs, we are permitted to charge you a reasonable fee for providing access to your personal information. Please note that no fee will be incurred for requesting access, and if your request for access is accepted we will inform you of the fee (if any) that will be payable for providing access if you proceed with your request.

You may ask us to inform you of the source of any personal information about you that we have collected from a third party. We will provide this at no cost, except in limited circumstances where the APPs or other laws permit us to withhold this information.

You have the right to change the permissions that you have given us in relation to how we may use your data. You also have the right to request that we cease using your data or that we delete all personal data records that we hold relating to you. You can exercise these rights at any time by writing to our Privacy Officer at the address detailed below.

You may request access to any of the personal information we hold about you. In most cases, a summary of personal information such as your name and address details, contact telephone numbers and the matters your Owners Corporation has engaged us on are freely available to you by contacting our Privacy Officer at [email protected],au.

For more detailed requests for access to personal information (for example, access to information held in archives), a fee may be charged to cover the cost of retrieval and the supply of this information to you.

All requests for access to personal information will be handled as quickly as possible and we will endeavour to process any request for access within 30 days upon receipt. Some requests for access may take longer than 30 days to process depending upon the nature of the personal information being sought.

Our Privacy Policy & Complaints
Changes to our Privacy Policy
We may amend, modify or replace this Privacy Policy at any time. You should review our Privacy Policy each time you visit our website or provide us with personal information.

Concerns or Requests for access
If you have a question about this Privacy Policy or wish to lodge a request to access your personal information you can contact us in any of the following ways:

• By telephoning us on (02) 9417 2366
• By emailing us at [email protected]: or
• By writing to our Privacy Officer at PO Box 3046, Willoughby North, NSW, 2068

Making a Complaint
You may lodge a complaint with us if you believe we have handled your personal information other than in accordance with the APPs. To do so please contact our General Manager via the contact details below. We will confirm receipt of your complaint and set out the time frame we require to investigate your complaint and provide you with a response. We will endeavour to respond as quickly as possible, which will typically be within 14 days of receiving your complaint.

You may lodge a complaint with us in any of the following ways:

• By telephoning us on (02) 9417 2366;
• By writing to our General Manager at PO POX 3046, Willoughby North, NSW, 2068
• By emailing us at [email protected]

What if I am not satisfied with the response
If you are not satisfied with the result of your complaint to us, you can refer your complaint to the Federal Privacy Commissioner.

You may contact the Federal Privacy Commissioner:

• By telephone on 1300 363 992
• In writing to – Director of Complaints, Office of the Federal Privacy Commissioner (check address in your state)

Office of the Australian Information Commissioner
More information about your rights and our obligations in connection with your personal information are available from the Office of the Australian Information Commissioner at www.oaic.gov.au.

State Government Attribution

• New South Wales:
  Contains property sales information provided under licence from the Department of Finance and Services, Land and Property Information. Australian Property Monitors Pty Ltd is authorised as a Property Sales Information provider by the Department of Finance and Services, Land and Property Information.