Privacy Policy
We are a member of the National Community Titles Institute (NCTI) which
is a national representative association for parties involved in the professional,
full-time administration of community, strata and body corporate schemes.
It provides services on behalf of your scheme and in doing so, holds personal
information about you.
This policy explains how we deal with your personal information, in line with our best practice and our legal obligations.
OUR INFORMATION
Organisation: SMS Strata Management Services Pty Limited
Website: www.smstrata.com.au
Coffs Harbour Office
SMS Strata Management Services Pty Limited
123 West High Street, Coffs Harbour NSW 2450
Postal Address: PO Box 1223, Coffs Harbour NSW 2450
Call Toll Free: 1800 351 078
Telephone: (02) 6652 1078
Facsimile: (02) 6651 4616
E-mail:
Privacy Officer: Mr Tony Niblett
Ballina/Byron Bay Office
SMS Ballina/Byron Bay Pty Limited
Suite 2, 7 Moon Street, Ballina NSW 2478
Postal Address: PO Box 889, Ballina NSW 2478
Telephone: (02) 6681 4944
Facsimile: (02) 6681 4988
Email:
Privacy Officer: Mr Kurt Richard
Port Macquarie Office
SMS Port Macquarie Pty Ltd
Royal Hotel Building, Suite 1, First Floor,
2 Horton Street, Port Macquarie NSW 2444
Postal Address: PO Box 1328, Port Macquarie NSW 2444
Call Toll Free1800 445 700
Telephone: (02) 65841134
Facsimile: (02) 6583 7192
Email:
PERSONAL INFORMATION
Personal information is any information about you that identifies
you or information by which your identity can be reasonably discovered.
Examples are your name, address, lot number, unit entitlement, marital
status, taxation information, income, email address, credit card information
etc
WHY WE COLLECT PERSONAL INFORMATION
Collecting your personal information is essential for us to be able to
perform our job under our agreement with the scheme.
Our obligations to the scheme are to keep and maintain the books and records
and by collecting personal information we are able to maintain the owners
roll and minute book, issue notices of meetings, distribute minutes of
meetings, issue levy notices, attend to routine repairs, maintenance and
replacement of scheme property and make insurance claims.
HOW WE COLLECT 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 scheme.
Sometimes personal information may be collected about you from other sources.
For example, where we make an insurance claim, the insurance company will
have your personal information or where you are buying or selling your
lot, your solicitor or conveyancer will have your personal information.
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 conduct with us.
HOW WE USE PERSONAL INFORMATION
We use your personal information to provide management services to you
and your scheme.
Some examples of parties to whom we disclose your personal information
are specialist trades and services providers such as builders, engineers,
architects, plumbers and insurance companies for whom we act as agents.
DIRECT MARKETING
We may use your personal information to provide you with information about our products and services. Contact us if you do not want to receive any of this information.
ENSURING YOUR PERSONAL INFORMATION IS UP-TO-DATE
It is very important that the personal information we collect from you is accurate, complete and up-to-date. Now and then we will ask you to tell us of any changes to your personal information.
YOUR PERSONAL INFORMATION IS SECURE
We take all reasonable precautions to safeguard your personal information from loss, misuse or unauthorised access, modification and disclosure.
ACCESS TO OUR SERVICES VIA THE INTERNET
When you access our website you can view the privacy statement relating to internet use.
SECURITY OF YOUR PERSONAL INFORMATION ONLINE
Generally, e-mail is not a secure way to communicate and you should be aware of this when sending personalinformation to us via e-mail.
ACCESSING YOUR PERSONAL INFORMATION
You may request access to any of the personal information we hold about
you.
A summary of personal information such as your name and address details,
contact telephone numbers and the matters your scheme has engaged us on
are freely available and for more detailed requests, a fee may be charged
to cover the cost of its retrieval and supply.
REFUSAL OF YOUR REQUEST
We may refuse you access to personal information where the information you seek is mixed with other information that would disclose personal information or sensitive information about another owner in the scheme.
PERSONAL INFORMATION IDENTIFIERS
A Commonwealth identifier is a Commonwealth Government identification
number such as your Tax File Number (TFN) or Medicare number.
We do not use these as a way of identifying the information we have about
you.
DO I HAVE TO BE IDENTIFIED AT ALL?
Where we can, we may offer you the opportunity to deal with us anonymously. Otherwise, the nature of our job is such that anonymity cannot be maintained.
SENSITIVE INFORMATION
Sensitive information can be information about your racial or ethnic origin,
political opinions, membership of political associations, religious beliefs
or affiliations, membership of professional or trade associations or trade
unions, sexual preferences or practices, criminal records or health.
We only collect, use or disclose sensitive information about you as allowed
by law, where we have received your consent to do so, or the collection
is necessary for us to do our job under our agreement with your scheme.
OUR PRIVACY POLICY MAY CHANGE FROM TIME TO TIME
We regularly review all our policies and procedures and may change its Privacy Policy from time to time. This Privacy Policy was last amended on December 2002.
CONCERNS OR REQUESTS
If you have a question about this Policy or wish to lodge a request to access your personal information or you believe we have not protected your personal information please contact us. If you are not satisfied with the response, you can refer your complaint to the Federal Privacy Commissioner by telephoning 1300 363 992.
The NCTI Privacy Project is underwritten by Andreones Pty Ltd. This document produced by the National Community Titles Institute for the Community & Strata Title Industry.
© National Community Titles Institute Inc. This publication is copyright and remains the intellectual property of National Community Titles Institute Inc. No part of it may be reproduced by any means without the prior written permission of National Community Titles Institute Inc.