Privacy Policy

TFG Real Estate Pty Ltd

1. About this Policy

TFG Real Estate Pty Ltd ("TFG Real Estate", "TFG", "we", "us" or "our") handles personal information in accordance with the Privacy Act 1988 (Cth), the Australian Privacy Principles and other laws that apply to our real estate services.

This policy explains how we collect, use, disclose, store and protect your personal information, and how you can access or correct it.

It applies to all dealings with TFG, including in person, by telephone, email, SMS, through our website, social media, open homes, property inspections or any other form of communication.

2. Information We Collect

Personal information is information or an opinion about an identified individual, or an individual who is reasonably identifiable.

The personal information we collect depends on your dealings with us. It may include:

• name, address, phone number and email address;
• date of birth;
• property ownership, tenancy, appraisal, sales and enquiry information;
• financial, employment, occupation, income or business information, where relevant;
• identification information required for verification, legal, regulatory or compliance purposes;
• information about household members, occupants, dependants or referees, where relevant to a tenancy application or property matter;
• records of communication with TFG; and
• website usage information collected through cookies, analytics tools or similar technologies.

We only collect sensitive information, such as health information or criminal record information, where you have consented, or where we are required or authorised by law to do so.

3. How We Collect Information

Where possible, we collect personal information directly from you.

This may occur when you:

• make an enquiry or contact us;
• request property advice, an appraisal or a market update;
• engage us to provide real estate services;
• enquire about, inspect, buy, sell, lease or rent a property;
• complete an authority, contract, application, agreement or form;
• subscribe to property updates or marketing; or
• apply to work with us.

We may also collect personal information from third parties where reasonably necessary, including vendors, purchasers, landlords, tenants, applicants, referees, employers, property managers, solicitors, conveyancers, finance brokers, other real estate agents, property portals, tenancy databases, government bodies, public records and service providers.

If we receive personal information that we did not request, we will assess whether we could lawfully collect it. If not, and where lawful and reasonable, we will destroy or de-identify it.

Where lawful and practical, you may deal with us anonymously or under a pseudonym. However, many real estate services require identification before we can provide the service or meet legal obligations.

4. Identity Verification

Where required by law, including under the Anti-Money Laundering and Counter-Terrorism Financing Act 2006 (Cth), we may collect, verify and retain identity information from vendors, purchasers or other parties involved in certain property transactions.

Information collected for identity verification or compliance purposes will be handled in accordance with applicable legal and regulatory requirements, including AUSTRAC requirements, and will not be used for unrelated purposes without your consent, unless required or authorised by law.

5. How We Use Information

We use personal information for the purpose for which it was collected, and for related purposes you would reasonably expect.

This may include:

• providing real estate services, including sales, leasing, property management, buyer assistance and property advice;
• communicating with parties involved in a property matter;
• arranging appraisals, inspections, open homes and appointments;
• managing property campaigns, enquiries, negotiations, contracts and settlements;
• assessing tenancy applications and managing tenancy matters;
• coordinating repairs, maintenance, access and property services;
• verifying identity and meeting legal, regulatory, insurance and compliance obligations;
• marketing properties, services and market updates that may be relevant to you;
• managing business operations, records, accounts, contractors and service providers; and
• improving our services, systems, website and customer experience.

You may opt out of marketing communications at any time.

6. Disclosure of Information

We may disclose personal information where reasonably necessary for our business, where you have consented, or where required or authorised by law.

This may include disclosure to:

• parties involved in a property transaction, tenancy matter or property service;
• solicitors, conveyancers, valuers, inspectors, photographers, tradespeople and other property-related service providers;
• finance brokers, financial institutions, payment providers, insurers and utility connection providers;
• property portals, real estate websites, marketing platforms, CRM systems, cloud software providers and technology providers;
• tenancy databases, the Residential Tenancies Authority, Titles Registry or other government bodies;
• courts, tribunals, regulators, law enforcement agencies, insurers or professional advisers;
• our employees, contractors, subcontractors, advisers and service providers; and
• any other person or organisation where required by law or with your consent.

We do not sell personal information to third parties.

7. Overseas Disclosure

Some software, cloud storage, email, website, marketing and customer relationship management systems used by TFG may store or process information outside Australia.

Where this occurs, we take reasonable steps to ensure personal information is handled consistently with the Australian Privacy Principles, where required.

8. Security

We take reasonable steps to protect personal information from misuse, interference, loss, unauthorised access, modification or disclosure.

These steps may include secure systems, access controls, internal procedures, staff and contractor training, confidentiality obligations and secure destruction or de-identification of information that is no longer required.

We retain personal information for as long as necessary for the purpose for which it was collected, or as required or authorised by law.

9. Data Breaches

Where required under the Privacy Act 1988 (Cth), we comply with the Notifiable Data Breaches scheme.

If we become aware of a data breach involving personal information, we will take reasonable steps to contain the incident and assess its likely impact.

If the breach is likely to result in serious harm, we will notify affected individuals and the Office of the Australian Information Commissioner as soon as practicable and as required by law.

10. Technology and Automation

TFG may use technology, automation or artificial intelligence tools to assist with administration, communication, document processing, marketing, data management and customer service.

Where these tools process personal information, we take reasonable steps to ensure the information is handled appropriately and used for legitimate business purposes.

We do not rely on automated tools or artificial intelligence to make final decisions about individuals without appropriate human review.

Where required by law, including under the Privacy and Other Legislation Amendment Act 2024 (Cth), we will update this policy to include further information about automated decision-making processes that use personal information and may significantly affect individuals.

11. Marketing

We may contact you by phone, email, SMS or other electronic communication with information about our services, properties, market updates or other information that may be relevant to you.

We will send marketing communications in accordance with applicable laws, including the Spam Act 2003 (Cth).

You may opt out of marketing communications at any time by using the unsubscribe link in any marketing email we send you, or by contacting us using the details in Section 13.

Even if you opt out of marketing, we may still contact you for administrative, legal, transactional or service-related reasons.

12. Website and Cookies

Our website may use cookies and similar technologies to understand how visitors use the site and improve user experience.

You may adjust your browser settings to refuse cookies, although this may affect some website functionality.

Our website may contain links to third-party websites. We are not responsible for their privacy practices.

We may use social media platforms to communicate with the public and promote our services and properties. Those platforms handle personal information under their own privacy policies.

13. Access and Correction

You may request access to the personal information we hold about you. You may also ask us to correct personal information that is inaccurate, incomplete, out of date, irrelevant or misleading.

To make an access or correction request, or to opt out of marketing communications, please contact us at:

• Email: patrick@tfgrealestate.com.au
• Phone: 0435 484 007

Before providing access or making a correction, we may need to verify your identity.

We will respond within a reasonable period and, in most cases, within 30 days.

There may be limited circumstances where we are not required to provide access or make a correction. If this occurs, we will explain the reason where reasonable and permitted by law.

14. Complaints

If you believe we have mishandled your personal information or breached this policy, please contact us using the details in Section 13 so we can review your complaint.

We will acknowledge your complaint within a reasonable period and aim to respond within 30 days.

If we do not resolve your complaint, or you are not satisfied with our response, you may contact the Office of the Australian Information Commissioner:

• Website: www.oaic.gov.au
• Phone: 1300 363 992

15. Changes

We may update this policy from time to time to reflect changes in our business, systems, technology or legal obligations.

The updated version will be published on our website.