Our Privacy Policy
General Privacy Policy
Personal Information
What is ‘Personal Information’?
The term “Personal Information” in this privacy policy means any information from which your identity is apparent or can be reasonably ascertained.
Examples are your name, address, lot number, unit entitlement etc.
Why do we collect Personal Information?
By collecting Personal Information we are able to:
- maintain the strata roll and minute book;
- maintain a correspondence file;
- issue notices of meetings;
- distribute minutes of meetings;
- issue levy notices;
- arrange for recovery of levy arrears;
- attend to routine repairs, maintenance and replacement of common property;
- recover arrears of maintenance contributions;
- make insurance claims;
- arrange for legal advice;
- allow for installation of satellite or broadband services; and
- arrange for development applications on behalf of the scheme.
How do we collect your Personal Information?
We only collect Personal Information that is necessary for us to perform our functions.
Conti Strata collects information in a number of ways, including:
- directly from you; or
- from publicly available sources of information; or
- from our own records; or
- from meetings convened by the Owners Corporation of a particular Strata Scheme; or
- lawful means and not in an unreasonable intrusive manner or
- when legally required to do so; or
- from third parties.
Sometimes Personal Information may be collected about you from other sources. Examples where we may receive Personal Information about you from another source and why this would happen are:
- 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 – where the scheme changes agents
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.
We may also collect some information from you when you use our website www.contistrata.com.au. Your use of the facilities and services available through our website will determine the amount and type of information, which we collect about you. Some of this information will not be Personal Information because it will not reveal your identity.
The only Personal Information which we collect about you when you use our website is what you tell us about yourself, for example, by completing an online form or information you provide to us when you send us an email. We will record your email address if you send us an email. However, no matter how your Personal Information is collected it is dealt with by us in accordance with this Privacy Policy.
Consequences to you of us not having that information
The nature of the service we provide means that, in most cases, if we do not collect your Personal Information we will not be able to provide your scheme with the services agreed under our agency agreement.
For instance, we would not be able to issue agenda or levy notices to you if we did not hold your Personal Information. We would not be able to attend to repairs and maintenance of scheme property which benefit you if we did not hold your Personal Information. Nor would we be able to make insurance claims on the scheme’s behalf.
Use of Your Personal Information
How we use your information
Conti Strata uses your Personal Information for the purpose for which it was originally collected and in accordance with our contractual and or/statutory obligations.
Your Personal Information will also be used by Conti Strata in respect to its appointment as a Strata Management Agent by an Owners Corporation and/or Managing Agent of a home unit company in order to;
- a real estate agent – when you are buying or selling your lot;
- help manage and enhance the services provided to you;
- help and assist Owners Corporation’s and or “home unit” company carry out its function in maintaining properties in good order, including maintaining common property, arranging building insurance, raising levies and/or managing by-law breaches;
- ensure where applicable by-laws are kept up to date, accurate and provided on a Notice Board in the particular Strata Scheme for anyone to view; or
- ensure all owners and /or shareholders share the continuing cost of maintaining the Strata Scheme and /or “home unit” company, and where levies remain unpaid for a month, commence appropriate action to recover these monies from the defaulting owner;
- ensure records are up dated on a daily basis and can be accessed by anyone wishing to view the information and be assured of accurate and reliable information;
- provide statements and reconciliations of receipts and expenditure in respect of a particular Strata Scheme and/or “home unit” company;
- provide a full report on the financial aspects of a Strata Scheme and or “home unit” company to every person entitled to receive same as required by law;
- provide and/or display Minutes of the various meetings as required by law held by the relevant entities;
- forward to you periodic mail containing information on new properties and upcoming events which we are required to do so or think you may be interested in. If at any time you decide that you do not wish to receive such mailings, please contact Conti Strata. You can send an email to info@contistrata.com.au and attention it to ‘Privacy Officer’
Alternatively, you can write to us at:
Conti Strata
C/- Privacy Officer
PO Box 443,
CONCORD NSW 2137
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:
- specialist trades and service providers such as builders, engineers, architects and plumbers;
- insurance companies for whom we act as agents.
Accuracy and security of your Personal Information
Ensuring 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 relationship with your scheme we will ask you to tell us of any changes to your Personal Information. However, you can contact us at any time to update your Personal Information or to tell us that the information we hold about you is inaccurate or incomplete.
If Conti Strata holds Personal Information about an individual and the individual is able to establish that the information is not accurate, complete and up-to-date, Conti Strata will take reasonable steps to correct the information so that it is accurate, complete and up-to-date.
Conti Strata will provide written acknowledgement of receiving your request within 7 days of receipt. We will investigate and advise you of the steps we have taken to resolve your complaint.
If Conti Strata does not agree to your request for correction, it will notify you of the reasons it does not agree and will note your request on the records it holds about you.
Conti Strata relies on the accuracy of Personal Information as provided to it directly or indirectly. We encourage you to contact us if the Personal Information we hold about you is incorrect.
Is my Personal Information secure?
Prior to the use and disclosure of Personal Information, reasonable steps will be taken to ensure that Personal Information is relevant and to the extent necessary, accurate, complete and up to date for the purpose for which it is to be used.
Conti Strata will take reasonable steps to:
- protect the Personal Information that we hold from misuse and loss and from unauthorised access, modification or disclosure; and
- destroy or permanently de-identify Personal Information that is no longer needed for any purpose that is permitted by the Privacy Act.
- sometimes information can never be completely destroyed due to technical and accounting requirements, and also in some cases legal responsibilities that will require us to retain some information.
We train our employees about the importance of confidentiality and maintaining the privacy and security of your information. Access to your Personal Information is restricted to employees who need it to provide benefits or services to you.
You should advise us immediately when you become aware that any information we hold about you is incorrect or out of date. Conti Strata will amend its records as soon as practical after it is advised subject to the validity of the request being confirmed.
Please be advised that any bank details you provide to us for the purpose of reimbursement by electronic funds transfer must be recorded in strata records. Strata records may be accessed by others during statutory ‘strata searches’ under Section 183 of the Strata Schemes Management Act 2015.
The majority of the information received by Conti Strata is on behalf of the entities it manages and accordingly where the management of entities ceases to be conducted by Conti Strata, the information will be transferred by Conti Strata to such person or body as the relevant entity shall nominate.
Collection of anonymous information
As most websites do, we track usage patterns on our website on an anonymous aggregate basis. Your identity cannot reasonably be ascertained from this information. Each time you visit our website a web server makes a record of your visit.
Specifically, it records your:
- Internet Provider
- Date and time of your visit
- Pages accessed and the documents downloaded
- Search items entered
- Referring URLs (universal locators) etc
For more detailed information – please read Website Private Policy in conjunction with this document.
Conti Strata will allow individuals an option of not identifying themselves whenever it is lawful and practical to do so. Conti Strata are unable to offer anonymity to an individual when carrying out its statutory requirements and performing its strata managing functions, or where we are required to disclose your Personal Information to third parties as required by law and/or in discharge of our contractual obligations.
Access to your Personal Information
Can I access my Personal Information?
If you would like to access or correct the Personal Information that we hold about you, please contact Conti Strata. We will generally provide you with access to your Personal Information if practicable and will take reasonable steps to amend any Personal Information that is incorrect.
Can your request to access your Personal Information be denied?
In some circumstances, Conti Strata may not permit access to your Personal Information where:
(a) Providing access would pose a serious threat to the life and health of any individual; or
(b) Providing access would have an unreasonable impact upon the privacy of other individuals; or
(c) The request for access is frivolous or vexatious; or
(d) The information relates to existing legal dispute resolution proceedings between the Owners Corporations and/or the “home unit” company and the individual, and the access would not be accessible by the process of discover in those proceedings; or
(e) Providing access would reveal the intentions of Conti Strata in relation to negotiations with the individual in such a way as to prejudice those negotiations; or
(f) Providing access would be unlawful; or
(g) Denying access is specifically authorised by law; or
(h) Providing access would be likely to prejudice an investigation of possibly unlawful activity;
or
Providing access would be likely to prejudice:
(i) The prevention, detection, investigation, prosecution or punishment of criminal offences, breaches of a law imposing a penalty or sanction or breaches of a prescribed law; or
(j) The enforcement of laws relating to the confiscation of the proceeds of crime; or
(k) The protection of the public revenue; or
(l) The prevention, detection, investigation or remedying of seriously improper conduct or prescribed conduct; or
(m) The preparation for, or conduct of, proceedings before any court or tribunal, or implementation of its orders;
By or on behalf of an enforcement body; or
(n) An enforcement body performing a lawful security function asks the organisation not to provide access to the information on the basis that providing access would be likely to cause damage to the security of Australia.
Our privacy policy, enquiries, concerns & complaints
Our privacy policy may change from time to time
From time to time it may be necessary for us to review and revise our privacy policy. We reserve the right to change our privacy policy at any time. We may notify you about changes to this privacy policy by posting an updated version on our website at www.contistrata.com.au
Internal Personal Staff Information
Staff may have access to other employees’ phone numbers, next of kin and emergency contacts. This information is subject to privacy and confidentiality and must not be shared or used outside of emergency purposes.
Where can I find further information?
Contact us about your privacy enquiries, concerns and complaints.
You can send an email to info@contistrata.com.au and attention it to the ‘Privacy Officer’.
Alternatively, you can write to us at:
Conti Strata
C/- Privacy Officer
PO Box 443,
CONCORD NSW 2137
What if I’m 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 Office of the Australian Information Commissioner
You may contact the Office of the Australian Information Commissioner
- By telephone on 1300 363 992;
- In writing to – GPO Box 5218, Sydney NSW 2001
- By visiting the website www.oaic.gov.au
Website
Purpose
Thank you for visiting contistrata.com.au, an online service managed by Conti Strata. We respect and protect the privacy of our users. This website privacy policy tells you how we collect and use information.
The term “Personal Information” in this website privacy policy means any information from which your identity is apparent or can be reasonably ascertained. We do not collect Personal Information about you when you visit this online service.
You can use this service without telling us who you are or revealing other Personal Information.
This Website Privacy Policy should be read in conjunction with, and forms part of the overall Conti Strata Privacy Policy. Contact our office if you would like to obtain a complete copy of our Privacy Policy, which addresses operational matters.
Scope
The purpose of this online service is to provide you with information about Conti Strata and its services, general strata news and courtesy links to relevant websites that may be of interest.
Personal Information
If you contact us using our website, we will collect the email address you nominate and any other identifying information you provide, such as a name or phone number, and/or details of a quotation request.
Please do not give us other personal or sensitive information.
By providing Personal Information to us, you agree with the terms of our current Website Privacy Policy. If you do not agree with any term of this Website Privacy Policy, please do not provide Personal Information to us.
Other than circumstances such as unlawful activity or serious threats to health and safety, we do not share Personal Information with private or government agencies.
How we deal with complaints and requests
You can contact us by email, or send your request or complaint to the postal address below. We undertake to respond within 30 days. If the request or complaint will take longer to resolve, we will provide you with a date by which we expect to respond. Click here to view our Complaints Policy and Procedure.
Web Analytics
To improve your experience on our site, we may use ‘cookies‘. Cookies are an industry standard and most major web sites use them. A cookie is a small text file that our site may place on your computer as a tool to remember your preferences. You may refuse the use of cookies by selecting the appropriate settings on your browser, however please note that if you do this you may not be able to use the full functionality of this website.
Our website collects clickstream data. If you visit the website to read, browse or download information, our computer system will record information about the visit such as the type of browser and operating system you are using, the previous site you visited, your server’s IP address, the date and time of your visit, the pages accessed and any information downloaded.
We only use this information for statistical, reporting and website administration and maintenance purposes.
Our website uses Google Analytics, a service which transmits website traffic data to Google servers in the United States. We use reports provided by Google Analytics to help us understand website traffic and webpage usage.
By using this website, you consent to the processing of data about you by Google in the manner described in Google’s Privacy Policy and for the purposes set out above. You can opt out of Google Analytics if you disable or refuse the cookie, disable JavaScript, or use the opt-out service provided by Google.
Our website may contain links to other websites. Please be aware that we are not responsible for the privacy practices of such other sites. When you go to other websites from contistrata.com.au, we advise you to be aware and read their privacy policy.
Our website also uses interfaces with social media sites such as Facebook, LinkedIn, Twitter and others. If you choose to “like” or “share” information from this website through these services, you should review the privacy policy of that service. If you are a member of a social media site, the interfaces may allow the social media site to connect your visits to this site with other Personal Information
Contact us
Contact us about your privacy enquiries and concerns.
You can send an email to info@contistrata.com.au and attention it to ‘Privacy Officer’.
Alternatively, you can write to us at:
Conti Strata
C/- Privacy Officer
PO Box 443
CONCORD NSW 2137
Liability limited by a scheme approved under Professional Standards Legislation. In accordance with Section 180 of the Strata Schemes Management Act 2015 (the Act), our office maintains a record of correspondence, including attachments that are sent or received for a minimum period of 5 years.
This correspondence must be made available for inspection by owners and/or their representative under Section 183 of the Act.
Correspondence to our office is deemed to be to the Owners Corporation. The Secretary/Authorised Representative of the Strata Committee or other Strata Committee members may be copied or blind-copied into correspondence from time to time as they are also appointed to manage the affairs of the Owners Corporation.
You are recommended to exercise discretion when providing our office with written, fax or email correspondence.
An e-mail and any attachment sent to you is confidential. If you are not the intended recipient, please delete it from your system, do not use or disclose the information in any way, and notify the sender immediately.
Any views expressed in the email message are those of the individual sender and may not be the views of Conti Strata, unless specifically stated. No warranty is made that the e-mail or attachment (s) are free from computer viruses or other defects.
Strata Hub
The NSW Government has introduced annual reporting for all strata schemes under the Strata Schemes Management Amendment (Information) Regulation. Owners Corporations are now required to report and verify information each year on the NSW Government’s Strata Hub. Where Conti Strata, is acting with delegated authority as Strata Managing Agent, it is acting on behalf of the Owners Corporation and fulfilling the Owners Corporation’s legal requirements in this regard.
Conti Strata uses and discloses Personal Information only for the business purposes for which it was collected. Conti Strata may use and/or disclose Personal Information, as follows:
– for the purpose for which it was collected;
– as required or authorised by law to meet the owner’s corporation’s legal obligations, including disclosure requirements to government authorities including for the purposes of fulfilling the requirements of the Strata Hub.
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