Personal information we collect
The types of personal information we collect on behalf of our client Bodies Corporate includes:
- names, contact and address details
- we do not collect Owners bank account details, other than as required to pay Creditors of the Body Corporate
- personal information relating to the operation of Corporate and Trust owners, such as Powers of Attorney
- levy issue and payment information necessary to complete financial transaction reporting and history to your Body Corporate
It may be necessary in some circumstances for Colcan Strata, on behalf of your Body Corporate, to collect other information about you in order to provide specific services.
Any information provided to the Body Corporate must be accompanied by sufficient information to:
- identify the Body Corporate
- identify the sender of the information
- provide sufficient supporting information such that the Body Corporate may act on the information or complaint as may be required
It is not practical to submit anonymous complaints or suggestions, or to use a pseudonym when dealing with your Body Corporate and Colcan Strata. Both parties may need to use your personal information to provide specific services to you, or to respond to any complaints or enquiries that you make.
How we collect and manage personal information
How we collect personal information
Generally the Body Corporate collects your personal information from you directly, that is to say, the information which you provide in writing, or via the Colcan Strata website, relating to the Ownership and Representative and Letting Agent details, or your Address and preferred mailing details, as they relate to your Lot.
Other information relating to contact details such as your home or mobile telephone numbers, or email addresses, which you have provide, or which may be collected from email and telephone communication you have with the office of the Body Corporate Manager
We may also collect personal information about you from your use of our websites and information you provide to us through contact mailboxes.
Where you provide us with personal information about someone else
If you provide us with someone else’s personal information, you should only do so if you have their authority or consent to provide us with their personal information. You should also take reasonable steps to inform them of the matters set out in this Privacy Policy or any Privacy Collection Statement we give you.
Holding personal information
Colcan Strata holds personal information in hard copy and electronic formats but only insofar as it is required for the proper maintenance of your Body Corporate records.
We take security measures to protect the personal information we in physical form, which includes the lockable security of our office and remote security monitoring by a licensed security company.
Insofar as we are able to do so, we ensure that all electronic records which contain your personal information are pass word protected, and we provide online security for the computer systems in use, as well as multi-level back-up and recovery systems to ensure your information is not lost or illegally accessed.
Purpose for collecting, holding, using and disclosing personal information
Colcan Strata and your Body Corporate collects, holds and uses personal information for a number of purposes including:
- to meet legislated and regulatory obligations
- to provide professional services
- to provide technology services and solutions
- to respond to requests or queries
- to maintain contact with our clients and other contacts
- to keep our clients and other contacts informed of our services and industry developments
- to verify your identity
- for administrative purposes, including processing payment transactions
- when assisting your Body Corporate to engaging Service Providers, but only under the authorisation and instruction of your Body Corporate Committee or as a result of instructions given to the Body Corporate Manager during a General Meeting of the Body Corporate
- for seeking your feedback
- to perform internal statistical analysis, including of our databases and website
- for any other business related purposes.
If you do not provide us with the personal information we have requested, we may not be able to complete or fulfil the purpose for which such information was collected, including providing you, our client, with the services we were engaged to perform.
The types of third parties to whom we may disclose your personal information include
- any person to whom you have authorised us, in writing, to disclose your personal information
- our service providers, but only insofar as they have been authorised to carry out work for the Body Corporate that requires them to have your contact details
- government or regulatory bodies or agencies, as may be required by, but not limited to, the Department of Justice and Attorney General or the Australian Tax Office, or any other Authority who has provided proper and formal direction to do so
We do not disclose personal information to third parties for the purpose of allowing them to send marketing material to you.
Direct Communications
Colcan Strata and your Body Corporate may use your personal contact information for the purpose of advising your of matters relating to Bodies Corporate that might have a direct effect on the operation of your Body Corporate scheme and your responsibilities as an Owner of a Lot.
Privacy on our Website
Your choices
You have several choices regarding your use of Colcan Strata’s website. In general, you are not required to provide personal information when you visit our websites.
However, if you apply to receive information about our services, or submit enquiries or complaints or requests for information, provision of certain personal information will generally be required.
You may also, at your own discretion, choose to utilise the link on our website that provides access to the information held about you, your levy position, and your body corporate’s financial position.
Links to third party websites
Colcan Strata’s website contains links to third party websites. These links are provided for informational purposes only.
The websites to which those links connect, are not subject to our privacy policy and procedures. You will need to review those websites to view a copy of their privacy policy.
Colcan Strata makes no recommendation in relation to the use or engagement of these third party suppliers or their offered services.
You can request access to your personal information, subject to some limited exceptions as may be permitted or required by law.
Gaining access to your personal information we hold
Such request must be made in writing to your Body Corporate, c/- of the office of Colcan Strata.
Please see ‘How to contact us’, below, for details.
Colcan Strata may charge reasonable costs for providing you access to your personal information.
Keeping personal information current
If you believe that any personal information which you have provided to your Body Corporate via Colcan Strata is inaccurate, not up-to-date, incomplete, irrelevant or misleading, you may request correction.
Requests for changes to your Body Corporate records must be made in writing as required under the Body Corporate & Community Management Act and its Regulations.
How to contact us
If you have a query in relation to this Privacy Policy or you would like to notify Colcan Strata and your Body Corporate that you wish to access or correct your personal information, or if you have any complaints regarding the handling of your personal information, please contact us in writing via one of the following contact options:
In Writing: Colcan Strata, PO Box 1272, BUDDINA QLD 4575
Email to: admin@colcanstrata.com.au
Website: www.colcanstrata.com.au
Facsimile: 07 5493 6833