Version date – August 2020
Clifton Stakeholder Services Pty Ltd (ABN 69 642 215 423), to be referred as Clifton Group, we, us, our or other similar expressions.
Some of the information you provide us as part of your dealings with us is “Personal Information”. "Personal information" has the meaning set out in the Privacy Act, and (in summary) means information or an opinion about an identified individual or an individual who is reasonably identifiable, whether true or otherwise.
Whenever we handle personal information, we take steps to ensure that appropriate standards of privacy practice and security are applied.
We will only collect information that is reasonably necessary for us to perform our functions and activities with the services you wish to use, and otherwise as permitted by law.
Personal information we collect may include, name, age, sex, address, postal address, email address and telephone numbers of you or others. Other information we collect from you may include credit card and debit card numbers, Card Security Code (CSC) or Card Verification Value (CVV) and expiry dates, registration passwords and usernames, property details, property owner and landlord names and details, tenant names and details, information required for payment for fees and services provided through our website, information you choose to disclose to us from time to time and information necessary for us to provide information.
The purposes for which we collect and use your personal information will depend on the circumstances in which we collected it. For example, we may collect personal information about you so that we can do business together, to provide you with access to information and services, consider applications and approaches you make to us and to maintain your contact details. We may also collect, use and disclose your personal information for the purposes for which we collected it (and related purposes which would be reasonably expected by you), for the purposes for which you have consented and as otherwise authorised or permitted by law.
If you do not provide the personal information we request, we may not be able to process your request or provide you with the same level of service.
We collect personal information about you directly from you in person, in documents you provide us, from telephone calls, emails, mail, through your access and use of our website, through your access and use of Clifton Stakeholder Services Pty Ltd web based applications, and from information we record about transactions you make. Where permitted by law, we may also collect personal information from third parties, including public sources, your advisors, agents, referees, brokers and our related companies. We also retain records of our interactions with you (including by telephone, email, mail, and online.)
We use social networking services such as Facebook, Twitter, Instagram and Linkedin to talk with the public. When you talk with us using these services, we may collect your personal information in the course of communicating with you and the public via these social networking services. We recommend that you exercise discretion in deciding what information to share using social networking services, and we also recommend that you utilise applicable privacy settings to control who is able to view such content. The social networking service will also handle your personal information for its own purposes. These services have their own privacy policies. You can access the privacy policies for these services on their websites.
We keep personal information in physical form and electronic records at our premises. In some cases, we may engage third party service providers to store records on our behalf (including cloud storage providers).
We also retain records of our interactions with you (including by telephone, email, mail and on line), your transactions history and your enquiries or complaints.
We use a secure third party service to process payments or services. We do not keep a record of your credit or debit card number used to pay for fees and services via the secured third party payment service providers used by Clifton Stakeholder Services Pty Ltd.
While we sometimes share personal information with companies we do business with (for the purpose of providing you with services), we will not sell or disclose personal information to any person or organisation for any other purpose without your consent. We will not sell your personal information for marketing purposes to any other person or organisations without your consent.
We may share personal information between Clifton Stakeholder Services Pty Ltd entities listed in the first paragraph of this policy, and we may disclose personal information outside Clifton Stakeholder Services Pty Ltd as required by law or regulations and to our service providers who provide services in connection with our services. Some of the parties to whom we disclose personal information may be located outside Australia. The countries in which these parties are located will depend on the circumstances.
We take reasonable steps to ensure that all information we hold is as accurate as is possible.
To protect your privacy and the privacy of others, we will generally need evidence of your identity before we can grant you access to information about you or change it.
On the rare occasions when we refuse your access or correction request, we will provide you with a written notice stating our reasons for refusing.
We take all complaints seriously, and will respond to your complaint within a reasonable period. Please provide us with as much detail as possible so that we can fully consider your question, concern or complaint.
We use security procedures and technology to protect the information we hold. We update and monitor our security technology on an ongoing basis.
We train our employees about the importance of confidentiality and maintaining the privacy and security of information. Access to your personal information is restricted to employees who need it to provide benefits or services to you. We monitor system access which can only be accessed by authenticated credentials.
If other organisations provide us with support services, we require them to appropriately safeguard the privacy of the information provided to them.
If we do not resolve your complaint to your satisfaction, you may be able to escalate the complaint to an external regulatory authority. We can provide details of the appropriate regulator.