Why Dynamic collects personal information

Dynamic limits its collection of personal information to that which is essential for Dynamic to be able to deliver services under the company's agreement with the Owners Corporations, Community Associations and Company Title Buildings that we are contracted to manage.

Dynamic's obligations to the Owners Corporation and the properties it manages include keeping and maintaining books and records. Dynamic's personal information collection is specific to maintaining the strata roll and minute book, and the carriage of contracted services such as issuing notices of meetings, distributing minutes of meetings, issuing levy notices, attending to routine repairs, maintenance and replacement of managed property, arranging legal advice and arranging insurances and making claims. A number of these activities are required and defined by law.

There could be significant adverse consequences for owners and residents of properties managed by Dynamic, if the company did not have the information it collects.

How Dynamic collects your personal information

Where possible Dynamic collects personal information directly from owners and shareholders. Personal information is generally collected during the course of Dynamic's relationship with owners and other authorised representatives of the properties Dynamic manages. For example, an owners register or strata roll that Dynamic is required by law to maintain, includes names and addresses.

Information may also be provided to Dynamic by authorised third parties such as when an individual is buying or selling his/her lot. The individual's solicitor/conveyancer or Real Estate Agent will provide personal information of the owner to obtain relevant legal documentation. When managing agents are changed, all information is transferred by the retiring agent to the new agent (Dynamic). In such cases the information is provided by consent, either in the form of the owner giving permission to their agent or solicitor to provide the information to Dynamic, or by means of an approval at an Annual General Meeting of owners, to change agents.

Owners or shareholders specifically consent to any collection of personal information by Dynamic, through the contracted appointment of Dynamic to manage specific properties, or the specific instruction of owners "appointed representatives" such as solicitors. (eg Provision of new owner details, in the case of a sale.)

Changes to owners address details are only accepted in writing. Dynamic may accept verbal instruction or assume consent through conduct in some circumstances, in relation to other contact details.

Using and disclosing personal information

Dynamic respects your privacy.

As managing agent for your property, Dynamic may have to allow the inspection of the records being held on your property's behalf. For example the law requires disclosure of personal information to a prospective purchaser about the financial position of a lot, in the form of a Section 109 certificate.

Where Dynamic has to disclose personal information to third parties to provide management services (such as a contractor providing maintenance services to common property adjoining your lot; the Executive Committee of your property; the onsite building manager or insurance companies), Dynamic will assume it has the Owner's consent (by virtue of the owner-approved management contract) unless advised otherwise.

Dynamic does not use Tax File Numbers (TFNs) or Medicare Numbers as a way of identifying the information we have about owners and residents.

Sensitive information

Dynamic does not collect, use or disclose sensitive information about owners, residents and clients.

Dynamic defines sensitive information as information about 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 record or health.

Security of information

Dynamic takes all reasonable precautions to safeguard personal information from loss, misuse or unauthorised access, modification and disclosure, including upgrading the corporate Information Technology security system. New levels of security will be in place by the end of the first quarter in 2003.

It is Dynamic's practice to securely destroy personal information or delete it from our systems when no longer required or if requested by the owner. The law requires strata records (including those holding personal information) to be kept for at least 7 years. Generally Dynamic would destroy personal information after that time, unless specifically instructed to the contrary by the owners of that information or their authorised representatives.

Effective January 2003, all Dynamic staff will have signed a privacy protection undertaking, ensuring personal accountability for compliance with Dynamic's privacy principles.

Ensuring the quality of personal information

To fulfil Dynamic's contracted responsibilities and legal obligations personal information must be accurate, complete and up-to-date. Dynamic has a number of strategies in place to achieve this end.

Dynamic has specialised staff specifically responsible for the quality of the database including the training of other staff. Strategies are in place to ensure quality includes a data verification process for new owners and an insistence that significant data changes are in writing. All requests for data changes are kept on file.

Dynamic is happy to accept updated personal information in writing from the owner of that information at any time.

Access to personal information

Dynamic will provide reasonable access for individuals to establish the existence and nature of personal information that is being held about them and the opportunity to amend such information if necessary.

Dynamic reserves the right to recover any reasonable costs involved in providing extensive access to personal information, (for example the cost of retrieval and supply of information held in archives) except where the Privacy Act provides otherwise.

Dynamic may refuse access to personal information where the information being sought is mixed with other information that would disclose personal information about another owner in the scheme.

Unsolicited contact

Dynamic may use personal information to provide owners, residents and clients with information such as a newsletter, advice about products and services or to impart important information such as changes to the law.

Dynamic does not disclose personal information to any outside party for the purposes of allowing them to market their products or services.

Online privacy policy

Changes to our privacy policy

Dynamic regularly reviews all its policies, procedures and practices. Dynamic reserves the right to amend the company's privacy policy at any time. Changes to this privacy policy will be published by posting an updated version here.

This Privacy Policy was last reviewed January 2005.

Concerns or requests