'We' means:

  • Bar Directors Investment Fund Pty Ltd ACN 056 500 380;
  • Citimark Paddington Pty Ltd ACN 095 076 172;
  • Citiprime Industrial Pty Ltd ACN 059 417 337;
  • Felix Apartments Pty Ltd ACN 094 415 308;
  • JV Property Syndicates P/L Pty Ltd ACN 050 921 036;
  • Petrie Point Pty Ltd ACN 056 548 595;
  • Tank Street Developments Ptd Ltd ACN 107 462 591;
  • Citimark Emmadale Pty Ltd ACN 122 471 907
  • and such other related entities as are incorporated from time to time for future developments undertaken by us.

General
We collect certain personal information from you such as your name, contact details, date of birth, occupation and your credit card details (if provided). This information is required for us to provide information services to you and/or to complete your property transaction. We may also collect other personal information that you provide to us on surveys or marketing competitions. We use this information to improve our services and products. Our surveys are strictly confidential. We will remove your name from our database if you ask us to do so. We take reasonable steps to ensure your personal information is kept confidential, secure, and protected from unauthorised access or use.

Access to personal information
In accordance with the Privacy Act and the National Privacy Principles under which we are bound, you can access personal information about you held by us, and advise if you believe it is inaccurate, incomplete, or out of date. You can request access to the personal information that we hold by writing to the Sales and Marketing Manager, Citimark Properties, GPO BOX 318, Brisbane, Qld 4001, by faxing us on (07) 3002 6299 or by sending an email to rhiannec@citimark.com.au. No administration fee will be charged for such access.

Complaint
If you consider that your privacy has been breached, please forward your complaint to our Sales and Marketing Manager who also acts as our Privacy Officer at the above address. If you consider that we have not resolved the issue you may refer the matter to the Privacy Commissioner's Office GPO Box 5218, Sydney, NSW 1042, Fax (02) 9284 9666, e-mail: privacy@privacy.gov.au.

Collection of Information
We also collect from our web-site non-personally identifiable aggregate information to improve our performance, services and products. This may include visiting the user's server address, the date and time of the visit to our web-site, the pages accessed and documents downloaded from our site, the previous site visited, visited domain names and web pages and the browser software being used. We collect this information in such a way that it is not able to linked back to any individual. No attempt is made by us to identify an individual user except in the unlikely event of an investigation where a law enforcement agency may exercise a warrant to inspect the service provider's server logs.

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We collect, use, store and disclose personal information about you for the following purposes:

  • Information from our registered sales staff for promotion of future developments
    Information relating to your contact details, desired property purchases and/or credit card details are collected by our appointed sales agents and Citimark staff via telephone enquiries; from sales advice forms completed at our registered site offices; information requests via project websites; or email enquiries. This information is used to send further information to you on the specific development you enquired about or in the marketing of a new development.
  • Disclosure to authorized sales agents, letting agents, lawyers, construction contractor and financiers
    Disclose personal information about you to our authorized agencies such as sales agents, letting agents, lawyers, construction contractor and financiers (bank) in line with our contract administration procedures.
  • Marketing lists.
    Use personal information for marketing purposes. This includes putting your name and contact details on marketing lists for the purpose of direct marketing, offering you our products and services via email, post, or telephone.
    . We do not enter into any activities where customer information is disclosed in a third party offer.
    . Please note that if your preference is to opt-out of our marketing lists your name will be removed from such lists within two business days of receipt of such a request in the future. If your preference is to opt-out, please note you will lose the benefits of directly receiving from us various marketing communications about such information as our pre-release special offers, latest developments and services, promos, or special deals. We recommend that you regularly visit www.citimark.com.au to gain an update on the latest products and services and some of our excellent pre-release offers.
  • Company service providers
    Transfer personal information for the primary purposes of carrying out our business services and transactions confidentially to our service providers that we use from time to time such as our business partners to handle our marketing campaigns and partnering in selling our products and services; external mail outsourcing agents to handle our bulk postal requirements; and our bank, merchant or financial agencies and construction contractors to process your property transaction. Wherever possible, we attempt to provide these services to you without those third parties being provided with any of your personal information. If that is not possible, we require that any third party is provided with only the minimum necessary information, and it is provided under terms of strict confidentiality on condition that the third party only uses it to provide the necessary services.
  • Sale of business
    If at some time in the future, we sell all or part of our business, we will need to disclose your personal information to the buyer so that the buyer can continue to provide services to you.

Protection of personal information from access by unauthorised persons
Personal Information about you is collected by our appointed sales agents and Citimark staff via telephone enquiries; from sales advice forms completed at our registered site offices; or email enquiries. Procedures implemented to protect personal information collected includes:

  • Our authorised sales agents are required to comply with the Privacy Act pursuant to the terms of their appointment as our agents under the PAMDA Form 22a Appointment of Real Estate Agent which is a contracted agreement between Citimark Properties and the Sales Agent. Personal information collected by our authorised sales agents or staff is immediately forwarded to our Marketing Department who enter the information in a database.
  • Information in our database resides on Citimark's File Server. Access to the Server is password protected. This password is regularly changed and is not kept in any written format within the organisation. The Server is located in a secure and restricted area in the Citimark Offices. Access to the marketing and contracts database program is also password protected. The database program can only be accessed by certain authorised people within Citimark Properties. The people currently authorised are the Sales and Marketing Manager, the Client Relationship Manager, and the Marketing Coordinator/Contract Administrator. Personal information recorded in writing is shredded at our offices after it has been entered into the database.
  • Emails or website enquiries received from marketing activities conducted by our appointed marketers and sales agents are forwarded directly to Citimark Properties. Once entered into the database they are deleted from our Outlook program. A report detailing contact information of individuals who have forwarded electronic enquiries to Citimark is regularly produced and forwarded to our sales agents for follow-up. These are stored in a locked cabinet in our onsite sales offices. Our site offices are also locked when non-manned and are regularly patrolled by a hired security company if not located within a secure office building such as 200 Mary Street, Brisbane.
  • Sales Contract Administration Documentation is stored in a designated Contract Area within the Citimark Offices. Only Citimark personnel have access to the Contract Area. Citimark Offices are protected by a lock and alarm system and are regularly patrolled by a hired security company. Only authorised Citimark personnel hold a security swipe and fob for our office. Each Citimark employee and director is assigned a personal code. For processing purposes, contract documentation is forwarded to our authorised sales agents, lawyers, financiers and in some cases our construction contractors. All these agencies that are not otherwise exempt or not required to comply with the Privacy Act are required to show proof of compliance with the Privacy Act before being appointed to act for Citimark Properties.

Review of privacy policy and procedures
Citimark's Sales and Marketing Manager is the designated Privacy Officer and is responsible for monitoring and maintaining the privacy procedures listed above. The procedures are monitored informally on a weekly basis and are audited every 6 months. The audit results are documented in the Company's Privacy Manual.

Training for Citimark personnel and authorised sales agents on Citimark Properties' privacy policy and procedures
The Privacy Officer is responsible for ensuring all Citimark staff and authorised sales agents are aware of the company's privacy procedures as follows:

  • Current Citimark Staff - must attend a compulsory Privacy Policy and Procedures training session. Record of their attendance will be documented in the Citimark Privacy Policy and Procedures Training Folder
  • Future Citimark Staff - will attend a Privacy Policy and Procedures training session as part of their corporate induction. Record of their attendance will be documented in the Citimark Privacy Policy and Procedures Training Folder
  • Current Authorised Sales Agents - must attend a compulsory Privacy Policy and Procedures training session. Record of their attendance will be documented in the relevant section of the Citimark Privacy Policy and Procedures Training Folder
  • Agents located outside Queensland will be updated via a telephone training session.
  • New Authorised Sales Agents - a Privacy Policy and Procedures training session will be incorporated into the Contract Administration briefing conducted at the commencement of each new development.
  • Training for updates and changes in procedures will be undertaken on an as needs basis. Staff and authorised agents must attend a compulsory Update training sessions. Record of their attendance will be documented in the locations listed above. Agents located outside Queensland will be updated via a telephone training session.

Quality of information collected
It is your responsibility to ensure that your personal information is up to date by notifying us of any changes to the details we hold about you. However, we will take all reasonable steps to make sure that the personal information we collect use or disclose is accurate, complete and up-to-date. We also will ask you to check your details in our company communications such as our welcome letters and email alerts.