Who we are
This platform is operated by T.G. Newton (the licensed agency entities named on the authority you sign and on request from any office) for its sales and property management services in Tasmania and Victoria. We are bound by the Privacy Act 1988 (Cth) and the Australian Privacy Principles.
What we collect
Identity and contact details: name, email address, mobile number, postal address, and the identity documents required for an AML/CTF verification or an agency agreement.
Property information: the address, title details, features, condition, ownership and tenancy information you give us or that we obtain from licensed data providers, public registers and our own records.
Transaction information: appraisals, proposals, agency agreements, campaign choices and payments, letters of offer, contract particulars and milestones, deposits and settlement details.
Engagement information: when you open a proposal, Home Intelligence page, Market Pulse edition, campaign page, contract of sale or letter of offer; which sections you read and for how long; the device, browser, IP address and approximate location used; one-time codes sent to verify a device; open-home check-ins including the time you arrive and leave and the other opens you tell us you are visiting; and drafts of a letter of offer as you type them, including the price and conditions you are considering.
Communications: emails, SMS, calls and notes between you and our team, and your replies to automated messages.
Why we collect it
To appraise, market and sell or lease your property, and to present offers and manage a contract to settlement.
To let you read a contract of sale, make an offer and pay a deposit safely, and to tell the agent and the vendor how buyers are engaging so the vendor can make an informed decision.
To keep you informed about your property and the market (Home Intelligence, Market Pulse, anniversary updates), which you can stop at any time.
To meet our legal obligations, including the AML/CTF Act 2006, the Property Agents and Land Transactions Act 2016 (Tas), the Estate Agents Act 1980 (Vic), trust accounting and record-keeping rules.
To run and improve the platform, including measuring which parts of a proposal or contract people read.
Engagement tracking, in plain words
When you open a link we send you, we record that you opened it, the sections you read and how long you spent, and we tell the agent responsible for you. When you are reading a contract of sale or drafting a letter of offer, the agent, and where the vendor's settings allow it, the vendor, can see that a buyer has opened the contract, started or saved an offer, and the price band and conditions buyers are leaning to. Individual drafts are shown to the agent only; the vendor sees aggregated figures until an offer is submitted and released. We do this so the agent can answer your questions at the right time and so vendors can plan. If you do not want this, tell the agent and we will stop the tracking for your links, or do not open the link.
Who we share it with
The vendor or landlord you are dealing with, and their legal representative, to the extent needed to present an offer, prepare a contract or manage a tenancy.
Your own legal representative and conveyancer, when you give us their details.
Our suppliers who deliver a campaign (photography, video, signboards, print, styling, identity verification, portal and social advertising, email and SMS delivery, cloud hosting and database services), each under contract to use the information only for that purpose.
Property portals and licensed data providers, for listings and the market data behind an appraisal.
Regulators, courts and law enforcement where the law requires.
We do not sell personal information. Some suppliers store data outside Australia (for example, in the United States); we take reasonable steps to ensure they protect it to Australian standards.
Security and retention
Information is stored in encrypted cloud databases with access limited by role and office. Links to private pages are unique and, for owner, landlord and vendor pages, each new device is verified with a one-time code. Documents are held in private storage and shared by short-lived links.
We keep records for as long as we need them for the purpose collected and as the law requires (agency and trust records for seven years), then delete or de-identify them.
Marketing and unsubscribing
We send commercial electronic messages only with your consent or where the Spam Act 2003 permits (an existing relationship with us as a client or enquirer). Every message carries an unsubscribe and we act on it within five business days. Automated messages are sent in the name of the agent responsible for you and are logged.
Access, correction and complaints
You can ask for a copy of the personal information we hold about you, ask us to correct it, or ask us to delete it where we are not required to keep it, by contacting the office named on your document or privacy@tgnewton.com.au. We respond within 30 days. If you are not satisfied, you can complain to the Office of the Australian Information Commissioner (oaic.gov.au).
Questions: privacy@tgnewton.com.au, or the office named on your document.