Privacy, Personal Information and Handling

Introduction & Purpose of This Policy

Hayman Partners (“the Agency”, we, us, our) provides real estate services including residential property sales, leasing, property management, marketing, auctions and related services.

We are bound by the Privacy Act 1988 (Cth) and the Australian Privacy Principles (APPs), which regulate the collection, use and disclosure of personal information. This Privacy Policy explains:

• the scope of this Privacy Policy;
• why we collect personal information;
• what personal information we collect;
• how we collect, use and disclose personal information;
• overseas disclosures;
• access and correction rights;
• how we protect personal information;
• how to make a privacy complaint; and
• how to contact us about privacy matters.
• We may review and update this Privacy Policy from time to time. The current version is published on our website.

Scope

This Privacy Policy governs all personal information collected by and provided to us and must be adhered to by all persons who access, use, process, control or otherwise deal with personal information on our behalf.

This includes personal information relating to:

• tenants and prospective tenants;
• landlords and property owners;
• buyers, prospective buyers, sellers and bidders;
• auction participants;
• job applicants and prospective employees;
• referees and emergency contacts;
• solicitors, conveyancers and professional advisers;
• contractors, tradespeople and service providers; and
• other individuals who interact with us.

Interpretation

Unless the context otherwise requires:

• We, Us, Our refers to Hayman Partners; and
• You, Your refers to any individual whose personal information we collect or hold.

What is Personal Information?

Personal information is information or an opinion about an identified individual, or an individual who is reasonably identifiable, whether true or not and whether recorded in a material form or not.

This includes contact details, identification information, financial and income information, rental and property history, employment details, communications and correspondence.

Sensitive information (including health or medical information and criminal history) is collected only where reasonably necessary and permitted by law.

Why Do We Collect Personal Information?

We collect personal information where reasonably necessary to carry out our real estate functions and activities, including to:

• assess tenancy applications and manage residential tenancies;
• conduct open homes, inspections, auctions and bidder registration;
• market, sell, purchase and lease properties;
• act for property owners and sellers;
• communicate with tenants, landlords, buyers, sellers, bidders and service providers;
• arrange inspections, repairs, maintenance and compliance services;
• facilitate utility and related connections;
• manage accounts, trust money, payments, commissions and reporting obligations;
• comply with legal and regulatory obligations (including under the Residential Tenancies Act);
• comply with anti‑money laundering and counter‑terrorism financing obligations, including identity verification and due diligence;
• manage recruitment and employment processes;
• resolve disputes and respond to legal claims; and
• administer and improve our business operations.

What Personal Information do we Collect?

The type of personal information we collect depends on your relationship with us and may include:

• identification information (including photo ID where required);
• contact details;
• rental, tenancy and property history;
• employment and income information;
• references and emergency contact details;
• bidder registration details for sales and auctions;
• property transaction details; and
• communications and correspondence.

Sales, Auctions and Open Homes

For property sales and auctions, bidder registration may require collection of your full name, address, email address, phone number and an identification number, as required by law.

For property management inspections, we generally collect your name, contact number and email address. Copies of identification documents are typically collected only at the tenancy application stage.

Anti‑Money Laundering

Where required or authorised by law, we may collect additional identification and verification information to comply with anti‑money laundering and counter‑terrorism financing obligations.

Job Applicants

If you apply for employment with us, we may collect information relevant to assessing your application, including your resume, contact details, employment history, qualifications, references and interview information.

Health or medical information is collected only where reasonably necessary for employment‑related purposes and permitted by law, and generally only with your consent.

How Do We Collect Personal Information?

We may collect personal information:

• directly from you (in person, by phone, email, electronic forms or QR codes);
• through open homes, inspections, bidder registration and auctions;
• through tenancy applications and agency agreements;
• via third‑party platforms and service providers;
• from referees, landlords, agents and residential tenancy databases (where permitted);
• from government bodies, regulators or publicly available sources; or
• from other parties authorised by you or permitted by law.

Use and Disclosure of Personal Information

We use and disclose personal information for the purposes described in this Privacy Policy or as required or permitted by law, including disclosure to:

Clients and Counterparties

• landlords (including providing copies of tenant applications);
• buyers, sellers and bidders; and
• owners’ corporations.

Service Providers and Contractors

• tradespeople and maintenance providers;
• building, pest and compliance inspectors;
• smoke alarm compliance providers (including Smoke Alarms Australia);
• utility connection services (including MyConnect);
• identity verification and compliance providers (including First AML).

Professional Advisers and Authorities

• solicitors, conveyancers and legal advisers;
• insurers and valuers;
• government and statutory bodies, including the ACT Office of Rental Bonds and revenue authorities.

Residential Tenancy Databases

Where permitted by law, we may disclose information to residential tenancy databases, including TICA and the National Tenancy Database (NTD).

Technology and Data Service Providers

We use technology platforms such as Microsoft systems (including Outlook), PropertyMe, Agentbox (Reapit), Inspection Manager, Inspect Real Estate, Marq and RP Data (CoreLogic). These providers may store or process information on our behalf.

Overseas Disclosure

Some service providers may store or process personal information overseas, including in the Philippines. We take reasonable steps to ensure overseas recipients comply with the APPs or that the disclosure is otherwise permitted by law.

Direct Marketing

We may use personal information (other than sensitive information) to provide information about our services, including after a transaction has concluded. You may opt out at any time.

Access and Correction

You may request access to or correction of personal information we hold about you by contacting our Privacy Officer. We will respond within a reasonable period in accordance with the Privacy Act.

Storage, Security and Retention

We take reasonable steps to protect personal information from misuse, interference, loss and unauthorised access.

We retain records in accordance with legal obligations, including:

• trust and property records for at least 5 years; and
• taxation and financial records for at least 7 years.
• Some information may be retained longer for compliance, audit or dispute resolution purposes.

Complaints

If you believe we have breached the APPs, you may lodge a complaint with us. If you are not satisfied with our response, you may contact the Office of the Australian Information Commissioner (OAIC).

Privacy Officer

Thomas Hathaway – Privacy Officer
12/20 Curtin Place, Curtin ACT 2605
Phone: (02) 6282 4488
Email: admin@haymanpartners.com.au

Changes to this Policy

This Privacy Policy may be updated from time to time.

Privacy Policy – Version 3.1
Effective date: 13/01/2026
Last reviewed: 13/10/2025