Who we are

Real Estate Institute of South Australia Limited ACN 642 822 731 ABN 82 286 272 500 (“REISA”, “we’, “us” or “our”) is the peak professional body representing more than 2000 real estate professionals in South Australia (our registered “Members”).  Since our foundation in 1919, REISA has been the authority in the property industry in South Australia, providing valued representation and services to Members and advancing the standing and professionalism of those within our industry.

About this Policy

This Privacy Policy (“Policy”) provides information on how we collect, use, disclose and hold personal information about individuals (“you” or “your”) that we acquire in providing our services and products and in other dealings.

Our services and products include membership with REISA, events, professional development, this website and our applications, documents and other services, including REI Forms Live and the REISA Forms platform (“Services”).

Subject to applicable law, we also create and use (including sell) de-identified data to provide property information products and reports showing market insights, comparisons and trends in sales figures, rental turnover or property attributes and to deliver tools, reports and products for real estate agencies and other commercial businesses for use in their business (“Property Information Products and Reports”).  This data is de-identified, but may be created from information (including personal information) that we process in providing the Services and, in particular, through the REISA Forms platform.

We are committed to protecting and respecting your privacy.  We are bound by the Privacy Act 1988 (“Act”) and the Australian Privacy Principles set out in the Act.

We may review this Policy from time to time so please do check for updates.

If you have any questions about this Policy, or the way we handle your personal information, please contact our Legislation and Compliance Advisor at reisa@reisa.com.au.

Important information about the REISA Forms platform

This Policy applies to the REISA Forms platform, which is provided by us pursuant to our Terms of Use.  Our Members (who may be acting as your agent, your landlord’s agent or another party’s agent) may use the platform to prepare contracts and other documents for review or signature.  When a Member uploads or enters information (which may include your personal information) to the REISA Forms platform, we and other third parties whose products and/or services are integrated with the REISA Forms platform, have access to that information.  We, and the third parties whose products and/or services are integrated with the REISA Forms platform, may use and retain such information:

• to provide and improve the products and/or services associated with the platform;
• to create and use (including sell) de-identified data on an aggregated or non‑aggregated (but de‑identified) basis as permitted by law, including to provide Property Information Products and Reports; and
• for any purpose ancillary or associated with the above.

We do not use, or permit the use of, information contained in documents created via or uploaded to the REISA Forms platform for any other purpose.

This Policy does not apply to the collection, use or handling of your personal information by our Members.  For information about a Member’s privacy processes, please contact the Member directly.

How we collect personal information

We collect personal information where reasonably necessary to provide our Services and/or interact with you.  Without this information, we may not be able to provide Services or interact with you effectively.

We may collect personal information from you in the following ways:

• through our website(s), including forms and cookies;
• through providing our Services, including REI Forms Live or the REISA Forms platform;
• when you interact with us by email, post, phone, in person or via our website, applications, social media channels or using any other method;
• when you subscribe to our mailing list or newsletters;
• when you attend our events or professional development sessions; or
• when you voluntarily submit your personal information, or request it be provided by a third party, to us for any reason.

Subject to applicable law, we may collect personal information about you from others, including our Members, where they are legally allowed to share your personal information with us.

Types of personal information we collect

We collect different types of personal information depending on the Services used and our relationship with you.  For example:

• we collect personal information to administer Memberships, deliver events and advisory and professional development services and for recruitment purposes;
• we collect personal information about Members and firms relating to their work practices to protect the public and carry out our regulatory duties effectively.  It may be necessary to do this without informing Members or firms in certain circumstances.  This data may also be collected as part of regulatory visits;
• we collect personal information as necessary to provide our Services; and
• if we receive a complaint or query from Members or the public, we collect personal information to consider and respond to the complaint or query effectively.

The types of personal information we collect include, but are not limited to, the following:

• Identifiers and contact information – such as name, date of birth, residential address, business address, postal address, email address, phone number, occupation and employment status;
• Membership information – such as REISA membership status, names of employees;
• Commercial information – including billing and payment information, bankruptcy and credit reporting information, and insurance related information (including, but not limited to, professional indemnity insurance details);
• Services information – information about how you use and access our Services, including cookies; and
• Other information – information about professional development enrolments that we are required to collect on behalf of the State Government for statistical purposes.  This includes name, employment status, REISA membership status, email address and contact details, and reasons for undertaking the professional development course.

REISA Forms platform.  When a Member uses the REISA Forms platform to prepare contracts and other documents for review or signature, we have access to any personal information about you contained in the document (such as name, contact information and property information), and any third parties whose products and/or services are integrated with the REISA Forms platform may also have access to such information.

When we collect sensitive information

We will not ordinarily ask you to provide sensitive information, however, information may fall within the definition of sensitive information under the Act.

We will only collect sensitive information in circumstances where:

• it is reasonably necessary for one or more of the Services we provide or functions we carry out; and
• you consent to the collection of the information, or we are required or authorised by law to collect the information.

How we use personal information

In general, we use your personal information for the purpose for which we collected it and for related purposes we consider will be within your reasonable expectations, including purposes disclosed in this Policy.  We may use your personal information for other purposes subject to applicable law, including applicable consent requirements (as required).

We may use your personal information to:

• provide our Services to you and collect payment from you;
• manage our relationship with you (such as creating a membership or user account and sending you records of our relationship, including purchases or attendance at professional development courses and events);
• send you marketing messages or for general marketing purposes, including choosing and delivering tailored content or advertising to you;
• manage and administer REI Forms Live and the REISA Forms platform, including fixing problems you may encounter when using these Services; and
• create and review data about individuals who use our Services and how they use our Services to improve our Services and improve our business systems, procedures and infrastructure.

Members.  We may use your personal information to:

• tell you about Membership opportunities;
• publish the results of formal disciplinary hearings in the public domain;
• administer your account and Membership;
• send information to you about the running of REISA;
• send reminders to you about your professional development requirements;
• maintain the REISA Member directory;
• send practice and guidance notes to you;
• comply with legal obligations; and
• inform your employers, where necessary, to support regulatory activity, the enforcement of professional standards or the effective management of membership.

REISA Forms platform.  When a Member uses the REISA Forms platform to prepare contracts and other documents for review or signature, we have access to data (including personal information) contained in the document.  We may use and retain such data:

• to provide and improve our Services associated with the platform;
• to create and use (including sell) de-identified data on an aggregated or non‑aggregated (but de-identified) basis as permitted by law, including to provide Property Information Products and Reports; and
• for any purpose ancillary or associated with the above.

Who we share your personal information with

We will not disclose your personal information to any third parties unless one of the following applies:

• You have consented.
• You would reasonably expect, or you have been told, that information of that kind is usually passed to those individuals, bodies or agencies.
• It is otherwise required or authorised by law.
• It is reasonably necessary for enforcement related activities conducted by, or on behalf of, an enforcement body (eg. Police).

REISA Forms platform.  When a Member uses the REISA Forms platform to prepare contracts and other documents for review or signature, we and other third parties whose products and/or services are integrated with the REISA Forms platform have access to that information.  This includes, without limitation, Land Services SA Operating Pty Ltd ACN 618 229 815 (“LSSA”) who provides REISA with products and services related to the platform and, in doing so, collects the information (including personal information) uploaded to the platform.  LSSA uses such data to manage and provide the platform, to create and use de-identified data on an aggregated or non-aggregated (but de-identified) basis, including to provide Property Information Products and Reports, and for purposes ancillary or associated with these purposes.  If you would like more information about how LSSA will handle personal information that it accesses via the REISA Forms platform, how you can seek access or request correction of personal information, how you can complain about LSSA’s handling of personal information and LSSA’s contact details, please visit https://www.landservices.com.au/privacy.

Related companies.  Personal information collected by REISA may be shared with our related companies.  We will take all reasonable and practical measures to keep such information strictly confidential, and ensure our related bodies keep information confidential.

Overseas transfers.  Depending on the scope of your interactions with us, REISA may transfer your personal information to overseas countries including but not limited to the United States of America and  Canada in order to perform one or more of our functions or activities.  In these circumstances, we will take reasonable steps to ensure that the overseas recipient does not breach the Australian Privacy Principles in relation to the information.

Property industry service providers.  We may disclose your personal information to businesses which provide services to vendors, purchasers, landlords and/or tenants where you have asked us to do so or we consider you would reasonably expect your personal information to be passed on in the circumstances.

Technology service providers.  Like many other businesses in Australia, REISA may rely on third party suppliers or contractors to provide specialised services such as web hosting, cloud computing technology and data storage services.  If personal information is provided to these suppliers and contractors in order to enable them to perform the agreed tasks, we will make every effort to ensure that the supplier or contractor handles the personal information in accordance with the Act and the Australian Privacy Principles.  We will also require all suppliers and contractors to provide privacy undertakings and enter into confidentiality agreements.  This includes third parties whose products and/or services are integrated with the REISA Forms platform, including without limitation LSSA.

Government identifiers.  There may be limited circumstances in which it is necessary for us to collect a government related identifier such as your tax file number or Centrelink reference number.  We will not use or disclose your government related identifiers unless we are required or authorised to do so by law or by a court or tribunal order, or in order to fulfill our obligations to a State or Territory authority.

Business Transfers.  In any transaction where the business or assets are sold, personal information will be transferred but will remain subject to the promises made in this Policy and any privacy consent notice you have previously provided (unless you consent otherwise).  In the unlikely event that REISA sells all of its assets, your information will be one of the transferred assets.

Other ways we use personal information

The following information applies to personal information we collect where reasonably necessary to provide our Services and/or interact with you, but does not apply to personal information processed through the REISA Forms platform when a Member uses the REISA Forms platform to prepare contracts and other documents for review or signature.

Marketing products and services.  REISA may use or disclose your personal information to let you know about products and services in which you may be interested.  You can contact us at any time if you no longer wish us to market our products and services to you (see the Contact Us section below for more information).

Hashed personal information.  We may share hashed portions of your personal information with certain strategic partners to make our business more responsive to your interests and/or those of like-minded consumers.  For example, we may aggregate your email address together with the email addresses of others who use our website or our Services, and transmit the hashed data to Facebook for the purpose of creating “Custom Audiences” (where targeted ads are sent to people on Facebook who have already used our services or been to our website) and “Lookalike Audiences” (where targeted ads are sent to people on Facebook who have similar characteristics to people on our custom audience list).  Please let us know if you wish to opt-out of this use.

Analytic Information.  We may use third party analytics tools to help us measure traffic and usage trends and online behaviour.  These tools collect information sent by your computer or mobile device or our website, including the web pages that you visit, add‑ons, and other information that assist us in improving the website.  We collect and use this analytics information with analytics information from other users so that it cannot reasonably be used to identify any particular individual user.

Cookies.  We may use cookies on our websites to manage the operation and performance of our sites.  This site (and all websites which are covered by this Policy) incorporates the use of cookies.  Cookies are small data text files that are placed on your computer when you visit a Website.  Cookies help to make websites work efficiently and provide us with information about how our website is used.  When you visit www.reisa.com.au and other REISA websites linked to this Policy, we may use cookies to enable us to collect standard internet log information and visit behavioural patterns.  Cookies automatically identify your browser whenever you interact with our site.  This helps us to make our site more responsive to your needs and to track and manage information relevant to your specific interests.  In this way we can tailor our site to you, deliver a better and more personalised service and track the pages on our site that you are interested in.  You should note that if you do not accept the cookies or subsequently choose to disable cookies, you may not be able to access all the services on our site.

Web Beacons and Pixel Tags.  In addition to cookies, we may also collect analytics information through the use of tracking pixels, also known as web beacons.  A tracking pixel is a transparent graphic image that is placed on a web page and, in combination with a cookie, allows for the collection of information regarding the use of the website that contains the tracking pixel.  We may use tracking pixels to tell when an advertisement has been clicked on or otherwise interacted with, and use that information to judge which advertisement is more appealing to users.  In some cases, we use third party service providers to help us collect and analyse this information.

How we store and manage your personal information

Your personal information may be stored in hard copy documents or electronically.

REISA is committed to keeping your personal information secure and safe and will take reasonable steps to protect your personal information from misuse, interference and unauthorised access and disclosure. Some of the ways we do this are:

• Requiring employees and contractors to enter into confidentiality agreements.
• Secure hard copy document storage (i.e. storing hard copy documents in locked filing cabinets).
• Security measures for access to our computer systems.
• Providing a discreet environment for confidential discussions.
• Access control for ou buildings.
• Security measures for our websites.
• Anti-spam, anti-virus and anti-malware software.
• Secure server room with access limited to authorised personnel.

We will review and update our security measures from time to time.

In addition, we will review the personal information and sensitive information held by us from time to time, ensuring that information which is no longer needed for a purpose for which it was initially collected is destroyed or de-identified.

REISA takes care to ensure that the information you provide to us via our website and online is protected.  For example, our website and applications may have electronic security systems in place, including the use of firewalls and data encryption in relation to shopping cart functions.

You may be able to access external websites by clicking on links we have provided.  Those other websites are not subject to our privacy standards, policies and procedures.  You will need to contact or review those websites directly to ascertain their privacy standards, policies and procedures.

Accuracy of personal information

REISA will take reasonable steps to ensure that all personal information we collect, use,  disclose or handle is accurate, complete and up-to-date.

If you believe your personal information is not accurate, complete or up-to-date, please contact us (see the Contact Us section below for more information).

Access to personal information

You may request access to personal information that REISA holds about you (see the Contact Us section below for more information).

We will acknowledge your request as soon as practicable, and generally within 14 business days, of the request being made.  Access will be granted as soon as practicable, and generally within 14 business days, of our acknowledgment.  If the request involves complex considerations or voluminous photocopying or scanning, we will contact you to provide an alternative timeframe based on the circumstances and anticipated work involved.

You will need to verify your identity before access to your personal information is granted.

We do not charge an “application fee” for you applying to access your personal information.  We may charge a fee for giving you access to your personal information in your preferred format to cover our costs involved in locating and collating information, as well as reproduction costs.

Once your request has been processed by REISA, you may be forwarded the information by mail or email or you may personally inspect it at the location where the information is held or another appropriate place.  Whenever possible, we will endeavour to make the information available to you in the manner requested by you unless it is unreasonable for us to do so (eg. if you have asked for the information to be emailed to you, we will endeavour to email the information to you).

If the file size would be too large, we may send you the information by hard copy instead of email).  If you are aware that we hold personal information about you that is no longer accurate, complete or up-to-date, please contact us (see the Contact Us section below for more information).

If you request access to your personal information, or if you request that we correct your personal information, we will allow access or make the correction unless we consider that there is a sound reason to withhold the information or not make the correction.

Under the Act, we may refuse to grant access to personal information if:

• We believe that granting access would pose a serious threat to the life, health or safety of any individual, or to public health or public safety.
• Granting access would have an unreasonable impact upon the privacy of other individuals.
• Denial of access is required or authorised by law or by a Court or Tribunal order.
• Giving access would be unlawful.
• The request for access is frivolous or vexatious.
• Legal proceedings are underway or anticipated and the information would not be accessible by way of the discovery process in those proceedings.
• Giving access would reveal our intentions in relation to negotiations between us and you in such a way as to prejudice those negotiations.
• Giving access is likely to prejudice enforcement related activities conducted by, or on behalf of, an enforcement body.
• Giving access is likely to prejudice action being taken or to be taken with respect to suspected unlawful activity or serious misconduct relating to our functions or activities.
• Giving access would reveal information in connection with a commercially sensitive decision‑making process.

If we do not agree to make a correction to your personal information, you may provide a statement about the requested corrections, and we will ensure that the statement is apparent to any users of the relevant personal information.

If we do not agree to provide access to your personal information or to correct your personal information, we will provide written reasons for the refusal and the mechanisms available to complain about the refusal (see the Complaints section below for more information).

Contact Us

You may contact us by mail, email or telephone as follows:

REISA Legislation and Compliance Adviser either by post at 33 Dequetteville Terrace, Kent Town, by telephone on 8366 4300 or by email at reisa@reisa.com.au

Complaints

If you consider that there has been a breach of the Australian Privacy Principles, you are entitled to complain to us (see the Contact Us section above for more information). We will acknowledge receipt of a complaint within 2 business days.  We will investigate the complaint and attempt to resolve it within 20 business days after the complaint was received.  Where it is anticipated that this time frame is not achievable, we will contact you to provide an estimate of how long it will take to investigate and respond to the complaint.

If you consider that we have not adequately dealt with a complaint, you may complain to the Office of the Australian Information Commissioner on the below details:

Mail:
Office of the Australian Information Commissioner (OAIC)

GPO Box 5288
SYDNEY NSW 2001

Email:
enquiries@oaic.gov.au

Phone:
1300 363 992

Privacy Policy Updates

We reserve the right to change this Policy at any time and any amended Policy is effective upon posting to our website.  We will make every reasonable effort to communicate any significant changes to you via email or via our updates.  Your continued membership of REISA and/or use of our Services will be deemed acceptance of any amended Policy.