Privacy Policy & Disclaimer

This policy

This policy statement applies to REFRM GROUP PTY LTD T/A REFRM (ABN 89 681 136 461) and to the websites www.refrm.com.au and portal.refrm.com.au.

REFRM respects your right to privacy. As an organisation which discloses information to third parties for a benefit, service or advantage, we are bound by the Australian Privacy Principles contained in the Privacy Act 1988 (Cth). Those Principles regulate most of our activities with respect to personal information collected, stored, used and disclosed by us. However, the activities of all organisations directly relating to personal information of current or former employees contained in employee records are not covered by the Principles.

Clients, Vendors and Purchasers (current and prospective)

In our agency business we use personal information collected from clients, prospective clients, vendors and prospective vendors for the purpose for which it was collected, which is to act as the vendor’s agent and to perform our obligations under our agreement with vendors, or to provide market appraisals to prospective vendors.

We use personal information collected from purchasers and prospective purchasers for the purpose for which it was collected, which is to inform them of properties for sale.

We may use information for direct marketing purposes and to seek potential clients through promotional activities of the agent. In providing the information the parties agree to this use unless they advise us differently.

We may disclose information to other parties including potential purchasers or vendors, or to media organisations, on the internet or to the clients of the agent both existing and potential, as well as to parties engaged to evaluate the property, for example building inspectors, and to owners corporations, government and statutory bodies and financial institutions and to third parties as required by law.

Landlords/Prospective Landlords

We use personal information collected from landlords and prospective landlords for the purpose for which it was collected, which is to act as the landlord’s agent and to perform our obligations under our agreement with landlords, or to provide market appraisals to prospective landlords.

We may also use that information for direct marketing purposes and to seek potential clients through the promotional activities of the agent. In providing the information the parties agree to this use unless they advise us differently.

We may disclose information to other parties including to potential tenants, media organisations, on the internet or to clients of the agent, both existing and potential, as well as to tradespeople, owners corporation, government and statutory bodies and financial institutions and to third parties as required by law.

Tenants/Prospective Tenants

Personal information is collected from tenants or potential tenants in the course of a tenancy application and any subsequent tenancy as is necessary for the agent to verify the potential tenant’s identity, to process and evaluate the application and to manage the tenancy.

Personal information collected in the application and during the course of the tenancy may be disclosed to other parties, including to the landlord, as well as to tradespeople, owners corporations, government and statutory authorities, financial institutions and to third parties as required by law. If this information is not provided, we may not be able to process the application and manage the tenancy.

General

We will only disclose the above-mentioned information to other parties as required to perform our duties under any agreement, to achieve the purposes specified above and to provide an effective service, or as otherwise allowed under the Privacy Act.

Real estate and tax laws require some of the above-mentioned information to be collected. If the information is not provided, we may not be able to act effectively or at all.

If you would like access to this information, you can do so by contacting us at:

119 York Street, South Melbourne, VIC 3205
Ph.: 0403 142 119
Email: info@refrm.com.au

You can also correct this information if it is inaccurate, incomplete or out of date.

Complaints

If you have a concern about how we have handled your personal information, contact us first using the details above (info@refrm.com.au or 0403 142 119) and we will look into it and respond to you. If you are not satisfied with our response, you can make a complaint to the Office of the Australian Information Commissioner, GPO Box 5218, Sydney NSW 2001, enquiries@oaic.gov.au.

The REFRM client portal

REFRM runs a client portal at portal.refrm.com.au, where its clients, tenants and consultants work on deals with the REFRM team. This section says what the portal collects and how it is handled.

What the portal stores about you:

• your account details (your name, email address, phone number and, if you add one, a profile picture) and your sign-in details, including the name and email address Google gives us if you sign in with Google;
• your two-step verification set-up, where you have one;
• the deal and property records you are part of, and the documents uploaded to them;
• notes, messages, comments and mentions written in the portal;
• a record of actions taken in the portal, such as who added a document or changed a task, and when;
• tenants’ property requirements (hit lists) and developers’ site preferences;
• records of the emails sent to you from the portal, including whether they were delivered and whether you have unsubscribed; and
• enquiries sent through the website’s Request Consultation form.

Your IP address appears in the server logs of the services that host the website, the portal and its sign-in, as it does for any website.

When REFRM emails you a link to a document from the portal, the link records the first time you open that document, so REFRM knows it reached you. The emails themselves carry no tracking images, and REFRM does not track whether you opened the email.

REFRM may create portal access for people it already deals with, such as tenants and operators on its existing contact database, so that it can send them property opportunities or give them access to a deal. If you would rather not have an account, email info@refrm.com.au and it will be removed.

What is typed into the portal’s address field is sent to Google’s address search so that it can suggest matching addresses.

The portal keeps your sign-in session, your choice of light or dark theme and a small number of display preferences in your browser’s local storage. Neither the website nor the portal uses analytics or advertising services, and neither sets tracking cookies.

Every marketing email sent from the portal carries an unsubscribe link. Unsubscribing stops marketing email from the portal, such as property opportunities and initial commercials. To honour that, REFRM keeps your email address on a do-not-email list. You may still receive emails about your own account, such as a sign-in link or an invitation to a deal.

When something is deleted in the portal it is hidden rather than erased, and REFRM may keep deleted records and its record of actions for record keeping. To have your account removed, email info@refrm.com.au.

Where your information is held, and who processes it. The portal’s database and server are in Sydney, Australia (Supabase and Google Cloud). Some of the services REFRM uses are overseas, so your personal information may be disclosed to: Twilio SendGrid in the United States, which delivers REFRM’s email; Google, for sign-in with Google, choosing files from Google Drive and address search; Microsoft, for signing in to OneDrive and choosing files from it when you choose to upload from OneDrive (your browser fetches only the file you pick); and Vercel, which hosts the website and serves it through locations around the world. Server logs held by Google Cloud may be stored outside Australia.

Google sign-in and Google Drive

If you sign in with Google, the portal uses Google sign-in only to identify you. It receives your name and email address from your Google account and uses them to sign you in to, or create, your portal account.

If you choose a file from Google Drive to upload to the portal, the portal asks Google for the drive.file permission, which lets it read only the files you pick in Google’s file picker. It uses that permission only to copy the files you pick into the portal: your browser downloads each file from Google Drive and uploads it to the portal, and the Google access token stays in your browser for that page and is never sent to or stored by REFRM’s servers.

REFRM’s servers do not store Google access tokens, and the portal does not read any other file in your Google Drive, does not share your Google data with anyone else and does not use it for advertising. REFRM’s use of information received from Google APIs adheres to the Google API Services User Data Policy, including the Limited Use requirements.

Disclaimer

The information contained in this/any current and/or future proposal/feasibility is provided by REFRM GROUP PTY LTD and while we endeavour to keep the information up to date and correct, we make no representations or warranties of any kind, express or implied, about the completeness, accuracy, reliability, suitability or availability with respect to the properties or the information, products, services, or related graphics contained in this proposal for any purpose. Any reliance you place on such information is therefore strictly at your own risk. Information should not be used without validating that information from appropriate sources and obtaining professional advice where it is prudent to do so. You should make and rely upon your own assessments and enquiries to verify the accuracy of the information provided. REFRM GROUP PTY LTD is governed by the laws and legislation of the state of Victoria, including the Estate Agents Act 1980. Please also note, all information above/within the feasibility has been provided by third parties.