Privacy Policy – C J REAL ESTATE
Last updated: 2026
C J REAL ESTATE ("we", "our", "us") is committed to protecting your privacy in accordance with the Privacy Act 1988 (Cth) and the Australian Privacy Principles (APPs). This Privacy Policy explains how we collect, use, store, disclose and protect personal information in connection with our real estate services, including sales, leasing and property management.
1. What Personal Information We Collect
The types of personal information we may collect include:
- Names, postal addresses, email addresses and telephone numbers
- Identification details and documents provided for tenancy or verification (e.g. driver licence, passport)
- Tenancy applications, rental history, employment details, income and references
- Property ownership information and sales enquiry data
- Inspection notes, condition reports, photographs, maintenance requests and access information
- Information required by law (for example, verification of identity (VOI), anti-money laundering (AML/CTF) or Fair Trading requirements)
- Any other information you choose to provide to us in connection with a property or our services.
2. How We Collect Personal Information
We usually collect personal information directly from you when you:
- Make an enquiry about a property or our services
- Request an appraisal or engage us to sell, lease or manage a property
- Apply to rent or purchase a property
- Attend an open home, inspection or auction and complete a registration or sign-in
- Communicate with us by phone, email, SMS, online forms, social media or in person
- Submit maintenance requests or other property-related forms
We may also collect personal information from third parties where it is reasonable and lawful to do so, including:
- Landlords, tenants, co-applicants and your authorised representatives
- Referees, previous and current agents or landlords, and tenancy databases
- Tradespeople, strata managers, building managers, insurers and other service providers
- Publicly available sources, property data providers and government agencies.
3. How We Store and Protect Personal Information
We take reasonable steps to protect personal information from misuse, interference, loss and unauthorised access, modification or disclosure.
Our main systems are:
- Sales and enquiry data: stored securely in our customer relationship management platform (Agentbox).
- Tenancy and property management data: stored securely in our property management system (Property Tree).
These systems use role-based access, password protection and secure cloud hosting. We also use locked filing cabinets and secure archives for physical records.
Access to personal information is restricted to staff who need it to perform their role. We provide staff training on privacy and information security, and we have internal procedures for secure handling, storage and destruction of records.
4. Why We Collect, Hold and Use Personal Information
We collect, hold and use personal information to:
- Provide real estate sales, leasing and property management services
- Assess tenancy applications and manage tenancies
- Arrange inspections, repairs, maintenance and property access
- Communicate with landlords, tenants, buyers and vendors
- Respond to enquiries about properties and our services
- Comply with our legal and regulatory obligations
- Manage our business operations, including training, quality assurance and risk management
- Send property updates, marketing communications and event information where permitted by law (you can opt out at any time).
If you choose not to provide certain personal information, we may not be able to provide some or all of our services to you or properly perform our obligations.
5. Disclosure of Personal Information
We may disclose personal information to third parties where reasonably necessary for the purposes described in this Privacy Policy or as otherwise permitted or required by law, including to:
- Landlords, tenants, vendors, buyers and their authorised representatives
- Approved tradespeople, contractors, cleaners and inspectors
- Strata managers, building managers and onsite building staff
- Insurers, insurance assessors and brokers
- Tenancy databases (such as TICA) and reference checking services, where lawful and appropriate
- Our professional advisers, such as lawyers, accountants and auditors
- Government authorities, regulators, law enforcement agencies, Fair Trading and tribunals or courts when required or authorised by law
- Our IT, cloud hosting, CRM and document management service providers.
Some of our technology or service providers may operate or store data overseas. Where this occurs, we take reasonable steps to ensure that those providers handle personal information in accordance with Australian privacy requirements.
6. Retention and Destruction of Personal Information
We retain personal information only for as long as it is reasonably necessary for the purposes described in this Privacy Policy or as required by law.
As a guide:
- Tenancy and management files: usually kept for at least 7 years after the tenancy or management ends.
- Sales files: usually kept for at least 7 years after settlement.
- Unsuccessful tenancy applications: usually retained for up to 6 months, unless a longer period is required or permitted by law.
When personal information is no longer required, we take reasonable steps to securely destroy or de-identify it, including shredding physical documents and securely deleting or de-identifying digital records.
7. Access to and Correction of Personal Information
You may request access to the personal information we hold about you, or request correction if you believe it is inaccurate, out-of-date or incomplete.
Requests can be made using the contact details in Section 10. We may need to verify your identity before responding.
8. Website, Cookies and Digital Services
We may collect information such as IP addresses, browser type, pages visited and usage patterns through cookies and analytics tools.
You can disable cookies, but some website features may not function properly.
9. Complaints About Privacy
You can contact us with any privacy concerns. If you are unsatisfied with our response, you may contact the OAIC at www.oaic.gov.au.
10. Contact Us
Privacy Officer – C J REAL ESTATE
Shop 5, Walker St, Rhodes NSW 2138
Phone: 02 9739 6000
Email: info@cjintl.com.au
Website: www.cjrealestate.com.au
