GREEN REAL ESTATE AGENCY — PRIVACY POLICY

If you provide us with your personal information, we may contact you regarding property listings, promotions and related products and services. We may use your personal information within Green Real Estate Agency and disclose it to authorised representatives and service providers who assist us in delivering our services.

Some of our service providers may store data on servers located overseas, including in the United States and the Philippines. By providing your information, you consent to these overseas disclosures.

If you do not provide required personal information, we may not be able to provide services to you or provide them to the expected standard.

We generally do not collect sensitive information unless you voluntarily provide it or it is required by law. You have the right to access and request correction of personal information we hold about you.

We collect, hold, use and disclose personal information to carry out our business activities, including:

• Marketing and selling properties for vendors

• Leasing and managing properties for landlords

• Facilitating property sales and leasing transactions

• Registering attendance at inspections

• Responding to enquiries and requests

• Assessing tenancy applications

• Verifying identity and conducting reference and credit checks

• Preparing contracts and lease documentation

• Managing trust accounts

• Providing customer support and handling complaints

• Conducting marketing and promotional activities

• Complying with legal and regulatory obligations

• Managing business operations, staff, contractors and recruitment

We are committed to preventing money laundering and the financing of terrorism in accordance with the Anti-Money Laundering and Counter-Terrorism Financing Act 2006 (Cth) and relevant NSW property legislation.

To comply with our legal obligations, mitigate financial crime risks, and prevent fraud, we implement strict Customer Due Diligence (CDD) procedures. This means we must verify the identity of our clients (including vendors, landlords, buyers, and prospective tenants) before conducting certain transactions or entering into agency agreements.

• Identity Verification: We require formal identification documents (such as a valid driver’s licence, passport, or corporate registration documents) to confirm your full name, residential address, date of birth, and/or company status.

• Beneficial Ownership: For corporate entities, trusts, or legal arrangements, we are required to identify and take reasonable steps to verify the natural persons who ultimately own or control the entity.

• Source of Funds: In high-risk scenarios or as required by law, we may request information regarding the source of funds or wealth involved in a transaction.

• Reporting Obligations: In compliance with national regulatory frameworks, we may be required to report suspicious matters or designated transactions to the Australian Transaction Reports and Analysis Centre (AUSTRAC) or law enforcement agencies.

If you fail or refuse to provide the requested identification or verification information, we may be legally restricted from acting on your behalf, processing your transaction, or providing our services to you. All information collected for AML/CTF compliance is securely stored, handled, and retained for at least seven years in accordance with our storage and security protocols.

Personal information may include your name, address, contact details, date of birth, identification details, employment and income information, rental history, financial information, trust account details, property details and communication history.

At open homes and inspections, personal information is collected electronically through our secure registration system. Access is restricted to authorised personnel and protected by multi-factor authentication.

If you are an employee or contractor, we may collect additional information including employment history, referees, tax file number, police checks and other information required by law.

We collect and use your personal information directly from you when you interact with our business. We use this information to:

• Make enquiries online, by phone or in person

• Attend property inspections or open homes

• Apply to rent a property

• Engage us to sell, lease or manage a property

• Subscribe to communications

• Provide feedback or lodge a complaint

• Apply for employment or contract roles

• Interact with our website or social media platforms

• Comply with our obligations under the Anti-Money Laundering and Counter-Terrorism Financing Act 2006 (Cth).

• Verify identity and undertake customer due diligence where required by law.

We may also collect information from third parties such as tenancy application platforms (including Snug Pty Ltd), referees, employers, credit reporting bodies, government agencies, and publicly available sources. All third-party information is required to be collected in accordance with Australian privacy laws.

All tenancy applications are processed through Snug Pty Ltd. By submitting an application through Snug, you consent to identity verification, employment and reference checks and credit checks where applicable.

Snug manages application data in accordance with Australian privacy laws and provides relevant information to us for assessment of tenancy suitability.

Our website may use cookies and analytics tools such as Google Analytics to improve functionality and user experience. These tools may collect information such as IP address, device type, pages visited and referral sources.

You may disable cookies via your browser settings, however this may limit website functionality.

Google Analytics data may be stored on servers located outside Australia. Google handles information in accordance with its own privacy policy.

We may disclose personal information to:

• Vendors, landlords, purchasers and tenants

• Solicitors, conveyancers and legal advisers

• Lenders, valuers and insurers

• Tradespeople and service providers involved in transactions

• Software, CRM and IT providers

• Marketing and data analysis providers

• Regulatory and government authorities

• Law enforcement agencies where required by law

• Approved electronic identity verification providers and government agencies or regulators where authorised or required by law, including AUSTRAC where applicable.

We do not sell or monetise personal information.

We may send marketing communications about properties and related services. You may opt out at any time using the unsubscribe function or by contacting us directly.

Even if you opt out of marketing, we may still contact you for legal, regulatory or transaction-related purposes.

Personal information is stored in secure digital systems protected by passwords and multi-factor authentication. Access is restricted to authorised personnel and revoked immediately when employment ends.

Physical documents are scanned into secure systems and then destroyed using cross-cut shredding and professional confidential destruction services.

Trust account records are retained for at least seven years in accordance with NSW legislation. Where personal information has been collected for AML/CTF purposes, records will be retained for the period required by applicable legislation before being securely destroyed or permanently de-identified in accordance with our record retention procedures.

Other information is retained only as long as required and is securely deleted or permanently de-identified when no longer needed.

We comply with the Notifiable Data Breaches scheme. If a data breach occurs, it is immediately contained and escalated internally. Our IT security provider, Empower IT, is engaged to assess and secure affected systems.

Where required, affected individuals and the Office of the Australian Information Commissioner will be notified.

You may request access to or correction of your personal information by contacting us in writing and verifying your identity. We aim to respond within 30 days.

We may refuse access in limited circumstances permitted by law and will provide reasons if this occurs. A reasonable fee may apply for retrieval of records.

If you believe we have breached your privacy rights, please contact our Privacy Officer. We will investigate and respond in writing within 30 days.

If unresolved, you may contact the Office of the Australian Information Commissioner at www.oaic.gov.au.

Privacy Officer

Green Real Estate Agency

994 Victoria Road

West Ryde NSW 2114

Phone: 02 9807 8899

Email: [email protected]

Website: www.grea.com.au

Information on this website is provided in good faith but without warranty as to accuracy or completeness. Use of the website is at your own risk.

Copyright in website content belongs to Green Real Estate Agency. Non-commercial use is permitted. Commercial use without permission may result in legal action.

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Last Updated: July 2026