Acutech Group Privacy Policy and End User Agreement

Acutech Group Pty Ltd ACN 143 012 266 (“Acutech Group”, or “we”, “our” or “us”) is bound by the Privacy Act 1988 (Cth) (as amended) (“Privacy Act”), including the Australian Privacy Principles. This Privacy Policy sets out how we treat the personal information that we collect, use and disclose and our procedures regarding the handling of personal and sensitive information, including the collection, use, disclosure and storage of information, as well as the right of individuals to access and correct that information.

From time to time, we may revise or update this Privacy Policy or our information handling practices. If we do so, the revised Privacy Policy will be published on our website.

Acutech Group Pty Ltd through their suite of software, such as, but not limited to Inspection Manager (Software), may collect information in order to conduct our business, to provide and market our services and to meet our legal obligations. By using our website or our services, or by providing any information to us, you consent to the collection, use and disclosure of your information as set out in this Privacy Policy.

The types of information we collect and hold from you

The types of information we may collect and hold includes (but is not limited to) information about:

• Agents Details
• Property Details
• Tenant Details
• Business associates and potential Third Party suppliers
• suppliers and their employees; and
• contractors

Information that we collect and hold may include:

• your name, business address, contact telephone number and other contact details such as your email address;
• payment information (such as credit card or bank details);
• other personal information required to provide our services in specific cases, for example, certain information to complete checks and property transactions; and
• details of your use of our products or services.

You are not obliged to provide your information to Acutech Group.

However, in many cases, if you do not provide relevant information to us, we may not be able to supply the relevant product or service that you have requested from us.

In some circumstances, you may provide to us, and we may collect from you, personal information about a third party. Where you provide the personal information of a third party, you must ensure that the third party is aware of this Privacy Policy, understands it and agrees to accept it.

If it is necessary to provide specific services to you, we may collect sensitive information about you. Under the Privacy Act, “sensitive information” includes but is not limited to information or an opinion about an individual’s racial or ethnic origin, religious belief, or criminal record and also includes health information about an individual. However, we will only collect sensitive information from you if you agree to provide it to us, you authorise us to obtain it from a third party or where the collection of the information is required or authorised by or under an Australian law or a Court/Tribunal order or otherwise where the collection is not prohibited under the Privacy Act. We will only use sensitive information in accordance with the Privacy Act and for the purpose for which it is provided.

How information is collected and held by us

We collect information in the following ways:

• when you create an account for the software, and provide login and password details for the Software;
• when you fill in and return to us a signed form;
• when you submit information through our website (such as when you send us a message or fill out an online form);
• in person, for example, when you engage with our HelpDesk, Transitions and Implementations teams;
• when you connect to a third party or connect to our services via a third party, for example, an integration partner; and
• in the course of providing services to you.

We may also collect information about you from third party suppliers and government database services.

We store personal information in computer storage facilities and paper-based files. We take steps to protect your information against loss, unauthorised access, use modification or disclosure. Some examples of the steps we take to protect your information include:

• ensuring there are suitable password protection measures and access privileges in place to monitor and control access to our IT systems;
• imposing restrictions on physical access to paper files;
• requiring any third parties engaged by Acutech Group to provide appropriate assurances to handle your information in a manner consistent with the Privacy Act; and
• taking reasonable steps to destroy or de-identify personal information after we no longer need it for our business or to comply with the law.

Collection of information through website activity

Information that may identify you as a user may be gathered during your access with our websites.

Our websites include pages that use ‘cookies’. A cookie is a unique identification number that allows the server to identify and interact more effectively with your computer. The cookie assists us in identifying what our users find interesting on our website.

A cookie will be allocated each time you use our website. The cookie does not identify you as an individual in our data collection process, however it does identify your Internet Service Provider.

You can configure your web browser to refuse cookies. If you do so, you may not be able to use all or part of our website.

Analytics and Anonymisation

We use Analytical software to help us analyse how users use our site and our products. This data is not able to identify your details.

Acknowledgment of Third-Party Connections and Transfer of Data

We advise that by using one or more of the Acutech Group suite of software, that your information will be utilised with other related Acutech Group software. You will be given the opportunity to accept the sharing of this information and you will be advised where the information will be transferred to another software package or platform.

Parties (including but not limited to Agencies) utilising our Paperless features acknowledge and accept that by doing so, they agree to create a direct connection with Third Party systems which may at any time collect information regarding the use through the Third-Party System.

By using our suite of software, you accept and acknowledge that you may be required to create one or more accounts with related software products for use throughout the Acutech Group software suites.

Adoption, use and disclosure of government related identifiers

Acutech Group, or its related body corporates, may collect some information that is a government related identifier.

Information from identity documents may be provided to the document issuer or official record holder via third party systems for the purpose of confirming your identity, for example, the Australian Government’s Document Verification Service (DVS). Where Acutech Group does collect government related identifiers, they are maintained on a separate database for audit and compliance purposes.

Acutech Group may use or disclose a government related identifier where:

• it is reasonably necessary for Acutech Group to verify the identity of the individual for the purposes of our business activities or functions; or
• as required or authorised by law or in accordance with the order of a Court or Tribunal, or where it is otherwise permitted to do so under the Privacy Act.

The purposes for which we collect, hold, use and disclose information

We collect, hold, use and disclose information for a variety of business purposes including:

• to provide the products or services you have requested from us;
• to process payments;
• to improve our business, products and services;
• to promote our business to you;
• to market other Acutech Group services or products to you;
• to handle and respond to your enquiries, complaints or concerns; and
• to provide information to third parties as set out in this Privacy Policy

Direct marketing

We also collect, hold, use and disclose your information to:

• notify you about the details of new services and products offered by us;
• notify you of the details of meetings, events and seminars that may be of interest to you;
• send you our newsletters and other marketing publications;
• administer our databases for client service, marketing and financial accounting purposes; and
• to comply with our legal requirements regarding the collection and retention of information concerning the products and services that we provide.

If you do not wish to disclose your information for the purpose of direct marketing or you would like to opt-out of receiving direct marketing communications, you can do so by contacting the Acutech Group Privacy Officer using the contact details set out in our website, or by following the instructions to unsubscribe which are contained in a communication that you receive from us.

Third Party Service Providers

We may disclose your information to third party service providers who assist us in providing the services you request, including public authorities and providers of information services.

We may also disclose your information to third parties who work with us in our business to promote, market or improve the services that we provide, including:

• providers of customer relations management database services and marketing database services;
• marketing consultants, promotion companies and website hosts; and
• consultants and professional advisers.

We may also combine your information with information available from other sources, to help us provide better services to you.

Where we do share information with third parties, we require that there are contracts in place that only allow use and disclosure of information to provide the service and that protect your information in accordance with the Privacy Act. Otherwise, we will disclose information to others if you've given us permission, or if the disclosure relates to the main purpose for which we collected the information and you would reasonably expect us to do so.

You will be promoted when information is to be shared, at which time you can opt out of sharing data.

Disclosure of personal or other information to overseas recipients

We do not presently disclose information to any organisations located overseas; however, we do disclose information in Australia, for the purposes described above, to some multinational organisations that are located both in Australia and overseas, including the United Kingdom, the United States and New Zealand.

How we handle requests to access your information

You have a right to request access to your information which we hold about you and to request its correction. You can make such a request by contacting the Acutech Group Privacy Officer using the contact details set out in the relevant website.We will respond to any such request for access as soon as reasonably practicable. Where access is to be given, we will provide you with a copy or details of your information in the manner requested by you where it is reasonable and practicable to do so.We will not charge you a fee for making a request to access your information. However, we may charge you a reasonable fee for giving you access to your information.In some cases, we may refuse to give you access to the information you have requested or only give you access to certain information. If we do this, we will provide you with a written statement setting out our reasons for refusal, except where it would be unreasonable to do so.

How we handle requests to correct your information

We will take such steps (if any) as are reasonable in the circumstances to make sure that the information we collect, use or disclose is accurate, complete, up to date and relevant.If you believe the information we hold about you is inaccurate, irrelevant, out of date or incomplete, you can ask us to update or correct it. To do so, please contact our office from the contact details on our website.If we refuse your request to correct your information, we will let you know why. You also have the right to request that a statement be associated with your information that says you believe it is inaccurate, incomplete, irrelevant, misleading or out of date

How to contact us or make a complaint

If you have any questions about this Privacy Policy, if you wish to correct or update information we hold about you or if you wish to request access or correction of your information or make a complaint about a breach by Acutech Group of the Australian Privacy Principles (including the way we have collected, disclosed or used your information), please contact our office from the contact details on our website.

We will acknowledge and investigate any complaint about the way we manage information as soon as practicable. We will take reasonable steps to remedy any failure to comply with our privacy obligations. If you are unhappy with our handling of the complaint, you may contact the Office of the Australian Information Commissioner at https://www.oaic.gov.au/