Privacy Policy

Mayfair Real Estate

Last updated: January 2026

Mayfair Real Estate (“we”, “us”, “our”) is committed to protecting the privacy of personal information we collect and hold in the course of providing real estate services.

This Privacy Policy explains how we manage personal information in accordance with the Privacy Act 1988 (Cth), the Australian Privacy Principles (APPs), and relevant NSW regulatory requirements applicable to licensed real estate agents.

The Act allows personal information to be collected, used and disclosed for the purposes for which it was collected in accordance with the Act.

 This Privacy Policy only applies to the extent we collect, use and disclose personal information in connection with this website.

This Privacy Policy may be revised, updated or replaced from time to time and we may subsequently notify users of any changes to it by posting the revised, updated or replaced Privacy Policy on this website.  Any changes to it take effect on the date on which the revised, updated or replaced Privacy Policy is posted to this website.

 What Is Personal Information?

Personal information is information or an opinion about an identified individual, or an individual who is reasonably identifiable.

 What personal information do we collect?

We may collect and hold personal information including, but not limited to:

  • Full name
  • Date of birth
  • Residential and postal address
  • Email address and telephone number
  • Identification documents (e.g. driver’s licence, passport)
  • Employment, income and financial information
  • Rental history and references
  • Emergency contact details
  • Banking details where required for rent, bond or refunds
  • Images or video footage where applicable (e.g. CCTV)

We only collect personal information that is reasonably necessary for our real estate functions and activities.

 Property Inspections and Open Homes

When you attend an open home or property inspection conducted by Mayfair Real Estate, we may collect personal information such as:

  • Your name
  • Your contact details
  • Details confirming attendance at the inspection

This information may be collected via:

  • Physical inspection registers
  • Digital sign-in systems, QR codes or inspection applications

Purpose of inspection data collection

  • Property security and safety
  • Contacting attendees in relation to the property
  • Compliance with insurance, risk management and record-keeping obligations

Providing this information may be a condition of entry to a property.

How We Collect Personal Information from you

We collect personal information directly from you when you:

  • Attend property inspections
  • Submit a rental or tenancy application
  • Enter into a tenancy or sales agreement
  • Contact us by phone, email, website or digital platforms
  • Engage our property management or sales services

We may also collect information from third parties such as:

  • Referees and employers
  • Previous landlords or managing agents
  • Tenancy databases (where permitted by law)
  • Government agencies or authorities
  • Service providers acting on our behalf

Property Management

·      if you are a prospective or current landlord and you want us to manage your property, then we will collect personal information from you in order to identify you and the property;

·      if you are a prospective or current tenant and/or you inspect any rental property, then we will collect personal information from you when you attend the property inspection;  and

·      if you are a prospective or current tenant and you want to rent a property, then we will collect personal information from you, usually at the rental application stage from the rental application and supporting documentation that you supply. If you are the successful tenant then we may also collect personal information from you during the continuation of any tenancy or lease agreement with the landlord.

Sales

·      if you are a prospective or current vendor and you want us to act as your sales agent, then we will collect personal information from you in order to identify you and the property;

·      if you are a prospective or current purchaser and you inspect any property, then we will collect personal information from you when you attend the inspection; and 

·      subject to the other provisions of this Privacy Policy, we may also collect personal information from you when you make any other enquiry with us about the property. 

Why We Collect and Use Personal Information

Mayfair Real Estate collects, uses and holds personal information for purposes including:

  • Managing property inspections and enquiries
  • Assessing rental applications
  • Managing residential and commercial tenancies
  • Managing property sales transactions
  • Communicating with tenants, landlords, buyers and sellers
  • Trust accounting and financial administration
  • Compliance with legal, regulatory and audit obligations
  • Risk management, insurance and dispute resolution

We do not use personal information for purposes unrelated to our real estate functions.

How we collect personal information from other sources

We can collect personal information about you from other sources in any manner permitted by the Act.  We will only collect personal information from other sources where it is reasonably necessary for us to do so in relation to, or in connection with, any services we are supplying in connection with our real estate and/or strata agency business.  Examples of such sources of personal information include:

 ·      from your agents, other owners, insurers and underwriters, contractors, legal, financial and other advisors in relation to or in connection with any tenancy, lease or contract for sale of the property;

·      from public registers including those managed by the NSW Land & Property Information;

·      from publicly available information;

·      from property valuers or related service providers; and

·      from our other service providers including any third party that has been authorised to supply us with personal information.

 When the law authorises or requires collection of personal information

 There are laws that may require us to collect and disclose your personal information.  For example, we may be required to collect and disclose your personal information pursuant to the Property, Stock and Business Agents Act 2002 (NSW), including any regulation under that law. 

How your personal information may be used

We may collect and disclose your personal information for the following purposes including:

 Property Management

·      to identify and/or verify the identity of any prospective or actual landlord or tenant for any property we manage or propose to manage;

·      to process and assess any application received in relation to a tenancy or lease of any property;

·      to advertise, market and promote any tenancy or lease of any property;

·      to negotiate and prepare any tenancy agreement, lease or any other document for any property;

·      to liaise and exchange information with the landlord or the tenant as well as their agents, contractors, legal, financial and other advisors in relation to or in connection with any tenancy or lease of the property;

·      to manage any tenancy or lease agreement including the collection of rent and other amounts on behalf of the landlord and the preparation of required statements of account;

·      to ensure the safety and security of landlords and existing occupiers and of each of their property in connection with the inspection of any property by prospective tenants;

·      to provide your insurer with information relating to or connected with any property;

·      to comply with any applicable law in connection with the tenancy agreement or lease;

·      to confirm whether the landlord or tenant is registered for GST purposes;

·      to tell you about any other rental property that we are managing or any other service that we provide, unless you tell us not to (this is referred to as direct marketing);

 Sales

·      to identify and/or verify the identity of any prospective or actual vendor for any property;

·      to advertise, market and promote the sale of any property;

·      to negotiate and manage the sale of any property (including to provide non-legal assistance with the exchange of the contracts for the sale of property as well as the preparation of any required statements of account);

·      to liaise and exchange information with the vendor, purchaser (including any prospective purchaser) as well with their respective agents, contractors, legal, financial and other advisors in relation to or in connection with the sale of the property;

·      to ensure the safety and security of vendors and existing occupiers and of each of their property in connection with auctions and the inspection of any property by prospective purchasers;

·      to comply with any applicable law in connection with the sale of the property;

·      to confirm whether the vendor or purchaser is registered for GST purposes;

·      to tell you about any other property that we are selling or any other service that we provide, unless you tell us not to (this is referred to as direct marketing);

 How we share your personal information

 Sharing personal information with third parties

We may seek and use personal information about you from, and use or disclose personal information about you to, third parties in relation to or in connection with the potential or actual rental of a property, the sale and purchase of a property or other business or administrative functions for the real estate and/or strata agency. These third parties may include:

We may disclose personal information to:

  • Property owners and landlords
  • Tenants (where relevant to tenancy matters)
  • Tradespeople and contractors
  • Property management, trust accounting and CRM software providers
  • Professional advisers (including legal, accounting and auditing services)
  • Government authorities, courts or tribunals where required or authorised by law

We do not sell or trade personal information.

If you do not provide personal information

If you do not provide your personal information to us, it may not be possible to provide you with the service that you have requested or applied for, for example: 

 -          if personal information is not disclosed in a rental application by a prospective tenant, then we may be unable to process the application and/or submit it to the landlord for their consideration or approval. If you enter into a rental or lease agreement, you will need to be identified and your personal information will be included in the rental or lease agreement;  

-          if personal information is not disclosed by a vendor in connection with the sale of their property, we will not be able to verify that they are the owner of the property and/or to advertise and market the property; 

-          if personal information is not disclosed by a prospective purchaser at an open inspection, then we may not be able to admit them into the inspection;

-          if personal information is not disclosed by a prospective purchaser at an auction, then we will not be able to register them as a bidder;

-          if personal information is not disclosed by an owner in connection with the management of their strata scheme or their property, then we will not be able to verify that they are the owner of the property and manage the strata scheme; and

-          to let you know about other services we provide that might be suitable for your needs (unless you opt out of this by telling us that you do not wish to receive such information).

Disclosure of Personal Information

We may disclose personal information to:

  • Property owners and landlords
  • Tenants (where relevant to tenancy matters)
  • Tradespeople and contractors
  • Property management, trust accounting and CRM software providers
  • Professional advisers (including legal, accounting and auditing services)
  • Government authorities, courts or tribunals where required or authorised by law

We do not sell or trade personal information.

Storage and Security of Personal Information

We take reasonable steps to protect personal information from misuse, interference, loss, unauthorised access, modification or disclosure.

Security measures include:

  • Secure electronic property management systems
  • Access controls and user permissions
  • Password protection and system security measures
  • Secure destruction or de-identification of information when no longer required

We retain personal information only for as long as required by law or business necessity.

 Access and Correction

You may request access to personal information we hold about you, or request correction if the information is inaccurate, out of date or incomplete.

Requests can be made by contacting our Privacy Officer using the details below.
We will respond within a reasonable timeframe in accordance with the Privacy Act.

Complaints

If you believe Mayfair Real Estate has breached your privacy, you may make a complaint in writing.

We will investigate all complaints promptly and take reasonable steps to resolve them.
If you are not satisfied with our response, you may contact the Office of the Australian Information Commissioner (OAIC).

Contact Us

Privacy Officer / Licensee-in-Charge
Mayfair Real Estate
Email: mayfair@mayfairrealestate.com.au

Anonymity and pseudonyms

 General users of the website do not need to disclose their identity to us in order to use this website.   This website does not, therefore, collect personal information about people who generally access it except in the circumstances described above.

 Please note that we may not be able to provide you with some or all of our services if you are anonymous or use a pseudonym. 

COOKIES A cookie is an electronic token that is passed to the user’s browser which passes it back to the server whenever a page is sent to the user.   Our servers may generate cookies which are used to keep track of the pages that users have accessed while using the website. The cookie also allows data to be inputted into a form or template and temporarily stored until the user chooses to save that form or template.  Cookies generally remain on the user’s computer even after an internet session is ended and the computer rebooted. The cookie can be read by the server that placed it there during a subsequent visit to that same server. Their exact behavior is server specific.

Information security

We take reasonable steps to protect all information which we hold (including personal information) from misuse, loss, and unauthorised access, modification or disclosure.

 We may store information about you in cloud or other types of networked or electronic storage.  As electronic or networked storage can be accessed from various countries through an internet connection it is not always practical to know in which country personal information about you may be held. 

 Where appropriate, we use secure transmission facilities.  However, no transmission of information over the internet can be guaranteed to be completely secure and we do not warrant the security of any information transmitted to us over the internet.

 Links to other websites

 This website may contain links to other websites. We are not responsible for the privacy practices or the content of those websites.  This Privacy Policy does not extend to those linked websites.

Accessing your Personal Information

Unless we are entitled to withhold access to your personal information (there are various reasons why this may be the case), you have the right to request access to any personal information held by us which relates to you.  We may charge a reasonable fee where access to personal information is provided.  Any requests for access to your personal information should be made in writing to the Privacy Officer (details specified below).  You also have the right to request the correction of any personal information which relates to you that is inaccurate, incomplete, irrelevant, misleading or out-of-date.

 If you require any further information about our management of personal information or have any queries or complaints, you should contact:

 The Privacy Officer

Mayfair Real Estate

mayfair@mayfairrealestate.com.au

 Marketing and opt-out

 We may also use the information, including personal information (excluding sensitive information), provided by users of this website for marketing and research purposes, to analyse and improve products, benefits and services and to inform users of products, services and benefits provided by us, our related entities, suppliers or sponsors which we consider may be of value or interest to users, unless the user tells us, or has previously told us, not to.  If a user does not wish to receive any information about such products, services and benefits they can contact the Privacy Officer (details specified below).  We will not use your sensitive information for these purposes without your consent.

Data Breaches

Mayfair Real Estate has a Data Breach Response Plan in place in accordance with the Notifiable Data Breaches Scheme.

If a data breach occurs that is likely to result in serious harm, we will:

  • Take immediate steps to contain the breach
  • Assess the impact of the breach
  • Notify affected individuals and the OAIC where required

DATA BREACH RESPONSE PLAN

1. Purpose

This Data Breach Response Plan outlines how Mayfair Real Estate responds to actual or suspected data breaches involving personal information, in compliance with the Notifiable Data Breaches (NDB) Scheme.

2. What Is a Data Breach?

A data breach occurs when personal information held by Mayfair Real Estate is:

  • Lost
  • Accessed without authorisation
  • Disclosed without authorisation

Examples include:

  • Emails sent to the wrong recipient
  • Lost or stolen devices
  • Cyber-security incidents
  • Unauthorised access to trust or tenancy records

3. Immediate Response

Upon identifying a suspected or actual data breach, Mayfair Real Estate will:

  1. Contain the breach
    • Secure systems and restrict access
    • Disable compromised accounts
    • Recover information where possible
  2. Assess the breach
    • Identify the type of information involved
    • Determine the number of affected individuals
    • Assess the likelihood of serious harm

4. Notification Requirements

If a breach is likely to result in serious harm, Mayfair Real Estate will:

  • Notify affected individuals as soon as practicable
  • Notify the Office of the Australian Information Commissioner (OAIC)

Notifications will include:

  • Description of the breach
  • Type of information involved
  • Recommended steps for affected individuals
  • Actions taken to mitigate harm

5. Prevention and Review

Following a data breach, Mayfair Real Estate will:

  • Review internal policies and procedures
  • Strengthen security controls
  • Provide staff training where required
  • Document the breach and response actions

6. Responsibility

The Privacy Officer / Licensee-in-Charge is responsible for:

  • Managing data breach responses
  • Ensuring compliance
  • Staff awareness and training

  • Acceptance of this Privacy Policy

    By using this website, accessing any of our products, services or features, the user acknowledges that it has read, understands and accepts this Privacy Policy and the permissions to collect, use and disclose personal information, and the user authorises us to collect, use and disclose, in accordance with the Act, their personal information for the purposes specified in this Privacy Policy.