1. What this statement covers
This Privacy Statement explains how SiteRelay (“we”, “us” or “our”) handles personal information in connection with our website, agency-authorised field documentation services and staff workspace.
We aim to manage personal information openly and carefully, having regard to the Privacy Act 1988 (Cth) and the Australian Privacy Principles where they apply.
2. Information we may collect
The information we collect depends on how you interact with SiteRelay and may include:
- agency, client and business contact details;
- staff account details, including name, email address and access role;
- property addresses, attendance instructions, dates, times and access outcomes;
- objective field notes, photographs, captions and documentation pack content;
- correspondence, enquiries, requests and complaint details; and
- basic technical and security information generated when our website or protected workspace is used.
Property photographs or notes may incidentally include information about an identifiable person, their belongings or their circumstances. SiteRelay personnel are instructed to capture only what is relevant to the agency-approved brief.
3. How we collect information
We may collect information directly from you, from an instructing real estate agency, from authorised agency or SiteRelay personnel, during an agency-authorised attendance, or through service providers used to operate the protected workspace.
If you provide personal information about another person, you should be authorised to do so and take reasonable steps to ensure they understand how the information may be handled.
4. Why we use information
We use personal information only where reasonably necessary to:
- accept and carry out an agency-authorised attendance brief;
- prepare, quality-check and securely return a documentation pack;
- manage staff access and maintain the security of our workspace;
- communicate with agencies, authorised contacts and people who contact us;
- improve our processes, investigate issues and protect people, property and our systems; and
- meet legal, regulatory, insurance and record-keeping requirements.
We do not sell personal information or use property documentation for unrelated advertising.
5. When we disclose information
We may disclose relevant information to the instructing agency and its authorised users, SiteRelay personnel who need it to perform their role, and technology providers that support secure hosting, authentication, storage, communications or system administration.
We may also disclose information with consent, where required or authorised by law, or where reasonably necessary to address a serious safety, security or legal issue. We do not publish completed property documentation packs for public access.
6. Storage, security and overseas processing
We use access controls and other reasonable administrative and technical safeguards designed to protect personal information from misuse, interference, loss and unauthorised access, modification or disclosure. No online system can be guaranteed to be completely secure.
Some technology providers may operate in, or process information from, locations outside Australia. Where overseas handling occurs, we take reasonable steps appropriate to the circumstances to protect the information.
7. Retention
We retain information only for as long as it is reasonably needed for the purpose for which it was collected, to meet agency instructions, resolve disputes, maintain security or satisfy legal and record-keeping requirements. When information is no longer required, we take reasonable steps to delete it or de-identify it.
8. Website and sign-in technology
Our protected workspace may use essential session and identity technology to authenticate users and keep accounts secure. SiteRelay does not currently use advertising cookies. Links to third-party websites are governed by those providers’ own privacy practices.
9. Access and correction
You may ask to access personal information we hold about you or request that inaccurate, out-of-date, incomplete, irrelevant or misleading information be corrected. We may need to verify your identity and, in some circumstances, access may be limited by law or the rights of another person.
10. Questions and complaints
For a privacy question, access or correction request, or complaint, contact SiteRelay using the details below. Please include enough information for us to understand and investigate your request. We will respond within a reasonable period.
If the Privacy Act applies and you are not satisfied with our response, you may be able to contact the Office of the Australian Information Commissioner.
11. Changes to this statement
We may update this Privacy Statement when our services, systems or legal obligations change. The current version will be published on this page with its effective date.