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PICA Services Pty Ltd, ABN 70 651 941 114 (“we” or “us”) is a member of PICA Group, being Prudential Investment Company of Australia Pty Ltd ACN 004 266 817 and its subsidiary companies.
Our core service is to act as managing agent and service provider for entities that are responsible for administering common property in multi-unit dwellings (whether under strata, unit, community, company title, or any equivalent regime of subdivision of real estate) (“schemes”). We also offer services to owners and occupants of lots or units, including the routine provision of information about the scheme or in response to requests from individual owners or occupants.
The purpose of this notice is to provide you with information regarding our collection of your personal information in connection with our services.
We collect your personal information in connection with our services to schemes and to you as a lot owner or occupant. Such personal information may include your name, address, telephone number, email address, bank account details, strata plan number, and building name. Personal information that we collect about you also includes information about your engagement with your scheme, including information provided in meetings of your scheme and associated committees or in correspondence involving your scheme.
We may not be able to provide services to you or your scheme if we do not collect this information. For example, we won’t be able to support your scheme in meeting its record-keeping and information access requirements (discussed below) if we don’t collect some of this information. Likewise, we may not be able to provide services directly to you without collecting some of this information.
When we are appointed as managing agent, all scheme records held by the outgoing managing agent are required to be transferred to us and, on receipt, will be included in our records database. These records may contain your personal information.
Otherwise, we generally collect personal information directly from you or your representatives (such as a lawyer or conveyancer) in the course of providing services to you or your scheme. In some circumstances, we may also receive additional information about you via a third party referral, such as referrals from property managers, building managers, caretakers, or individuals you may be in contact with.
We collect your personal information to provide management and agency services in accordance with our appointment agreements with your scheme and to offer and provide additional services and benefits to your scheme and to you. This includes collecting personal information on behalf of your scheme where required for your scheme and for us to comply with applicable record-keeping and information access requirements under strata laws (or equivalent legislation applicable to other types of multi-unit dwellings).
We are required by law to include some of your personal information in publicly available databases, such as the strata roll in New South Wales. We are also required to grant owners and interested parties access to the scheme records we hold. We may therefore need to disclose your personal information in complying with these requirements.
In addition to the above, we may also disclose your personal information to:
• contractors and service providers engaged by the scheme;
• our service providers in connection with the provision of our services to you or your scheme;
• insurance and utility brokers;
• third parties offering benefits to schemes, lot owners, or occupants;
• regulators; or
• insurers, tribunals, and courts in the event of claims and disputes.
While we store scheme records in Australia, your personal information may be transferred overseas, including to recipients located in the United States and European Union, when we use third party contractors or technology tools and solutions. Our relationships with such external service providers are governed by our contracts with them.
More detailed information about how PICA Group handles your personal information is set out in our Privacy Policy which you can view at picagroup.com.au.
Our Privacy Policy includes information about how you may access your personal information or seek correction of your personal information. Our Privacy Policy also includes information about how you may make a complaint about how your personal information has been handled.