Privacy Policy
William Whyte Property Pty Ltd Last updated: 10 September 2026
1. About this Privacy Policy
William Whyte Property Pty Ltd ("William Whyte Property", "we", "us" or "our") respects the privacy of the people with whom we deal.
This Privacy Policy explains generally how we collect, hold, use, manage and disclose personal information in connection with our real estate sales, property management, leasing, marketing, appraisal, prospecting and related business activities.
It applies to vendors and sellers, purchasers and prospective purchasers, rental providers and landlords, renters and rental applicants, occupants, prospective clients, past clients, property owners, website visitors, people attending property inspections and other persons who interact with William Whyte Property.
We seek to handle personal information in accordance with applicable Australian privacy laws, including the Privacy Act 1988 (Cth) and Australian Privacy Principles where they apply to us, as well as our obligations under other applicable legislation.
Nothing in this Privacy Policy is intended to exclude, restrict or modify any legal right or obligation that cannot lawfully be excluded, restricted or modified.
2. Personal information we may collect
The type of information we collect depends on your dealings with us.
Personal information may include your name, telephone number, email address, residential or postal address, property address, property ownership details, identification information, date of birth where required, correspondence with us, property preferences, budget, transaction details, offers, contracts, expressions of interest, deposit or payment information, conveyancer or solicitor details, property management information and other information reasonably required in connection with our services.
For vendors, rental providers and property owners, we may collect information relating to ownership of a property, contact details, identification, authorities, agreements, payment or banking information, property details and other information necessary to sell, lease, manage or otherwise deal with a property.
For purchasers and prospective purchasers, we may collect contact and residential address details, property preferences, budget, information concerning finance readiness, offers, signed contracts, identification where required, deposit or payment information, conveyancer details and information relating to a proposed transaction.
We may retain details of people who have previously enquired about or offered on properties so that we can contact them regarding future listings, off-market opportunities or other properties that may be relevant to their stated requirements, subject to applicable marketing laws and opt-out rights.
3. Rental applicants and renters
When you apply to rent a property, we may collect additional information reasonably necessary to assess and process your application and administer a tenancy.
This may include identification, current and previous residential addresses, employment information, income information, payslips, evidence of government or Centrelink payments, rental history, references, emergency contact information, pet information, immigration or visa-related information where relevant, information about proposed occupants and other documentation supplied as part of an application.
Information provided in support of a rental application may be verified with employers, rental providers, property managers, referees and other persons or organisations where permitted.
A rental application may not be capable of being properly assessed if information reasonably requested by us is not provided.
4. Identification and copies of documents
Where reasonably necessary or required by law, we may request, inspect, copy, record or verify identification documents such as a driver's licence, passport or other acceptable identification.
We may retain copies or records of identification documentation for approximately seven years or for another period where required or permitted by applicable law.
The exact documentation required may vary depending upon the transaction, customer, risk profile, service being provided and our legal or regulatory obligations.
5. Anti-Money Laundering and Counter-Terrorism Financing
Australian anti-money laundering and counter-terrorism financing laws apply to certain real estate services.
Where those laws apply to William Whyte Property, we may be legally required to conduct customer due diligence, identification, verification, risk assessment, ongoing monitoring, record keeping and reporting.
These requirements may apply to sellers, purchasers and other persons or entities connected with a property transaction.
Depending upon the circumstances, we may request or obtain information including identification documents; date of birth; residential address; information regarding companies, trusts or other entities; company or corporate records; trust deeds; information concerning directors, shareholders, trustees, beneficiaries or persons exercising ownership or control; beneficial ownership information; information about persons acting on behalf of another person and their authority to do so; the nature or purpose of a transaction or business relationship; source of funds; source of wealth; occupation or employment information; politically exposed person information; sanctions-related information; and any other information reasonably necessary to meet our AML/CTF obligations.
The information required will depend upon the circumstances. Not every customer will be asked to provide every type of information described above.
We may use approved or appropriate third-party databases, identity verification systems, document verification services, public registers, commercial information providers or other lawful sources to assist with these checks.
AML/CTF checks may not always be a one-off process. We may need to update or refresh information, verify changes, conduct further enquiries or perform additional or enhanced due diligence during a transaction or business relationship.
Where required information or verification is not provided or cannot be satisfactorily completed, we may be required or entitled to delay, suspend, limit, decline, terminate or otherwise alter our provision of services or participation in a transaction.
Where required or authorised by law, we may provide information to AUSTRAC, law enforcement bodies, government authorities, regulatory authorities or other persons.
There may also be circumstances where the law prevents us from informing a person that certain information has been reported, considered or disclosed, or from explaining the full reason for a particular compliance decision.
Our requests for information should not be interpreted as suggesting wrongdoing by any person. They may simply form part of our standard legal and compliance obligations.
6. Sensitive information
William Whyte Property does not ordinarily seek to collect sensitive information unless it is reasonably necessary for a particular purpose.
In limited circumstances, a person may voluntarily provide, or we may need to collect, sensitive information where reasonably necessary and where the collection is consented to, authorised or required by law.
We seek to limit collection of sensitive information to what is reasonably necessary in the circumstances.
7. How we collect information
We may collect personal information directly from you through our website, appraisal or callback requests, property enquiry forms, off-market or property registration forms, telephone calls, SMS, email, rental applications, contracts, authorities, expressions of interest, inspections, open-home registrations, meetings and other communications.
Information may also be collected through third-party platforms and services such as realestate.com.au, Domain, Facebook, Instagram, Facebook Marketplace, electronic signing platforms and rental application systems.
We may also lawfully obtain information from third parties, referees, employers, rental providers, property managers, conveyancers, solicitors, publicly accessible registers, commercial property databases, property ownership information services and other data providers.
Where personal information is received without having been requested, we will deal with it in accordance with applicable legal requirements.
8. Why we collect and use personal information
We may collect, hold and use personal information to provide and administer our services; respond to enquiries; conduct property appraisals; market and sell properties; negotiate property transactions; prepare or administer offers and agreements; manage deposits and payments; manage rental properties and tenancies; process rental applications; communicate with clients and customers; identify potential purchasers, vendors or rental providers; maintain our customer and property databases; provide property alerts and off-market opportunities; manage complaints or disputes; protect our business, staff, clients and properties; prevent or investigate suspected fraud or unlawful activity; maintain business and accounting records; enforce contractual or legal rights; comply with legal and regulatory obligations; and operate, improve and administer our business.
We may also use information for purposes reasonably related to the purpose for which it was collected, where permitted by law.
9. Disclosure of information
We do not sell our client or customer database to unrelated third parties.
We may disclose personal information where reasonably necessary to perform our services, facilitate a transaction or tenancy, administer our business, protect a legitimate interest, where you have authorised the disclosure, or where the disclosure is otherwise permitted or required by law.
Recipients may include vendors, purchasers, rental providers, renters, prospective parties to transactions, conveyancers, solicitors, tradespeople, contractors, building or pest inspectors, photographers, property portals, owners corporations, property managers, insurers where relevant, accountants, auditors, financial institutions, technology providers, CRM providers, electronic-signature providers, identity or compliance verification providers, debt recovery providers, professional advisers, government departments, courts, tribunals, regulatory authorities, the Residential Tenancies Bond Authority, Consumer Affairs Victoria, VCAT, AUSTRAC, law enforcement bodies and other parties reasonably connected with the relevant matter.
The information disclosed will ordinarily be limited to information reasonably necessary for the relevant purpose.
We may disclose information without obtaining further consent where the disclosure is authorised or required by law.
10. Marketing and property opportunities
Where permitted by law, we may use contact information to communicate with past, current or prospective clients and customers regarding properties, off-market opportunities, appraisals, real estate services or other information that we reasonably consider may be relevant.
Marketing is primarily conducted by email. We may also contact previous clients or persons with whom we have had dealings by telephone or individual SMS.
Where an electronic marketing communication includes an unsubscribe facility, you may use that facility. You may also reply "STOP" where applicable or contact us and request that marketing communications cease.
We will take reasonable steps to action valid opt-out requests.
Opting out of marketing does not prevent us from contacting you regarding an existing transaction, tenancy, property management matter, contractual relationship, compliance requirement or other non-marketing purpose.
11. Referrals and service providers
From time to time, we may provide details of conveyancers, tradespeople or other service providers that may assist a client.
Where your personal information would need to be provided directly to an external provider, we will only do so where reasonably necessary, authorised, reasonably expected in the circumstances, or otherwise permitted by law.
Any third-party provider is responsible for its own services and privacy practices.
12. Storage and technology systems
Personal information may be stored electronically in our CRM, property management systems, email systems, Google services, property portals, electronic-signature platforms such as DocuSign, Base44 systems, cloud storage, business devices and other systems used in the operation of William Whyte Property.
We may also maintain physical records where necessary.
Some international technology providers may store, process or make information accessible through infrastructure located outside Australia depending on the provider and configuration of the service.
At present, we do not ordinarily provide overseas personnel with access to personal information submitted directly to William Whyte Property by clients, customers or applicants.
Certain contractors or service providers operating outside Australia may, however, access information independently available through commercial property or ownership-data providers for prospecting, research or related business purposes. Such information may include information supplied by the relevant third-party data provider rather than information provided directly to us by the individual.
Technology-provider infrastructure and processing locations can change. Where required by applicable law, we will take reasonable steps in relation to overseas disclosures. Information regarding likely overseas locations relevant to particular systems may be requested from us where practicable.
13. Security
We take reasonable steps appropriate to our circumstances to protect personal information against misuse, interference, loss, unauthorised access, modification or disclosure.
Security measures may include access controls, passwords, system permissions, secure cloud services, physical security measures, staff procedures and other administrative or technical protections considered appropriate.
However, no internet transmission, electronic communication, cloud platform or information-storage system can be guaranteed to be completely secure.
To the maximum extent permitted by law, we cannot guarantee the security of information while it is being transmitted to us or where a security incident occurs despite reasonable security precautions.
Nothing in this section limits any obligation imposed upon us by law.
14. Retention of information
We retain personal information for as long as reasonably required for our business, contractual, operational, evidentiary, dispute resolution, insurance, taxation, legal and regulatory purposes.
Certain records relating to AML/CTF customer due diligence, transactions and compliance may be required to be retained for seven years or for another period prescribed by law.
Identification documents and associated verification information may therefore be retained for approximately seven years or longer where required or permitted.
Different categories of information may have different retention periods.
Where information is no longer required and applicable law requires its destruction or de-identification, we will take reasonable steps to do so.
A request from an individual for information to be deleted does not require us to delete information that we are legally permitted or required to retain.
15. Accuracy of information
We take reasonable steps, where required, to ensure personal information used by us is accurate, current, complete and relevant for its intended purpose.
We also rely on individuals and third parties to provide accurate information.
You should notify us if relevant information changes or you become aware that information held by us is inaccurate.
To the extent permitted by law, William Whyte Property is not responsible for consequences resulting from information supplied to us being false, incomplete, misleading or out of date where it was reasonable for us to rely upon that information.
16. Access and correction
You may contact us to request access to personal information we hold about you or to request that information be corrected.
We may ask you to verify your identity before processing a request.
There may be circumstances in which access, correction or deletion is restricted, refused or not legally available. This can include situations involving legal privilege, another person's privacy, confidential information, dispute or investigation material, AML/CTF restrictions, regulatory requirements, record-retention requirements or another legal exception.
Where required by law, we will deal with requests within the applicable requirements.
17. Artificial intelligence and automated technology
William Whyte Property may use artificial intelligence, automation and software tools to assist with business administration, communications, document preparation, data organisation, property marketing, lead management, workflow management, research and other operational activities.
Information entered into or processed using these systems will be handled having regard to applicable privacy and confidentiality obligations.
Where automated technology is used in connection with decisions or processes that could materially affect an individual's rights or interests, we will manage that use in accordance with applicable legal requirements, including applicable transparency requirements.
The particular technologies used by our business may change over time.
18. CCTV, photography and recordings
CCTV may operate at our office for security, safety, property protection and incident-management purposes.
CCTV footage may be used or disclosed where reasonably necessary to investigate an incident, protect persons or property, deal with an insurance or legal matter or comply with law.
We do not ordinarily record telephone calls. In circumstances where a call is to be recorded, we will ordinarily make this clear before or at the commencement of recording where required.
We do not ordinarily photograph or film people attending property inspections. Where an identifiable person is intentionally included in marketing or other photography or video, permission will ordinarily be obtained as appropriate.
19. Children and minors
Our website and services are not directed specifically at children and we do not intentionally seek personal information directly from children through our website.
Information about a child or minor may nevertheless be provided by a parent, guardian, renter, rental applicant or another authorised person where the child is an occupant, dependant or otherwise relevant to a property matter.
We seek to limit such collection to information reasonably necessary for the relevant purpose.
20. Data breaches
If we become aware of a suspected security incident involving personal information, we may investigate and take steps considered appropriate to contain, assess and respond to the incident.
Where notification to an affected person, regulator or other authority is required by applicable law, we will comply with those requirements.
21. External platforms and websites
Our website or communications may contain links to websites, portals, applications or services operated by other organisations.
William Whyte Property does not control the privacy, security or data practices of independent third parties and is not responsible for their acts or practices except to the extent responsibility cannot lawfully be excluded.
You should consider the relevant provider's own terms and privacy information when dealing directly with an external service.
22. If you do not provide requested information
You are not required to provide personal information merely because we request it unless there is a legal or contractual requirement to do so.
However, if information reasonably necessary for our services or compliance obligations is not supplied, we may be unable to provide a service, process an application, proceed with a transaction, enter or continue an engagement, communicate particular information, verify your identity or satisfy our legal obligations.
This is particularly important where AML/CTF customer due diligence or other mandatory verification requirements apply.
23. Legal and regulatory disclosures
We may collect, use, retain or disclose information where we reasonably believe this is necessary or appropriate to comply with legislation, regulations, court or tribunal orders, regulatory requirements, law enforcement requests or our legal obligations.
This may include disclosures or reports that we are legally restricted from discussing with the affected person.
Nothing in this Privacy Policy requires William Whyte Property to disclose information where doing so would be unlawful, breach a confidentiality restriction imposed by law, prejudice an investigation, constitute prohibited "tipping off", compromise security, disclose another person's personal information or otherwise conflict with a legal obligation.
24. Privacy complaints
If you believe we have not handled your personal information appropriately, please contact:
William Whyte Property Pty Ltd Email: info@williamwhyte.com.au
Please provide sufficient information for us to identify the issue and investigate your complaint.
We may request additional information or proof of identity where reasonably necessary.
We will consider privacy complaints and respond within a reasonable period having regard to the circumstances.
If your complaint concerns conduct regulated by the Privacy Act and you are not satisfied with our response, you may have a right to raise the matter with the Office of the Australian Information Commissioner or another relevant regulatory authority.
25. Changes to this Privacy Policy
We may amend this Privacy Policy from time to time to reflect changes to our business, systems, technology, practices or legal and regulatory obligations.
The current version will be published on our website.
Your continued dealings with us after an updated policy is published will mean that future handling of information will be governed by the current policy, subject always to applicable law and any rights or consents that cannot lawfully be altered retrospectively.
26. Contact us
Questions, requests or complaints relating to privacy may be directed to:
William Whyte Property Pty Ltd Email: info@williamwhyte.com.au