Privacy Policy

Privacy Policy
How we collect, use, disclose and protect your personal information
Woodhill Estate Agents Pty Ltd trading as Woodhill Property | ABN 16 659 313 961 | ACN 659 313 961
Effective date: 15 June 2026 | Version 1.0

1. Introduction
Woodhill Estate Agents Pty Ltd (ABN 16 659 313 961; ACN 659 313 961), trading as Woodhill Property
(“Woodhill”, “we”, “us” or “our”), is a New South Wales real estate agency. Our work centres on project sales and
marketing, residential development sales, and land acquisition and sale, acting as agent for landowners and
property developers (our clients) in the marketing and sale of their property.
In the course of our business we collect personal information. We are committed to protecting that information
and to handling it in accordance with the Privacy Act 1988 (Cth) (“Privacy Act”) and the Australian Privacy
Principles (“APPs”). This Privacy Policy explains what personal information we collect, how we collect, hold, use
and disclose it, and how you can access, correct or complain about our handling of it.
By providing personal information to us, or by using our website, you agree to the collection, use and disclosure of
that information as described in this policy.

2. Who and what this policy applies to
This policy applies to any individual whose personal information we currently hold or may collect in the future,
including prospective and current buyers, vendors, clients, enquirers, suppliers, contractors and visitors to our
website.
It applies to “personal information” — information or an opinion about an identified individual, or an individual
who is reasonably identifiable. Information that cannot be linked to an identifiable individual is not personal
information and is not covered by this policy.

3. The personal information we collect
The personal information we collect depends on your dealings with us. It may include:
 name, postal and email addresses, and telephone numbers;
 the price range, locations and property features you are interested in, and details of enquiries or properties
you have inspected;
 information about a property you wish to sell or have us market, and your instructions as vendor;
 financial information relevant to a transaction, such as proof of funds, deposit details or bank account details
for settlement-related payments;
 identification information where required to verify your identity or meet legal obligations;
 records of our communications and dealings with you, including correspondence, file notes and feedback; and
 technical information collected automatically when you visit our website (see section 8).
We do not generally collect sensitive information. If we need to collect sensitive information, we will only do so
with your consent or where otherwise permitted by law.

www.woodhillproperty.com.au | 1300 93 44 55 | info@woodhillproperty.com.au
123A Beach Road, Berry NSW 2535 | ABN 16 659 313 961 | ACN 659 313 961
4. How we collect personal information
Wherever it is reasonable and practicable, we collect personal
information directly from you — for example when you make an enquiry, complete an enquiry or registration
form, attend an inspection or open home, subscribe to updates, enter into an agreement with us, or otherwise
communicate with us by phone, email or in person.
We may also collect personal information from third parties, including our clients (landowners and developers),
referrers, other real estate agents, our service providers, and publicly available sources, where it is unreasonable
or impracticable to collect it directly from you.

5. Why we collect, hold and use personal information
We collect, hold and use personal information so that we can carry on our business and provide our services,
including to:
 respond to your enquiries and provide you with information about properties and services;
 market and sell property on behalf of our clients, and match prospective buyers with suitable properties;
 facilitate inspections, negotiations, contracts and the progress of a sale to settlement;
 verify your identity and meet our legal, regulatory and contractual obligations;
 keep you informed about properties, market updates and events that may be of interest to you (see section 7);
 manage our relationship with you, maintain our records and improve our services; and
 establish, exercise or defend legal claims where necessary.
If you do not provide the personal information we request, we may be unable to respond to your enquiry, provide
our services, or progress a transaction.

6. How we disclose personal information
We may disclose your personal information to:
 our clients (the landowner or developer) and their representatives, where relevant to a property you are
interested in or a transaction;
 our related entities, directors, employees and authorised agents;
 third-party service providers who assist us to operate our business, such as IT and cloud hosting providers,
customer relationship management (CRM) and email platforms, marketing and advertising providers,
conveyancers, solicitors and other professional advisers;
 other parties to a transaction and their advisers, such as the other agent, purchaser or vendor and their
conveyancer or solicitor, where reasonably necessary to complete the transaction; and
 government agencies, regulators, courts or other parties where required or authorised by law.
We require our service providers to handle personal information consistently with the APPs and only for the
purposes for which it was disclosed to them. We do not sell your personal information.

7. Direct marketing
We may use your personal information to send you property listings, market updates, newsletters and information
about events and services we think may interest you, by mail, email, SMS or telephone. You can opt out of receiving
marketing communications at any time by using the unsubscribe facility in our electronic messages or by
contacting our Privacy Officer (see section 16). We will action your request within a reasonable time.

www.woodhillproperty.com.au | 1300 93 44 55 | info@woodhillproperty.com.au
123A Beach Road, Berry NSW 2535 | ABN 16 659 313 961 | ACN 659 313 961
8. Our website, cookies and analytics
When you visit our website we may collect technical information
such as your IP address, device and browser type, the pages you view and the date and time of your visit. We use
cookies and similar technologies, and analytics tools, to help the website function, to understand how it is used
and to improve it. You can set your browser to refuse cookies, although some parts of the website may not work
properly as a result.
Our website may contain links to other websites operated by third parties. We are not responsible for the privacy
practices or content of those websites, and we encourage you to review their privacy policies before providing
them with personal information.

9. Disclosure of information overseas
Some of our service providers (for example cloud hosting, CRM, email and marketing platforms) may store or
process personal information on servers located outside Australia. Where we disclose personal information to an
overseas recipient, we take reasonable steps to ensure it is handled in accordance with the APPs.

10. Security of personal information
We take reasonable steps to protect the personal information we hold from misuse, interference and loss, and
from unauthorised access, modification or disclosure. These steps include physical, technical and administrative
safeguards, access controls, secure systems and staff training. Our Information Security Policy sets out these
measures in more detail.
However, no method of transmission over the internet or method of electronic storage is completely secure. Email
communications are generally not encrypted and should not be considered a secure means of sending personal or
financial information. We cannot guarantee the absolute security of information transmitted to or from us.
Be alert to scams. We will never ask you to change bank account or payment details by email without independent
verification. If you receive a request to send money or change payment details, contact us on a known telephone
number before acting on it.

11. Notifiable data breaches
If we experience a data breach that is likely to result in serious harm to any individual whose personal information
is involved, we will notify the affected individuals and the Office of the Australian Information Commissioner
(OAIC) in accordance with the Notifiable Data Breaches scheme under the Privacy Act.

12. How long we keep your information
We keep personal information only for as long as it is needed for the purposes for which it was collected, or as
required by law (for example, record-keeping obligations under real estate and taxation legislation). When
personal information is no longer needed and we are not required to retain it, we take reasonable steps to destroy
it or permanently de-identify it.

13. Accessing and correcting your information
You may request access to the personal information we hold about you, and ask us to correct it if it is inaccurate,
out of date, incomplete, irrelevant or misleading. To make a request, contact our Privacy Officer (see section 16).
We will respond within a reasonable time. We may need to verify your identity before providing access. In limited

www.woodhillproperty.com.au | 1300 93 44 55 | info@woodhillproperty.com.au
123A Beach Road, Berry NSW 2535 | ABN 16 659 313 961 | ACN 659 313 961
circumstances we may decline a request, in which case we will
explain our reasons in writing and how you may complain.

14. Anonymity and pseudonymity
Where it is lawful and practicable, you have the option of dealing with us anonymously or by using a pseudonym
— for example when making a general enquiry. If you wish to do so, please tell us when you first contact us. In
many cases, however, we will be unable to provide our services or progress a transaction without your name and
contact details.

15. Complaints
If you believe we have breached the APPs or mishandled your personal information, please contact our Privacy
Officer (see section 16) with details of your complaint. We will acknowledge your complaint, investigate it and
respond to you within a reasonable time.
If you are not satisfied with our response, you may refer your complaint to the Office of the Australian Information
Commissioner (OAIC): website www.oaic.gov.au, phone 1300 363 992.

16. Contact us
For any questions about this policy, to make a request, or to lodge a complaint, please contact:
Privacy Officer
Woodhill Estate Agents Pty Ltd (trading as Woodhill Property)
123A Beach Road, PO Box 363, Berry NSW 2535
PO Box 394, Cronulla NSW 2230
Phone: 1300 93 44 55
Email: info@woodhillproperty.com.au
Web: woodhillproperty.com.au

17. Changes to this policy
We may update this Privacy Policy from time to time to reflect changes in our practices or legal obligations. The
current version will always be available on our website, and the effective date appears at the top of this document.
We encourage you to review it periodically.