Privacy

1. Introduction

Strata Embassy Pty Ltd (“Strata Embassy”, “we”, “our” or “us”) is committed to protecting the privacy of personal information in accordance with the Privacy Act 1988 (Cth) and the Australian Privacy Principles (“APPs”).

As a strata and company title management business operating in New South Wales, we also collect, use and disclose information in accordance with our statutory obligations under:

The Strata Schemes Management Act 2015 (NSW)
The Strata Schemes Development Act 2015 (NSW)
The Corporations Act 2001 (Cth)
Any applicable regulations

This Privacy Policy explains how we collect, use, disclose, store and manage personal information.

2. Who This Policy Applies To

This policy applies to personal information collected by Strata Embassy in connection with:

Lot owners in strata schemes
Company title shareholders
Strata committee members and directors
Tenants and occupiers
Managing agents
Contractors and service providers
Website users

Strata Embassy acts as managing agent on behalf of Owners Corporations (strata) and Boards of Directors (company title). Those entities are separate legal bodies.

3. What Personal Information We Collect

We may collect personal information including:

Full name
Residential and mailing address
Email address
Telephone numbers
Lot number or shareholding details
Managing agent details
Tenant information
Banking details (for levy payments or refunds)
Emergency contact details
Correspondence and records of communications

We may also collect information necessary to comply with legislative requirements, including information required for strata rolls, company registers and meeting notices.

We do not generally collect sensitive information unless required by law or provided voluntarily.

4. How We Collect Personal Information

We collect personal information:

Directly from individuals (via forms, email, phone or portal submissions)
From managing agents or conveyancers
From Owners Corporations or company records
From public registers
From contractors engaged by the building

Where reasonable and practicable, we collect information directly from the individual concerned.

5. Why We Collect Personal Information

We collect and use personal information for purposes including:

Maintaining strata rolls and company registers
Issuing levy notices and contribution invoices
Convening meetings and issuing notices
Managing building maintenance and compliance
Arranging insurance
Debt recovery
Processing access device requests
Responding to enquiries
Complying with statutory obligations

We will not use personal information for purposes unrelated to strata or company management without consent, unless permitted or required by law.

6. Disclosure of Personal Information

We may disclose personal information to:

Owners Corporations or Boards of Directors
Strata committee members or company directors
Contractors and service providers
Insurers and brokers
Legal advisers
Debt recovery agents
Government authorities
Financial institutions

In strata schemes, certain information (including strata roll information) must be made available to persons entitled under the Strata Schemes Management Act 2015 (NSW).

In company title buildings, certain information may be disclosed in accordance with the company’s constitution and the Corporations Act 2001 (Cth).

Disclosures required or authorised by law are not considered breaches of privacy.

7. Strata Rolls and Company Registers

Under NSW legislation, strata schemes must maintain a strata roll and company title buildings must maintain shareholder registers.

Certain information recorded in these registers may be inspected by persons legally entitled to access it.

Nothing in this Privacy Policy limits the statutory rights of individuals to inspect records where permitted by law.

8. Security of Personal Information

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

Information may be stored:

Electronically in secure software systems
In secure cloud-based platforms
In physical files stored securely

Access to personal information is restricted to authorised personnel.

9. Retention of Records

We retain records in accordance with statutory requirements and industry standards.

Strata records are generally retained for a minimum of seven (7) years, or longer where required by law.

When personal information is no longer required, it is securely destroyed or de-identified where practicable.

10. Access and Correction

Individuals may request access to personal information we hold about them and request corrections where necessary.

Requests should be made in writing to our office.

In some circumstances, access may be refused where permitted by law. Where access is denied, we will provide reasons.

Strata record inspection rights under NSW legislation operate separately from privacy access rights.

11. Website and Cookies

Our website may collect non-identifiable information such as IP addresses and browsing data to improve website functionality and user experience.

We do not use personal information collected online for unrelated marketing purposes without consent.

12. Complaints

If you believe your personal information has been handled improperly, you may lodge a complaint by contacting us in writing.

We will investigate complaints and respond within a reasonable timeframe.

If you are not satisfied with our response, you may contact the Office of the Australian Information Commissioner (OAIC).

13. Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in legislation or business practices.

The current version will be published on our website.

14. Contact Us

Strata Embassy Pty Ltd
Email: support@strataembassy.com.au
Phone: 02 9555 6432
Address: Suite 502 24-30 Springfield Avenue, Potts Point NSW 2011