PRIVACY POLICY & COLLECTION NOTICE
Part A - Privacy Collection Notice
This collection notice explains how we collect personal information in connection with our real estate agency business. It should be provided before, or at the time, personal information is collected where practicable. If this is not practicable, it should be provided as soon as practicable after collection.
Who collects your information?
J Nguyen Property Pty Ltd (ABN 50 603 285 187, ACN 603 285 187, Corporation Licence No. 10077517), trading as J Nguyen Property Agents, collects your personal information. Our AUSTRAC Account Number is 296246272.
The Privacy Officer is Jade Vuong, General Manager and can be contacted at [email protected] or (02) 9779 0866.
Why do we collect your information?
- To provide real estate sales, buyer-related services where offered, leasing, property management, appraisal, inspection, auction, marketing campaign and related services.
- To identify and communicate with you about a property, enquiry, inspection, appraisal, auction, tenancy, agency agreement, marketing package, payment, refund or transaction.
- To act for our clients under agency agreements and manage dealings with vendors, purchasers, landlords, tenants, applicants, bidders, representatives, solicitors, conveyancers, brokers, service providers and other transaction parties.
- To comply with privacy, NSW real estate, auction bidder registration, trust money, record keeping, residential tenancy and other legal obligations.
- On and from 1 July 2026, where we provide a real estate designated service, to comply with AML/CTF customer due diligence and related obligations, including identity verification, authority-to-act checks, beneficial ownership checks, sanctions and PEP screening, targeted financial sanctions screening, risk assessment, enhanced due diligence where required, ongoing due diligence and AML/CTF record keeping.
- To process agreed fees, commission, campaign costs, third-party costs, disbursements and service charges under a written agency agreement or other written authority.
- To send service updates, property alerts, market updates and marketing communications, unless you opt out.
Is collection required or authorised by law?
Some personal information is collected because it is required or authorised by law, including for auction bidder registration, trust money, record keeping, tenancy administration, identity verification, AML/CTF customer due diligence, sanctions and targeted financial sanctions screening, AUSTRAC reporting, regulator enquiries, court or tribunal processes and other legal compliance. Other information may be collected because it is reasonably necessary for us to provide the service you request.
What information do we collect?
· Name, contact details, residential address, postal address, email address, phone number, occupation and date of birth.
· Property details, ownership details, property interests and information about the property you are selling, buying, leasing, managing, occupying, inspecting or enquiring about.
· Identity documents and verification information, including document numbers, expiry dates, issuing authority, verification outcomes and copies or images where required or authorised.
· Authority-to-act information, including powers of attorney, company officer details, trustee details, representative details, written authorities and other evidence of authority.
· For companies, trusts and other non-individual customers: entity details, officeholders, trustees, beneficiaries, beneficial owners, control information and information about the nature and purpose of the relationship or transaction.
· AML/CTF risk assessment information, which may include source of funds or source of wealth information where required by law or our risk assessment.
· Bank account details, billing information, trust/account information, income, employment details, tenancy application information, household or occupant details, referees, references, guarantor details and emergency contact details where relevant.
· Inspection, open home, auction and communication records, including attendance records, bidder registration records, emails, forms, notes, call records, messages and correspondence.
· Website, device and technology information including IP address, browser type, device information, cookies, website usage data, analytics and online enquiry information.
· Sensitive information only where required or authorised by law, or where you have given express consent and it is reasonably necessary for our functions or activities. We do not treat general income, financial capacity or creditworthiness as sensitive information under the Privacy Act unless it falls within a sensitive information category, but we handle it carefully.
How do we collect information?
Directly from you through forms, website enquiries, emails, phone calls, messages, inspections, open homes, auctions, agency agreements, tenancy applications, property management documents, AML/CTF verification workflows and other communications.
From authorised representatives, including solicitors, conveyancers, settlement agents, brokers, accountants, attorneys, family members, company officers, trustees or other authorised people.
From identity verification providers, AML/CTF screening providers, property portals, inspection platforms, application platforms, Campaign Agent (CA), REA Group, Domain, property management platforms and other service providers.
From public registers and public sources, including NSW Land Registry Services, ASIC registers, court or tribunal records, government databases and other lawful sources.
From vendors, purchasers, landlords, tenants, referees, employers, financiers, insurers, contractors, valuers, surveyors, strata managers and other parties connected with a real estate service or transaction.
Who may we share information with?
AUSTRAC, NSW Fair Trading, Revenue NSW, NSW Land Registry Services, courts, tribunals, law enforcement agencies, regulators, government agencies and dispute resolution bodies where required or authorised by law.
Identity verification providers, AML/CTF screening providers, cloud storage providers, IT providers, cyber security providers, website providers and other service providers that help us comply with legal obligations or provide services.
Vendors, purchasers, landlords, tenants, applicants, bidders, referees, employers, representatives, solicitors, conveyancers, settlement agents, brokers, accountants, financiers and authorised agents.
Auctioneers, valuers, surveyors, pest and building inspectors, insurers, claim assessors, photographers, stylists, contractors, trades, property managers and other property-related service providers.
REA Group, Domain, Campaign Agent (CA), inspection and application platforms, property management platforms, marketing providers, mailing providers and communication providers.
Professional advisers, auditors, insurers, debt collection agencies, external complaints bodies and a purchaser or proposed purchaser of all or part of our business where relevant.
Overseas disclosure
We may use cloud, website, email, CRM, inspection, property management, marketing, analytics, storage and identity verification systems that are located in Australia or accessed from overseas.
Where practicable, likely overseas locations include New Zealand and the United States of America. Other countries may apply depending on the systems and service providers used from time to time.
We take reasonable steps to protect personal information handled by overseas recipients as required by the Australian Privacy Principles, unless an exception under the Privacy Act applies.
What happens if you do not provide information?
If you do not provide requested information, we may be unable to verify identity, conduct required AML/CTF checks, comply with sanctions or targeted financial sanctions obligations, admit you to an inspection, register you as a bidder, process a tenancy application, prepare or perform an agency agreement, order marketing, manage a property, process a payment or refund, proceed with a sale or purchase process, or provide the requested service.
Your privacy rights
You may request access to or correction of your personal information by contacting the Privacy Officer at [email protected] or (02) 9779 0866. The Privacy Policy below explains how to make a privacy complaint and how complaints are handled. It is available at https://www.jnguyenproperty.com.au/privacy-policy-and-collection-notice and at our office on request.
Part B - Privacy Policy
1. Purpose and application
This Privacy Policy explains how we manage personal information in connection with our real estate agency business, including sales, buyer-related services where offered, leasing, property management, appraisals, inspections, auctions, marketing campaigns, agency agreements, trust/account administration, customer due diligence and related business operations.
This policy applies to personal information collected through our website, office, inspections, open homes, auctions, forms, agreements, applications, phone calls, emails, messages, social media, property portals, service providers and other lawful channels.
This policy should be read together with any Website Privacy Policy and any point-of-collection notice provided at https://www.jnguyenproperty.com.au or during our service process.
2. Key privacy definitions
Personal information means information or an opinion about an identified individual, or an individual who is reasonably identifiable, whether the information or opinion is true or not and whether recorded in a material form or not.
Sensitive information includes categories such as health information, racial or ethnic origin, political opinions, religious beliefs, membership of certain associations, sexual orientation, biometric information and criminal record information, as defined by the Privacy Act.
Sensitive information is handled only where required or authorised by law, or where express consent has been obtained, and the information is reasonably necessary for our functions or activities.
3. Collection principles
We collect personal information only where reasonably necessary for our functions or activities, required or authorised by law, or otherwise permitted by the Privacy Act.
We collect sensitive information only with express consent or where required or authorised by law or another Privacy Act exception applies.
Where reasonable and practicable, we collect personal information directly from the individual.
If we receive unsolicited personal information that we could not lawfully collect, we take reasonable steps to destroy or de-identify it where required by the Privacy Act.
We take reasonable steps to keep personal information accurate, up to date, complete, relevant and not misleading before using or disclosing it.
4. Kinds of personal information we hold
- Contact, identity and communication details.
- Property, ownership, tenancy, inspection, auction and transaction information.
- Agency agreement, marketing campaign, billing, trust/account and payment information.
- Identity documents, verification results, authority-to-act information, beneficial ownership information and AML/CTF risk assessment information.
- Rental application, employment, income, referee, guarantor, household, emergency contact and tenancy-related information where relevant.
- Records of communications, file notes, forms, complaints, disputes, audit records and compliance checks.
- Website, device, technical, cookie and analytics information.
- Sensitive information only where permitted, required or expressly consented to.
5. How personal information is collected and held
Personal information may be collected directly from you, from authorised representatives, from service providers, from public registers and from other lawful sources connected with the service or transaction.
Information may be held in physical files, secure electronic files, cloud systems, CRM systems, email systems, property management systems, inspection platforms, identity verification systems, marketing systems and archive systems.
We may combine information from different sources where reasonably necessary to verify identity, confirm authority to act, manage a transaction, provide a service, maintain records, comply with law or protect safety and security.
6. Use and disclosure
We use and disclose personal information to provide real estate services, manage our business, comply with laws, communicate with you, protect safety and security, resolve disputes, manage risk, perform customer due diligence, maintain records and carry out related functions you would reasonably expect.
We only disclose personal information where it is reasonably necessary for our functions or activities, where you have consented, where required or authorised by law, or where another Privacy Act exception applies.
We do not sell personal information to unrelated third parties.
7. Sales, buying and auction services
- To identify and verify vendors, purchasers, bidders, authorised representatives and relevant transaction parties.
- To conduct appraisals, prepare agency agreements, market properties, arrange inspections, manage enquiries, conduct auctions and support sale administration.
- To liaise with vendors, purchasers, solicitors, conveyancers, brokers, settlement agents, strata managers, building and pest inspectors, valuers, surveyors, contractors and other relevant parties.
- To manage deposit, trust, accounting, statement, contract, auction and settlement-related administration within the scope of our role as real estate agent.
- To comply with NSW property laws, agency agreement requirements, auction requirements, bidder record requirements, trust money requirements, record keeping and AML/CTF obligations.
8. Property management and leasing services
- To identify and verify landlords, tenants, applicants, guarantors, authorised representatives and property-related parties.
- To process tenancy applications, contact referees, verify information, conduct inspections, manage leases, collect rent, arrange repairs, manage bonds and prepare statements or records.
- To communicate with landlords, tenants, applicants, employers, previous agents, contractors, insurers, tribunals and other relevant parties.
- To comply with residential tenancy, rental bond, safety, trust/accounting, record keeping and legal obligations.
9. AML/CTF customer due diligence
On and from 1 July 2026, where we provide designated real estate services with a geographical link to Australia, we must comply with AML/CTF obligations.
Before providing a designated service, or as otherwise permitted by law, we may collect, verify and retain information to know our customer, confirm authority to act, identify beneficial owners, assess risk and comply with ongoing due diligence and reporting obligations.
CDD may apply to individual and non-individual customers, vendors, purchasers, authorised representatives, beneficial owners and other relevant parties depending on the service and transaction.
CDD may include identity verification, authority-to-act checks, beneficial ownership checks, PEP and sanctions screening, targeted financial sanctions check, risk assessment, enhanced due diligence where required, ongoing due diligence and record keeping.
We may collect information about the nature and purpose of the business relationship or transaction, and source of funds or source of wealth information where required by law or our risk assessment.
We may disclose information to AUSTRAC and other authorised bodies where required or authorised by law. We may be legally restricted from disclosing some reporting, investigation or enforcement-related information.
AML/CTF records are kept for at least seven years, or longer where required by law.
10. Government identifiers and identity documents
We may collect and verify government-related identifiers and identity documents, such as driver licence, photo card, passport, Medicare, visa or other identity details, where reasonably necessary for identity verification, bidder registration, trust/account administration, tenancy, legal or AML/CTF compliance purposes.
We will not adopt a government-related identifier as our own identifier for you unless permitted by law.
Identity documents are handled carefully, and access is limited to people and providers who need them for lawful verification, service delivery or compliance purposes.
11. Website, cookies and third-party links
Our website may collect technical information such as IP address, browser type, device details, pages visited, referring site, date and time of access, cookies and analytics data.
Cookies and analytics help us operate the website, remember form information where applicable, improve user experience, measure website activity, maintain security and support business reporting.
You can usually disable cookies through your browser settings, although some website or platform functions may not work correctly if cookies are disabled.
Our website may link to third-party websites or platforms. Those websites and platforms are not controlled by us and are governed by their own privacy policies and terms.
12. Direct marketing
We may use personal information, excluding sensitive information unless you have expressly consented, to send property alerts, market updates, service information and promotional material.
You can opt out at any time by using the unsubscribe mechanism or contacting the Privacy Officer.
We aim to process opt-out requests within 5 business days. Our direct marketing practices must comply with the Spam Act 2003 (Cth) and Do Not Call Register Act 2006 (Cth).
13. Anonymity and pseudonymity
Where lawful and practicable, you may deal with us anonymously or using a pseudonym for general enquiries.
However, we usually cannot provide inspections, bidder registration, tenancy applications, agency services, transaction services, identity verification or AML/CTF-regulated services without identifying you.
14. Automated decision making
We do not use automated decision-making systems that make decisions solely or substantially based on automated processing of personal information where those decisions could significantly affect your rights or interests in connection with our real estate services.
Administrative systems may assist with storage, workflow, reminders, form processing, risk flags or comparison of information, but human review and oversight apply to service decisions.
15. Information security
We take reasonable steps to protect personal information from misuse, interference, loss, unauthorised access, modification and disclosure.
Security measures may include secure storage, access controls, passwords, multi-factor authentication where available, confidentiality obligations, staff training, provider due diligence, secure document handling, cyber security controls, backup procedures and secure destruction or de-identification.
No internet transmission or electronic storage method can be guaranteed to be completely secure.
16. Data breaches
If we suspect a data breach, we will take reasonable steps to contain, assess and respond to the incident.
Where a breach is an eligible data breach under the Notifiable Data Breaches scheme, we will notify affected individuals and the OAIC where required by law.
We may also notify regulators, insurers, service providers or professional advisers where appropriate and lawful to manage the incident and reduce harm.
17. Retention and disposal
We retain personal information for as long as reasonably necessary for the purpose for which it was collected, service delivery, legal compliance, dispute resolution, insurance, audit and legitimate business record keeping.
AML/CTF records are retained for at least seven years, or longer where required by law.
When information is no longer required, we take reasonable steps to destroy or de-identify it unless we are required or authorised to retain it.
18. Overseas disclosure
We may store or process personal information using cloud, email, website, CRM, inspection, property management, marketing, analytics and identity verification systems that are located or accessed outside Australia.
Where practicable, likely overseas locations include New Zealand and the United States of America. Other countries may apply depending on providers used from time to time.
We take reasonable steps to ensure overseas recipients handle personal information consistently with the APPs or comparable privacy protections, unless an exception under the Privacy Act applies. If we rely on consent for a particular overseas disclosure, we will take reasonable steps to make that consent informed.
19. Access and correction
You may request access to personal information we hold about you or ask us to correct information that is inaccurate, out of date, incomplete, irrelevant or misleading.
Requests should be made in writing to the Privacy Officer. We may need to verify your identity and may refuse access or correction where permitted by law.
If we refuse access or correction, we will provide reasons where required. We aim to respond within a reasonable time and generally within 30 days where practicable.
20. Privacy complaints
If you have a privacy complaint, please contact the Privacy Officer first. We will acknowledge, assess and respond to the complaint within a reasonable time, generally within 30 days where practicable.
If you are not satisfied with our response, you may contact the Office of the Australian Information Commissioner (OAIC). OAIC phone enquiries: 1300 363 992. OAIC online enquiries: https://www.oaic.gov.au/privacy/privacy-complaints. OAIC post: GPO Box 5288, Sydney NSW 2001. OAIC fax: +61 2 9284 9666.
21. Changes to this policy
We may update, revise or replace this policy and collection notice from time to time. Changes take effect when published on our website or otherwise notified.
You should check the website periodically for the latest version. We will review this document at least annually and earlier if laws, services, technology providers, overseas storage or AML/CTF procedures change.
22. Contact details
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Privacy Officer |
Jade Vuong, General Manager |
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Organisation |
J Nguyen Property Pty Ltd trading as J Nguyen Property Agents |
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Address |
Shop 1/51 Bonnyrigg Avenue, Bonnyrigg NSW 2177 |
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Telephone |
(02) 9779 0866 |
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Website |
https://www.jnguyenproperty.com.au |
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Full Privacy Policy and Collection Notice |
https://www.jnguyenproperty.com.au/privacy-policy-and-collection-notice |
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The Office of the Information Commissioner can be contacted as follows:
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Phone Enquiries |
1300 363 992 |
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Mon–Thurs |
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10am–4pm AEST/AEDT |
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Online Enquiries |
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Post |
GPO Box 5288 |
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Sydney NSW 2001 |
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Fax |
+61 2 9284 9666 |
23. Acceptance of this Privacy Policy and Collection Notice
By using this website, accessing any of our products, services or features, the user acknowledges that it has read, understands and accepts this Privacy Policy and the permissions to collect, use and disclose personal information, and the user authorises us to collect, use and disclose, in accordance with the Act, their personal information for the purposes specified in this Privacy Policy. This Privacy Policy and collection notice last updated on 29th of June 2026.
24. Legislative and regulatory references
· Privacy Act 1988 (Cth), including the Australian Privacy Principles and Notifiable Data Breaches scheme.
· Office of the Australian Information Commissioner APP Guidelines, including APP 1, APP 3, APP 4, APP 5, APP 6, APP 7, APP 8, APP 9, APP 10, APP 11, APP 12 and APP 13.
· Anti-Money Laundering and Counter-Terrorism Financing Act 2006 (Cth), AML/CTF Rules and AUSTRAC guidance for real estate designated services applying on and from 1 July 2026.
· Property and Stock Agents Act 2002 (NSW).
· Property and Stock Agents Regulation 2022 (NSW), including agency agreement, auction, bidder record, trust money, records and conduct requirements.
· Residential Tenancies Act 2010 (NSW) and Residential Tenancies Regulation 2019 (NSW), where property management or leasing services are provided.
· Spam Act 2003 (Cth) and Do Not Call Register Act 2006 (Cth).
· Competition and Consumer Act 2010 (Cth), Schedule 2 - Australian Consumer Law, where applicable.
· NSW Fair Trading guidance for real estate agents, auction bidder registration, agency agreements and property professionals.
Appendix A - Short form collection notices
Place these notices before or at the point where personal information is collected. Use the version that matches the collection point.
Short notice - Website enquiry, appraisal or contact form
J Nguyen Property Pty Ltd trading as J Nguyen Property Agents collects your personal information to respond to your enquiry, arrange inspections or appraisals, provide real estate services and comply with legal obligations.
We may disclose information to service providers, REA Group, Domain, Campaign Agent (CA), professional advisers, regulators and transaction parties where reasonably necessary or required by law. If information is not provided, we may be unable to respond or provide the requested service.
Full Privacy Policy and Collection Notice: https://www.jnguyenproperty.com.au/privacy-policy-and-collection-notice.
Contact: [email protected] | (02) 9779 0866.
Short notice - Inspection registration or open home sign-in
We collect your personal information for property access, safety, security, inspection follow-up, service delivery and legal compliance. If you do not provide requested information, we may be unable to admit you to the inspection.
On and from 1 July 2026, information may also be used for AML/CTF customer due diligence where applicable. Full Privacy Policy and Collection Notice: https://www.jnguyenproperty.com.au/privacy-policy-and-collection-notice.
Short notice - Auction bidder registration
We collect your personal information and identity details for bidder registration, auction administration, legal compliance and, where applicable on and from 1 July 2026, AML/CTF customer due diligence.
If you do not provide required information, we may be unable to register you as a bidder.
Full Privacy Policy and Collection Notice: https://www.jnguyenproperty.com.au/privacy-policy-and-collection-notice.
Short notice - Rental application or property management form
We collect your personal information to process rental applications, verify identity and references, assess tenancy matters, manage property services, communicate with landlords, tenants and service providers, nd comply with legal obligations.
We may disclose information to referees, employers, landlords, property platforms, service providers, insurers, tribunals and regulators where relevant. If information is not provided, we may be unable to process the application or provide property management services.
Full Privacy Policy and Collection Notice: https://www.jnguyenproperty.com.au/privacy-policy-and-collection-notice
Short notice - AML/CTF verification request
We collect personal information and identity information to conduct customer due diligence required for real estate designated services, including identity verification, authority-to-act checks, beneficial ownership checks, PEP and sanctions screening, targeted financial sanctions screening, risk assessment, enhanced due diligence where required and record keeping.
We may disclose information to AUSTRAC, identity verification providers, AML/CTF screening providers and regulators where required or authorised by law. If information is not provided, we may be unable to provide the designated service.
Full Privacy Policy and Collection Notice: https://www.jnguyenproperty.com.au/privacy-policy-and-collection-notice.