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Annandale Office Privacy Policy

1. Purpose of This Document

This office-level policy supplements the CobdenHayson Group Privacy Policy. It provides specific information about how this office collects, stores, uses and discloses personal information — including the third-party systems we rely on, where data is stored, and who to contact locally with privacy questions.

This policy should be read together with the Group Privacy Policy, which sets out our overall privacy commitments, your rights, and how to make a complaint. Where there is any inconsistency between this office policy and the Group policy, the Group policy prevails.

2. About This Office

This policy applies to: 

Annandale Estate Agency Management Pty Ltd operated by CobdenHayson ABN 99 601 335 971

Operating as part of the CobdenHayson Group, this office provides real estate sales, leasing, property management and related services to clients across the Inner West and Lower North Shore.

3. Local Privacy Contact

For privacy enquiries, access or correction requests, or complaints relating specifically to this office, please contact:

Name: Kate Edson

Role: Group General Manager

Email: katee@ch.com.au

Phone: 0402 176 917

Address: 99 Johnston St, Annandale NSW 2038

For group-level privacy enquiries, or if your concern involves more than one CobdenHayson office, please contact the Group General Manager via the details in the Group Privacy Policy.

4. Third-Party Systems and Platforms

To deliver our services, this office uses the following third-party platforms and systems that may collect, store or process personal information. We take reasonable steps to ensure all providers maintain appropriate security and privacy standards.

Systems Register

System/Platform: Property Tree

  • Purpose: Property Management — Tenancy records, maintenance, financials
  • Data stored: Australia (Microsoft Azure)
  • Overseas: Yes

System/Platform: Reapit Lettings

  • Purpose: Property Management — Manage applications, bookings and tenant checks
  • Data stored: Australia (AWS)
  • Overseas: Yes – Third Party

System/Platform: Reapit Sales

  • Purpose: CRM and Technology platform
  • Data stored: Australia (AWS)
  • Overseas: Yes – Third Party

System/Platform: FLKitOver

  • Purpose: Create, send and sign documents online
  • Data stored: Australia (Cloud)
  • Overseas: Yes

System/Platform: Inspection Manager

  • Purpose: Open home registrations and inspection records
  • Data stored: Australia
  • Overseas: Yes – Third Party

System/Platform: Microsoft 365 / Teams

  • Purpose: Email, documents, internal communications
  • Data stored: Australia (Microsoft Azure)
  • Overseas: Yes

System/Platform: DocuSign

  • Purpose: Electronic document signing
  • Data stored: US, EU and Asia Pacific (AWS)
  • Overseas: Yes

System/Platform: Domain Skylight / Agent Admin

  • Purpose: Listing portals — buyer and tenant enquiries
  • Data stored: Australia
  • Overseas: Yes

System/Platform: Agentbox

  • Purpose: CRM platform
  • Data stored: Australia (Cloud)
  • Overseas: Yes

System/Platform: Before you Buy

  • Purpose: Building and pest inspection reports
  • Data stored: Australia (AWS)
  • Overseas: Yes

System/Platform: Engage

  • Purpose: Internal communication and engagement
  • Data stored: Australia and US
  • Overseas: Yes

System/Platform: Homepass

  • Purpose: Property Management — Property information and inspections
  • Data stored: Australia (iCloud)
  • Overseas: Yes

System/Platform: Pricefinder

  • Purpose: Property data, sales history and market insights
  • Data stored: Australia (AWS)
  • Overseas: Yes

System/Platform: REA Ignite / Agent Admin

  • Purpose: Listing management and campaign setup
  • Data stored: Australia (Google Cloud)
  • Overseas: Yes

System/Platform: RITA

  • Purpose: Tenant-agent Communication
  • Data stored: Worldwide 
  • Overseas: Yes

System/Platform: Realhub

  • Purpose: Manage and deliver marketing campaigns
  • Data stored: United States
  • Overseas: Yes

System/Platform: Realtair

  • Purpose: Workflow, compliance and CRM
  • Data stored: Australia (AWS)
  • Overseas: Yes

System/Platform: REI Forms

  • Purpose: Digitise and standardise documentation
  • Data stored: Australia (Cloud)
  • Overseas: No

System/Platform: Rex Reach / Spoke App

  • Purpose: CRM and Technology platform
  • Data stored: Worldwide (AWS)
  • Overseas: Yes

System/Platform: RP Data

  • Purpose: Property data
  • Data stored: Australia (Cloud)
  • Overseas: Yes

System/Platform: TypeForm

  • Purpose: Interactive forms and data collection
  • Data stored: United States (AWS)
  • Overseas: Yes

Overseas Data Storage

Where personal information is stored or processed outside Australia (as indicated above), we take reasonable steps to ensure it is protected consistently with Australian privacy requirements. This includes reviewing provider privacy policies and, where applicable, relying on contractual protections.

Individuals whose information is stored overseas may have limited recourse under Australian law if it is mishandled by the overseas provider. By engaging our services, individuals acknowledge that their information may be transferred to overseas systems as described in this policy.

5. Automated Decision-Making at This Office

This office does not currently use automated decision-making systems that significantly affect individuals' rights or interests. All decisions — including rental application outcomes — are made by qualified members of our team. This will be reviewed and updated in line with the Group-wide ADM audit prior to December 2026.

6. Data Retention at This Office

This office retains personal information in accordance with the Group Privacy Policy. Specific retention practices for common data categories at this office are as follows:

Successful rental applications

  • Retention period: Duration of tenancy + 7 years
  • Disposal method: Secure deletion

Unsuccessful rental applications

  • Retention period: 90 days from decision
  • Disposal method: Secure deletion

Sales transaction records

  • Retention period: 7 years from settlement
  • Disposal method: Secure deletion

Inspection records

  • Retention period: 12 months
  • Disposal method: Secure deletion

Client communications (email)

  • Retention period: Duration of relationship + 3 years
  • Disposal method: Secure deletion

Marketing contact lists

  • Retention period: Until opt-out, then immediate removal
  • Disposal method: Secure deletion

 7. Staff Training and Responsibilities

All staff at this office are required to complete privacy awareness training as part of induction, and to participate in refresher training as directed by CobdenHayson.

Staff responsibilities at this office include:

  • Handling personal information only for the purposes for which it was collected
  • Storing and transmitting personal information only through approved systems
  • Reporting suspected privacy breaches to the local privacy contact or Group General Manager immediately
  • Keeping access credentials secure and not sharing system logins
  • Disposing of personal information securely when it is no longer required
  • Annual Compliance Training
  • Group Induction

8. Changes to This Policy

This office-level policy will be reviewed at least annually, or whenever there is a material change to systems, staff or practices that affect how personal information is handled. Updates require approval from the Group General Manager.

The current version of this policy is available at: https://www.ch.com.au/privacy-policy

This policy was prepared in April 2026 and should be reviewed alongside the Group Privacy Policy. It forms part of CobdenHayson's overall privacy compliance framework under the Privacy Act 1988 (Cth).