TICA PRIVACY POLICY

Objective

To provide information to members that is accurate complete and up to date. To protect and maintain the privacy of individuals listed on our databases. To comply with the National Privacy Principles. To be transparent in our activities and keep the market place advised of our operations.

TICA respects your privacy and it is important to us that you understand your rights in relation to your privacy. TICA is committed to protecting and maintaining the privacy of individuals and the accuracy and security of the personal information that TICA holds.

As the leading and largest tenancy database in Australia TICA has built a trust within the industry with it's members. Our trained staff are dedicated to adhere to the standards, policies and procedures that TICA has in place to protect your information.

The functions and activities of TICA include training asset managers, designing and supplying multimedia CD’s, maintaining our tenancy databases, providing information from databases to our members, attending to public enquiries via our 190 numbers and mail.

The following information forms part of our Privacy Policy and explains how we obtain, handle and protect your information.

Collecting personal information

TICA collects it's information from members of TICA who access the TICA databases and landlords. Information collected from members and landlords is kept by TICA for periods up to seven years from date of collection. TICA may also collect information direct from individuals if they contact our Public enquiry department to update a listing or request access to information that TICA may hold. TICA collects this information in an internal database that is only used by TICA. This information is retained for 4 years and is not available to any member of TICA.

The personal information that TICA collects about you is your name, date of birth, driver’s license number, passport number (except Australian Passport), proof of age card number.

If you wish to access your information we will require in addition to the above your current address and phone number however this information is not passed onto any other person or organisation.

Printed Privacy Policy

You can obtain a printed copy of our privacy policy by writing to TICA requesting a copy and enclosing a stamped self addressed envelope

Use of personal information

The information that TICA collects about you is only used for the purposes of risk assessment in tenancy applications and for locating you. TICA only collects information about you that is necessary for TICA to perform it's functions and activities in relation to it's tenancy databases. Your information is only disclosed to TICA members and those government departments and or agencies that are allowed at law to have access to it.

If you elect not to provide information to our member they will not be able to properly assess the risk to their client in assessing a tenancy application submitted by you. Our member will not be able to carry out their duties as asset managers and consequently a tenancy application submitted by you may not be processed or assessed.

Any government identifier that may be used by TICA is only used as an identifier and is not used for any other purpose. TICA does not collect any Commonwealth identifiers.

Personal information quality

TICA takes reasonable steps to ensure your personal information is accurate complete and up to date at the time of collecting using or disclosing the information from or to our members.

Should you believe that the information TICA holds about you is not accurate complete and up to date you can contact TICA to amend a record or dispute a record. Contact details are provided below and throughout the TICA web site at www.tica.com.au

In the event that we disagree with your request to amend a record you may request that we attach a statement noting your explanation about the record and noting your disagreement about the record.

Personal information security

TICA protects your personal information from misuse loss and unauthorised access. The protection measures adopted by TICA to protect your personal information is through-

	Restricting access to members only.
	Identification number and password control.
	Identifying individuals who enquire about themselves before information is released.
	Usage of firewall's at various locations in our systems.
	Preventing unauthorised access to our premises.
	Electronic security devices.

Destruction of personal information
NPP 4.2 requires an organisation to take reasonable steps to destroy or permanently de-identify personal information if it is no longer needed for any purpose for which the information may be used or disclosed under NPP 2.

TICA destroys any information that it no longer needs for any purpose.
Access to personal information

You can access your information on our databases by-

Mail - You can request access via mail
You can request access via mail by writing to TICA at P O Box 120 Concord NSW 2137. You must provide your full name date of birth driver’s license number passport number (except Australian) and current address. You are required to provide a stamped self addressed envelope if no envelope is supplied no information will be returned. Once TICA has received your request, your request will be actioned a request for payment of AU$14.30 will be forwarded to you requiring payment and an additional stamped self addressed envelope will be required. When payment of the AU$14.30 together with a stamped self addressed envelope is received by TICA the results of your request will be forwarded to you.
Please allow up to five working days to process your request and then a further 8 working days to forward the results to you once payment together with a stamped self addressed envelope is received by TICA.

Note: Payment of $14.30 is payable by Bank Cheque or Money Order only. TICA does not accept personal or company cheque's!

Phone- You can call the TICA Help line on 190 222 0346 calls are charged at $5.45 per minute higher from a mobile or pay phone

Resolving your privacy issues
If you have any issues you wish to raise with TICA or would like to discuss any issues about our Privacy Policy you are able to do so by contacting our Help line on 190 222 0346 calls are charged at $5.45 per minute higher from mobile or pay phone.

Dispute resolution process
If you dispute a record on TICA the following procedure will be undertaken by TICA to resolve the dispute-

Receive dispute
	If the dispute is by phone advise you if the dispute needs to be in writing.
	Advise the member of the dispute.
	Advise the member of the dispute.
	Require the member to respond within 7 business days.
	Depending on the dispute we may require the member to provide TICA with copies of one or more of the following, tenancy agreement, tenancy application form, tribunal orders, tenancy history ledger, any accounts for cleaning and or repairs and the condition report.
	Advise you of the outcome of our investigation.
	Advise the member of the outcome of the investigation.
	Remove a record if it is not substantiated.
	Amend a record that may not be accurate complete and up to date.
	Record on the file a statement from you about the listing if we don’t agree with your dispute and you request us to record such statement. This statement can be provided to members upon their request.
	Record on the file what we did to attempt to resolve the dispute and any evidence that we obtained to substantiate the record the dates that we commenced the investigation and concluded the same.

If you are not satisfied with the process taken by TICA and the outcome of the investigation you can contact the Offices of the Federal Privacy Commissioner.

Disputes can be made by-

Mail –

TICA Default Tenancy Control Pty Ltd
P O Box 120
Concord NSW 2137
You must provide a stamped self addressed envelope please allow up to 21 working days from the time we receive your dispute.

Phone – 190 222 0346 Calls charged at $5.45 per minute higher from mobile or pay phone. We strongly recommend that you visit our web site and view all information available to tenants on our Tenant Information Page.