Approval Date: National Board 3 March 2026
Ratification Date s: 3 December 2024, 2021, 2018 & 2015
Review Cycle : To be reviewed annually
Key Contact : Company Secretary
The Property Industry Foundation ( ‘The Foundation’ ) is committed to the protection of personal information and has developed this Privacy Policy in line with the ‘Australian Privacy Principles’ (‘Principles’ ) contained in the Privacy Act 1988 (Cth) ( Privacy Act ). The Principles are designed to protect the confidentiality of information and the privacy of individuals by regulating the way personal information is managed. The purpose of this Privacy Policy is to set out the Foundation’s policy on the manageme nt of personal information including: what type of personal information the Foundation collects; how the Foundation stores and uses that personal information; how the Foundation discloses personal information it collects to anyone; and the opportunities in dividuals have to access and correct the information the Foundation holds about them.
Personal Information collected by the Foundation
Personal information is any information which identifies or may reasonably identify you and includes sensitive information such as information about your health, and credit information.
The Foundation will collect the following types of personal information about you:
- name
- email address, home address and/telephone number;
- date of birth;
- gender;
- age;
- occupation;
- information regarding how and why you are involved with the Foundation; and
- any other personal information that the Foundation requires to carry out its fundraising and charitable activities (e.g. account details to process donations).
The Foundation will collect and hold personal information in a fair and lawful manner, and not in an intrusive way.
How personal information is collected
Personal information may be provided to the Foundation through: completion of any forms provided or made available to you, entry into competitions; attendance at Foundation events; subscribing to our newsletter; sending ‘contact us’ messages or other corre spondence through the Foundation website; or through advertising, research and direct marketing.
The Foundation may also collect personal information from publicly available sources and third parties, such as suppliers, contractors, business partners and direct marketers. This includes when you apply for a job or position with us in which case the Fou ndation may collect information from you from recruitment consultants, previous employers and other persons who might be able to provide information to assist us to decide whether or not to make you an offer of employment or engage with you under a contract.
If we collect personal information about you from a third party we will, where appropriate, request that the third party inform you that the Foundation is holding such information, how the Foundation will use and disclose the information, and that you may contact the Foundation to gain access to and correct and update the information.
Why do we collect, use and disclose your personal information?
The Foundation may collect, hold, use and disclose your personal information for any of the following purposes:
- to offer and provide an individual with the Foundation’s services;
- to carry out its fundraising and charitable activities;
- to respond to any enquiries that you might make;
- to consider any application for a job or position that you make with the Foundation;
- manage its business and carry out related administrative activities including account keeping procedures;
- to comply with its legal and regulatory obligations; and
- for direct marketing (see below).
Individuals do not have to supply the Foundation with their personal information, however, if the individual chooses not to then the Foundation may be unable to provide services to or respond to any enquiry made by that individual.
How your personal information is held
The Foundation holds personal information as either secure physical records, electronically, or in cloud storage.
The Foundation maintains appropriate physical, procedural and technical security for our offices and information storage facilities to prevent any misuse, interference, loss, unauthorised access, modification, or disclosure of personal information.
The Foundation will destroy or de – identify personal information once it is no longer needed for a valid purpose or required to be kept by law.
Sending personal information overseas?
It is not the intention of the Foundation to disclose your personal information to overseas recipients.
If we do propose to disclose personal information overseas, we will take reasonable steps to ensure that an overseas recipient of your personal information does not breach the Privacy Act. We will, where practicable, advise you of the countries in which an y overseas recipients are likely to be located.
If you do not want us to disclose your information to overseas recipients, please let us know.
Use and disclosure of personal information
The Foundation may use and/or disclose your personal information, for any of the above purposes, to:
- its employees, volunteers and contractors that might help it to provide you with services;
- any legal advisers that it may engage in relation to any actual or threatened legal action; and
- government departments, regulatory bodies and law enforcement agencies where it is required to do so by law.
The Foundation may also use de – identified information about you for other purposes such as to provide training to staff.
Direct marketing
Marketing is important to the Foundation’s continued success as a fundraiser in order to support its projects. The Foundation therefore likes to stay in touch with supporters to let them know about the Foundation’s activities. The Foundation may provide information about new products, services and promotions which may be of interest to an ind ividual. The Foundation will not disclose personal information to third parties for marketing purposes without consent. An individual may opt out at any time if they no longer wish to receive direct marketing messages from the Foundation. An individual can make this request by unsubscribing from all future marketing messages by following unsubscribe links included in each marketing email or by contacting the Foundation’s Privacy Officer.
Accessing and correcting personal information
The Foundation will use all reasonable endeavours to keep personal information it holds accurate,complete and up – to- date. Individuals may contact the Foundation if they would like to access the personal information the Foundation holds about them in which case the Foundation will provide access within a reasonable period of receipt of the request. In some cases, the Privacy Act allows the Foundation to decline to provide access. If the Foundation does decline access, we will give you reasons in writing.
Individuals may contact the Foundation’s Privacy Officer to request to correct any of their personal information that is inaccurate, incomplete or out – of- date, or to request that their personal information be deleted. The Foundation will endeavour to corre ct or delete the personal information within a reasonable period of receipt of the request. The Foundation is not obliged to correct any personal information if we do not agree that it requires correction and may refuse to do so. If we refuse a correction request, we will provide a written notice stating our reasons for refusing.
The Foundation may require identification to be provided before providing copies of personal information or correcting any personal information. The Foundation may charge its reasonable costs in attending to any enquiries regarding personal information.
Automated decision making and the use of AI
The Foundation may use computer programs to assist with decisions that might affect an individual’s rights or interests. These decisions might include scheduling and project management.
The Foundation will use and disclose the kinds of personal information described in this Privacy Policy in the operation of these computer programs.
The Foundation may also use and disclose the same kinds of personal information in its day – to- day operations, including to adapt, predict, recommend and personalise processes using artificial intelligence (‘AI’) technologies. Personal information may be di sclosed to service providers that we engage to provide us with and conduct AI, and other persons involved in the Foundation’s use of this kind of technology including developers or owners of AI technologies.
Contacting us and complaints procedure
Queries regarding this Privacy Policy and any requests to access, correct or delete the personal information that the Foundation holds should be directed to the Foundation’s Privacy Officer by email, phone, facsimile or post addressed to:
Attention: Privacy Officer
E- mail: enquiries@pif.com.au
Phone: 1800 313 116
Postal Address: Suite 5, Level 2, Grafton Bond Building, 201 Kent Street, Sydney NSW 2000
The Company Secretary has been appointed as the Privacy Officer and will promptly acknowledge any complaints received and provide an outline of the process and timeframes for responding to the particular complaint. We take all complaints seriously and will use reasonable endeavours to resolve the complaint within 30 days after receipt, where possible.
If you are dissatisfied with the handling of your complaint, you may contact the Office of the Australian Information Commissioner. More information about your rights and our obligations in relation to privacy, and information on making a privacy complaint are available from the Office of the Australian Information Commissioner, which can be contacted at www.oaic.gov.au, or using the below contact details.
Office of the Australian Information Commissioner
Email: enquiries@oaic.gov.au
Phone: 1300 363 992
Postal Address: GPO Box 5218, Sydney NSW 2001
Changes
The Foundation reserves the right to change the terms of this Privacy Policy from time to time,without notice to you. An up – to- date copy of the Foundation’s Privacy Policy is available on the website.
Authorisation
This updated policy was adopted by the Property Industry Foundation Board at the Board meeting held on 3 March 2026.
Review Date
This policy will be reviewed before March 2027