Privacy Policy

Information covered by this policy
The Privacy Act only provides protection for personal information. If we do not collect your
personal information, the Privacy Act and this Policy will not apply.

Section 6 of the Privacy Act defines ‘personal information’ as:

“information or an opinion about an identified individual, or an individual who is reasonably
identifiable:

(a) whether the information or opinion is true or not; and

(b) whether the information or opinion is recorded in a material form or not.”

Personal information includes information such as:
• your name or address;
• bank account details and credit card information;
• photos; and
• information about your opinions and what you like.

Collection of personal information

Personal information held by FRD Homes
We collect personal information of owners; contractors, suppliers or vendors of goods or
services to FRD Homes; and FRD Homes employees or potential employees.

Why we collect personal information
We collect personal information mainly for the purposes of property purchases and
other administration relating to residential house construction in Australia, responding to customer enquiries via our website, and managing our staff and contractors.

We will only collect the personal information we need to perform our functions and to undertake our activities.
This includes enabling us to:
• process property purchases and build contracts for FRD Homes;
• maintain our records construction and warranty purposes;
• process service requests for FRD Homes;
• contact clients and people who make service
requests or file notices with us;
• perform employment and personnel functions in relation to FRD Homes
employees and contractors;
• conduct national security clearances;
• handle complaints (including privacy complaints);
• manage correspondence with the public;
• perform our administrative functions and activities;
• manage the operation of (and participation in) committees and boards, reference and
working groups;
• manage financial arrangements, such as payment to vendors, contracted service
providers and funding recipients;
• enable research and service improvement;
• keep our information and property secure (security information); and

Kinds of personal information we collect
The personal information we may collect includes:
• identity data (name, nationality, date of birth, sex/gender and marital
status);
• contact details (address, phone number, email);
• employment information (work status, occupation, qualifications, work
experience, professional memberships, national security clearance
numbers; referee reports, employment history and academic record);
• address (for correspondence and address for legal service and may include your home
address);
• information about applications to purchase FRD Homes;
• financial information such as debts, bank account, credit card details and
results of bankruptcy checks;
• business details (Australian Business Number and Australian Company
Number); and
• Tax File Numbers of employees, contractors and vendors.

Additionally, we collect personal information about our employees, job applicants,
contractors and others in relation to employment. This may include records relating to:
• personnel (including correspondence, performance and remuneration);
• payroll matters;
• disciplinary and counselling matters;
• applications for employment and CVs;
• identity documents (including photographs, passport details, visas, citizenship or
immigration status);
• information about your financial affairs;
• government identifiers;
• building and system access;
• security clearances and police record checks; and
• WHS matters, including health records.

We may also collect sensitive information (a particular type of personal information under the Privacy Act), where relevant to our functions and activities, such as:
• health information about an individual;
• criminal convictions and intelligence, including security assessments;
Note that from time to time, we receive unsolicited personal information. If we
receive unsolicited personal information, we will make a decision as to whether this
information is necessary to keep for our functions. If not, we will destroy or de-identify records. In the case of our Contact Centre, unsolicited personal information
will be contained in a ‘Commonwealth record’. As such, it will be retained until it can
be destroyed in accordance with the applicable National Archives of Australia
Records Disposal Authority.  

How we collect personal information
We collect personal information in a range of circumstances, including when individuals:
• call, write to and email us
• subscribe to our newsletter
• use our website
• visit our offices
• apply for a job with us
• respond to our stakeholder consultations
• participate in our surveys
• interact with us on our website or social media accounts.

We usually collect personal information via forms, online services and other electronic and
paper correspondence.

We may also collect personal information via:
• telephone
• face to face meetings
• virtual meetings
• FRD Homes website
• FRD Homes social media websites and accounts.

Collection of personal information from you
Where possible, we will collect your personal information directly from you or your
authorised representative.

We may also collect personal information from other people and organisations, including
other government agencies, where:
• the individual consents (for example, when they agree to participate in a survey);
• it is required or authorised by Australian law; or
• it is impractical or unreasonable to collect it from the individual.

If we receive your personal information from another party, we will contact you (if we
have sufficient information to do so and it is reasonable in the circumstances). Some
exceptions to advising you may arise where:
• you have provided consent or reasonably expect the collection to occur;
• the collection is required or authorised by or under law;
• the collection is for the purposes of an investigation or personnel issues; or
• the collection is for the purposes of litigation or legal advice.

There may also be instances in which we receive your personal information from our
contracted service providers, who have collected your information on behalf of FRD Homes.

Social Networking Services
We use social networking services such as Facebook, YouTube and LinkedIn.

When you communicate with us using these services, we may collect your personal information to
communicate with you and the public.

The social networking service will handle your personal information for its own purposes.
These sites have their own privacy policies and data storage (including storing information
outside Australia), which may include cookies. Your use of these services is governed by
the individual conditions of each site.

Contracted Service Providers
The Privacy Act requires agencies to take contractual measures to ensure that contracted
service providers (including sub-contractors) do not breach the APPs. We require all
contractors and their sub-contractors to comply with the requirements of the Privacy Act.

Such agreement between FRD Homes and our contractors ensures that personal
information in the possession of a contractor receives the same level of privacy protection
as it would within FRD Homes.

Employees and Contractors
Please note, we may collect and use your health and other personal information to ensure
the health and safety of your work colleagues.

We may also collect and use personal
information about your family members, or others with whom you live for this purpose.

Your health and other personal information may be disclosed to officers within FRD Homes
on a need-to-know basis. We may also need, or be legally required, to disclose your health
and other personal information to other government entities, or third parties, including
health authorities, for health and safety purposes.

Use and disclosure of personal information
We use and disclose personal information for the primary purpose for which it is collected.
You will ordinarily be given information about the primary purpose of collection at the
time the information is collected.

We sometimes use or disclose personal information for other purposes, for example,
internal business practices, auditing, business planning, billing, improvement to customer
services, and preparing de-identified versions of data sets for a research
purpose, and disclose it to a third party under strict conditions. This
will only occur when it is permissible under the APPs. This could be where:
• the individual consents
• the individual would reasonably expect that their information will be disclosed
• disclosure is required or authorised by or under an Australian law.

Personal information is also used for some secondary purposes which are directly related
to the primary purpose of collection – like in order to improve the quality of answers we provide to
clients.