Privacy Policy

1.  Definitions
In this policy:

Code Property Group ("we", "us", "our") means Code Property QLD Pty Ltd trading as Code Property Group.

Privacy Act means the Privacy Act 1988 (Cth) and any amendments or regulations that apply from time to time.

Personal Information has the same meaning as in the Privacy Act. Generally speaking, it is any information that can be used to personally identify you.

2.  We respect  your privacy

Code Property Group values your privacy and is committed to safeguarding the privacy of our clients and website visitors. We comply with the Australian Privacy Principles contained in the Privacy Act.

This policy is regularly updated to ensure its currency and effectiveness. Please review it from time to time.

This policy explains how we collect, use, disclose and protect Personal Information. We apply the Australian Privacy Principles to all Personal Information we handle, including information handled for anti-money laundering purposes.

3.  What Personal Information do we collect?

We may collect a range of Personal Information that you provide to us, such as your name, email, postal, home or business address, telephone number, age and occupation. Where relevant to the services we provide, we may also collect identification documents, rental and tenancy history, property ownership details, and details of property transactions.

When you visit our website (www.codepg.com.au) or interact with our social media pages and advertisements, we may collect information about your browser type, operating system, the websites you visited before ours, and how you interact with our content.

We only collect sensitive information, such as health information relevant to a request for accessibility modifications or information about domestic and family violence, with your consent or where the law requires or permits it. We treat information about domestic and family violence as strictly confidential.

4.  How do we collect your Personal Information?

Code Property Group collects Personal Information from you in a variety of ways, including:

• Directly or indirectly through our website and social media pages.
• Through our agents.
• When you provide Personal Information to us by email, text, phone call or in person when we provide services to you.
• When you provide feedback or respond to surveys or promotions.
• When you engage with our online support provider or chat box.
• Through cookies, pixels and similar technologies on our website (see section 11).

We may also receive Personal Information from third parties (for example, your lawyer). If we do, we will protect it in the same manner as set out in this policy.

Please contact us at any time if you would like to change your details.

4A. Electronic communications and records

We may communicate with you, provide documents and obtain signatures electronically (for example, by email, SMS, online forms and e-signing platforms), as permitted by the Electronic Transactions Act 1999 and the Electronic Transactions (Queensland) Act 2001. You can ask to deal with us in hard copy instead.

5.  Why do we collect Personal Information? 

Code Property Group may collect and use Personal Information so we can:

• Contact you and provide services to you.
• Answer your enquiries.
• Fulfil your requests for certain services and information.
• Prepare summaries, reports and correspondence, including with the help of artificial intelligence (AI) tools (see section 6B).
• Improve our service quality and better understand your needs.
• Provide you with marketing or advertising material, including relevant advertising on social media platforms such as Facebook and Instagram.
• Provide you with newsletters or updates on our services.

We may also use information in a general, de-identified way, without reference to your name, to create marketing statistics, identify user demand and help us meet user needs generally.

Marketing

We may send you direct marketing material or information about our services by mail, SMS or email.

We may also use your contact details to show you relevant advertising on Meta platforms (Facebook and Instagram), as described in section 6.

We only send marketing emails and SMS with your consent, always identify ourselves as the sender, and include a working unsubscribe option, as required by the Spam Act 2003. We action unsubscribe requests within 5 business days. We make telemarketing calls in line with the Do Not Call Register Act 2006.

If you do not want to receive marketing content, newsletters or targeted social media advertising from us, contact us (details below) or use the "unsubscribe" or "opt out" option in our communications. If you ask us to stop using your details for social media advertising, we will remove them from future audience uploads.

5A. Rental applicants and tenants (Queensland)

When you apply to rent a property we manage, we use the approved rental application form (Form 22, or Form R22 for rooming accommodation) and only ask for the information and documents the Residential Tenancies and Rooming Accommodation Act 2008 (Qld) allows. You can choose to show us original identity documents rather than provide copies; we only keep a copy with your consent.

We use the Personal Information of rental applicants and tenants, including photographs taken during inspections, only to:

• assess your rental application;
• manage your tenancy; and
• meet our legal obligations, or as otherwise permitted by law.

We do not use this information for marketing, upload it to social media advertising platforms, or use AI to decide rental applications. We store it securely. If your application is unsuccessful, we securely destroy your information within 3 months unless you agree to a longer period. Otherwise, we destroy it within the timeframes required by law (generally 7 years after the tenancy ends).

We may check tenancy databases when assessing your application. If we intend to list you on a tenancy database, we will notify you as the Act requires

5B. Anti-money laundering checks (property sales)

From 1 July 2026, real estate agents are regulated under the Anti-Money Laundering and Counter-Terrorism Financing Act 2006. When we act in the sale or purchase of property, we must verify our customers' identity. We may collect identification documents, details of beneficial owners, and information about the source of funds or wealth.

We use this information to meet our legal obligations and may be required to disclose it to AUSTRAC or other authorities. The law may prevent us from telling you about some disclosures. We keep these records for at least 7 years as required and never use them for marketing. If you don't provide the information requested, we may be unable to act for you.

6.  When do we disclose your Personal Information?

We will use our best efforts to protect the confidentiality of your Personal Information. 

Throughout the course of Business 

We will not knowingly share your Personal Information with any third party other than our:

• Employees and officers
• Insurers, professional advisers and agents
• Subcontractors or third-party service providers we have commercial relationships with (for example, for marketing, software, data storage or AI services)

or as otherwise set out in this policy.

We only share your Personal Information with third-party service providers that agree to handle it consistently with this policy and the Privacy Act.

Social media advertising (Meta)

We may upload contact details we hold, such as your name, email address and phone number, to Meta Platforms (which operates Facebook and Instagram). Before upload, these details are converted into a scrambled code ("hashed") so Meta can match them to existing Meta accounts without reading them. We use the matches to:

• show you advertising about our services; and
• help Meta find other people with similar characteristics who may be interested in our services ("lookalike audiences").

Meta deletes details that don't match an account after the matching process. Meta's handling of information is also governed by its own privacy policy and terms. You can opt out at any time as described in section 5, and you can manage your ad preferences in your Facebook or Instagram settings.

We never upload information collected through rental applications, tenancy management or anti-money laundering checks to Meta.

Artificial intelligence (AI) providers

We use AI tools provided by third parties to help us prepare summaries, reports and correspondence. Personal Information may be processed by these providers for that purpose. See section 6B.

Legal Requirements

 We may need to disclose your Personal Information to comply with a legal requirement (such as a regulation, court order, subpoena or warrant) in the course of a legal proceeding. We may also disclose your Personal Information if requested by a law enforcement agency. Code Property Group may also use your Personal Information to protect the legal rights, copyright, trademarks, property or safety of Code Property Group, its users or third parties.

 Sale of Business

If there is a change of control in our organisation (whether by merger, share or business asset sale, or otherwise), your Personal Information could be disclosed to a potential purchaser under an agreement to maintain confidentiality, and could be transferred as part of that transaction. If a sale or merger occurs, you will receive 14 days' written notice that a transfer of your Personal Information will occur. During this time you can object to the transfer, and your information will be deleted by Code Property Group. If you do not respond to the written notice, your consent to the transfer will be implied and your Personal Information will be transferred accordingly.

We will only disclose your information in good faith and where required by any of the above circumstances. If we disclose your Personal Information to third parties, we will request that they follow this policy when handling it.

6A. Overseas disclosure

Some of our service providers, including Meta and our AI and cloud software providers, store or process information outside Australia. Countries where your Personal Information is likely to be disclosed include the Philippines and other countries where our providers operate data centres. We take reasonable steps to ensure overseas recipients handle your Personal Information consistently with the Australian Privacy Principles.

6B. Artificial intelligence and automated decisions

We use AI tools to help our team work more efficiently, for example to summarise documents, inspection notes and correspondence, and to draft reports. When we do:

• a member of our team reviews AI-generated content before it is relied on or sent;
• we use business-grade tools whose terms do not permit the provider to use our data to train its AI models; and
• we only provide the Personal Information reasonably needed for the task, and never enter it into free or public AI tools.

We do not make decisions that could significantly affect your rights or interests, such as decisions on rental applications, using AI or other computer programs alone. A person is always responsible for those decisions.

7.  Is your Personal Information Secure?

Code Property Group is committed to ensuring that the information you provide to us is secure. To prevent unauthorised access or disclosure, we have put in place suitable physical, electronic and managerial protections. Security measures are periodically updated in light of current technologies.

We keep Personal Information only for as long as we need it for the purposes in this policy or as required by law (for example, record-keeping obligations under the Property Occupations Act 2014 (Qld) and the Agents Financial Administration Act 2014 (Qld), and the 7-year retention of anti-money laundering records). Rental application and tenancy information is destroyed within the timeframes in section 5A. When it is no longer needed, we take reasonable steps to destroy or de-identify it.

However, the transmission and exchange of information is carried out at your own risk. The internet is inherently insecure, and we cannot guarantee the security of information you provide online. Although we take measures to prevent unauthorised disclosure, we cannot guarantee that Personal Information we collect will never be disclosed in a manner inconsistent with this policy.

8.  What happens if there is a security breach or inadvertent disclosure?

If we become aware that your Personal Information has been compromised, we will act promptly to contain and assess the incident. Where a breach is likely to result in serious harm, we will notify you and the Office of the Australian Information Commissioner (OAIC) in line with the Notifiable Data Breaches scheme under the Privacy Act.

Please keep your contact details up to date with us; otherwise you may not receive this notification.

9.  How can you access your Personal Information?

You may request details of the Personal Information we hold about you in accordance with the Privacy Act. A small administrative fee may be payable for providing the information.

If you believe any information we hold is inaccurate, out of date, incomplete, irrelevant or misleading, please contact us (details below).

We reserve the right to refuse access to information we hold about you in certain circumstances set out in the Privacy Act, for example if it would compromise the privacy of others.

10.  How do I make a complaint?

If you have a complaint about our privacy practices, please contact us (details below). We take complaints seriously and aim to respond within 30 days.

If you are not satisfied with our response, you can contact the Office of the Australian Information Commissioner at www.oaic.gov.au or on 1300 363 992.

11.  Cookies and similar technologies

Cookies are very small files a website uses to identify you when you come back to the site. They also store details about your use of the site. Most web browsers automatically accept cookies, but you can choose to reject them by changing your browser settings. However, this may prevent you from taking full advantage of our website.

Our website may use cookies and similar technologies, such as the Meta Pixel and Google tags, to analyse website traffic, measure the effectiveness of our advertising, and help us provide a better visitor experience. These technologies may be used to show relevant ads to website visitors through third-party services such as Google Ads and Meta. These ads may appear on this website or other websites and apps you visit.

12.  Third party sites

Our site may have links to other websites not owned or controlled by us. These links are for your convenience only and do not constitute sponsorship, endorsement or approval of those websites or organisations. Code Property Group is not responsible for the privacy practices of other websites. We encourage you to read the privacy statement of every website that collects Personal Information..

13.  Contact us 

If you have any questions or concerns about this privacy policy or the use of your Personal Information, please contact us at office@codepg.com.au, by post to PO Box 1124, Buddina QLD 4575, or visit our office at 15 Nicklin Way, Minyama, Queensland.