Terms and Conditions – Sisira Realestate

INTRODUCTION

Sisira Real Estate (‘we’, ‘us’, ‘our’) is a family-owned residential real estate agency operating in Victoria, Australia. We provide residential property sales, residential property management, and a small number of commercial leasing services.

We are committed to protecting the privacy of everyone whose personal information we handle — including property buyers, sellers, landlords, tenants, prospective clients, contractors, and employees.

This Privacy Policy explains how we collect, use, hold, disclose, and protect personal information in accordance with the Privacy Act 1988 (Cth) and the 13 Australian Privacy Principles (APPs). It also describes your rights and how to contact us if you have questions or concerns.

From 1 July 2026, Sisira Real Estate is enrolled with AUSTRAC as a reporting entity under the Anti-Money Laundering and Counter-Terrorism Financing Act 2006 (Cth). Our AML/CTF obligations require us to collect, verify, and retain certain identity information. This Privacy Policy applies to all personal information we handle, including information collected to meet those obligations.

PERSONAL INFORMATION WE COLLECT

The type of personal information we collect depends on who you are and how you interact with us.

Buyers and Sellers

Full name, date of birth, and residential address
Contact details (phone number and email address)
Identity documents (e.g. driver’s licence, passport) for identity verification
Information about the nature and purpose of a property transaction
For company or trust purchasers: details of directors, trustees, beneficial owners, and the entity itself
Financial information relevant to a transaction where required by law

Landlords and Tenants

Full name, date of birth, and residential address
Contact details (phone number and email address)
Identity documents for verification purposes
Employment and financial information (tenants: to assess rental applications)
Rental history and references
Emergency contact details
Bank account details (landlords: for rental disbursements)

Prospective Clients and Enquirers

Name and contact details provided through our website, open homes, or by phone
Property preferences and search criteria

Contractors and Tradespeople

Name, business name, and contact details
Licensing and insurance details

Sensitive Information

We do not intentionally collect sensitive information (such as health, financial hardship, or criminal history) unless it is directly relevant and you have consented, or we are required to collect it by law. If sensitive information is provided to us — for example, in a rental application — we will handle it with additional care.

HOW WE COLLECT PERSONAL INFORMATION

We collect personal information in the following ways:

Directly from you — when you contact us, attend an open home, sign a contract or lease, or submit a rental application
Through our website — via enquiry forms or property alerts
From third parties — such as other real estate agencies, referees named in rental applications, landlords, tenants, or publicly available registers (e.g. ASIC, land titles)
Through electronic verification services — to verify your identity as required by our AML/CTF obligations
From property portals — such as realestate.com.au or Domain, when you enquire on a listing

Where it is reasonable and practicable, we will collect personal information directly from you.

WHY WE COLLECT AND USE PERSONAL INFORMATION

We collect and use personal information for the following primary purposes:

To facilitate property sales, purchases, and leasing transactions on your behalf
To manage properties — including arranging maintenance, processing rent, and communicating between landlords and tenants
To verify your identity and satisfy our obligations as an AML/CTF reporting entity under AUSTRAC
To assess rental applications
To communicate with you about your transaction, property, or enquiry
To meet our legal and regulatory obligations, including record-keeping under the Residential Tenancies Act 1997 (Vic) and AML/CTF Act
To send you property listings, market updates, or other information we think may interest you (where you have consented, or where permitted by law — see Section 8 below)
To respond to complaints or enquiries
To engage contractors and tradespeople on behalf of landlords

We will only use your personal information for purposes other than those listed above if you have consented, or if permitted or required by law.

DISCLOSURE OF PERSONAL INFORMATION

We may disclose your personal information to:

Other parties to a transaction — such as buyers, sellers, landlords, or tenants, to the extent necessary to complete a transaction
Solicitors and conveyancers — acting on behalf of parties to a transaction
Financial institutions — such as banks or mortgage brokers, where relevant to a transaction
Property portals — such as realestate.com.au and Domain, to list and market properties
Contractors and tradespeople — engaged to carry out maintenance or repairs at a managed property
AUSTRAC — as required under our AML/CTF reporting obligations, including the submission of Suspicious Matter Reports (SMRs) and Threshold Transaction Reports (TTRs)
Other regulatory authorities or law enforcement agencies — where required or authorised by law
Our software and cloud service providers — including our property management CRM and Microsoft Office 365, which are used to store and manage records
Professional advisors — such as our accountants or legal advisors, on a confidential basis

We do not sell personal information to third parties.

Overseas Disclosure

Our primary software systems are hosted in Australia. Some of our cloud service providers (including Microsoft Office 365) may store or process data on servers located overseas, including the United States and other countries. Where this occurs, we take reasonable steps to ensure those providers protect personal information to a standard consistent with the APPs. By using our services, you consent to this disclosure where required.

AML/CTF IDENTITY VERIFICATION

From 1 July 2026, we are required by law to verify the identity of certain clients before providing designated real estate services. This includes:

Collecting and verifying identity documents (e.g. driver’s licence, passport)
For company or trust purchasers: identifying beneficial owners, directors, and trustees
Screening clients against sanctions lists
Retaining identity verification records for a minimum of 7 years

This information is collected under a legal obligation and cannot be waived. If you do not provide the required identity information, we may be unable to act for you.

AML/CTF records are retained for 7 years from the date of the relevant transaction or the end of our business relationship with you, whichever is later. This retention period is set by law and applies regardless of any other data retention preferences you may have.

STORAGE AND SECURITY OF PERSONAL INFORMATION

We store personal information in the following systems:

Our property management CRM — for transaction records, tenancy files, and client details
Microsoft Office 365 — for correspondence, documents, and general records
Physical files — held securely at our office for signed documents and identity records

We take reasonable steps to protect personal information from misuse, interference, loss, and unauthorised access, modification, or disclosure. Security measures include:

Password-protected access to our systems, with role-based access controls
Secure document storage for physical records
Staff training on privacy obligations and data handling
Periodic review of our security practices

We retain personal information only as long as it is needed for the purpose for which it was collected, or as required by law. When personal information is no longer required, we take reasonable steps to destroy or de-identify it.

DIRECT MARKETING

We may use your contact details to send you property listings, market updates, newsletters, or other information about our services, where you have consented or where permitted by the Privacy Act and the Spam Act 2003 (Cth).

You may opt out of receiving marketing communications at any time by:

Clicking the ‘unsubscribe’ link in any email we send you
Contacting us directly using the details in Section 12

We will process opt-out requests promptly and within 5 business days. Opting out of marketing will not affect our ability to contact you about your active transactions or tenancies.

ACCESS TO AND CORRECTION OF YOUR PERSONAL INFORMATION

You have the right to request access to personal information we hold about you, and to ask us to correct it if it is inaccurate, incomplete, or out of date.

To make an access or correction request, please contact our Privacy Officer using the details in Section 12. We will respond within 30 days. In some circumstances we may need to verify your identity before providing access.

We may decline an access request where the APPs permit us to do so — for example, where access would unreasonably impact the privacy of another person, or where the information is subject to legal professional privilege. If we decline a request, we will tell you why (unless we are prevented from doing so by law).

There is no fee for making an access or correction request. If your request is complex and requires significant time to process, we will notify you of any reasonable cost before proceeding.

NOTIFIABLE DATA BREACHES

We are subject to the Notifiable Data Breaches (NDB) scheme under the Privacy Act. If we become aware of a data breach that is likely to result in serious harm to any individual whose personal information is involved, we will:

Assess the breach as quickly as possible
Notify the Office of the Australian Information Commissioner (OAIC)
Notify affected individuals as soon as practicable

We maintain an internal data breach response procedure and will take prompt steps to contain any breach and prevent further harm.

PRIVACY COMPLAINTS

If you believe we have mishandled your personal information or breached your privacy rights, we encourage you to contact us first so we can try to resolve your concern.

Please submit your complaint in writing to our Privacy Officer using the contact details in Section 12. We will acknowledge your complaint within 5 business days and aim to resolve it within 30 days. If we need more time, we will let you know.

If you are not satisfied with our response, you may lodge a complaint with the Office of the Australian Information Commissioner (OAIC):

Website: www.oaic.gov.au
Phone: 1300 363 992
Post: GPO Box 5218, Sydney NSW 2001

CONTACT US

For any privacy-related enquiries, access or correction requests, or complaints, please contact our Privacy / Compliance Officer:

Name: Sahan Malawaraarachchi
Role: Privacy & AML/CTF Compliance Officer
Organisation: Sisira Real Estate
Location: Victoria, Australia
Method of contact: Please contact us via our office

UPDATES TO THIS PRIVACY POLICY

We review this Privacy Policy at least annually and whenever there are significant changes to our operations or the law. The current version is always available on request from our office.

This policy was last updated in June 2026. Material changes will be communicated to clients with active engagements.

Sisira Real Estate | Privacy Policy v1.0 | Effective 1 July 2026 | Prepared in accordance with the Privacy Act 1988 (Cth) and the Australian Privacy Principles