Data Security Policy for Oz Property Support Pty Ltd

1. Purpose

This Data Security Policy establishes the guidelines for handling, processing, and protecting all personal and sensitive information managed by Oz Property Support Pty Ltd. We are committed to ensuring the confidentiality, integrity, and availability of data through effective risk management practices, in line with the Australian Privacy Principles (APPs) set forth in the Privacy Act 1988 (Cth).

2. Scope

This policy applies to all employees, contractors, and third parties who have access to data managed by Oz Property Support Pty Ltd, across all forms of media, both electronic and physical.

3. Data Protection

• Data Collection: We collect only the data necessary for delivering and enhancing our strata management services, adhering strictly to legal and ethical standards.

• Data Storage: All data is securely stored on servers that are protected by up-to-date security software and are accessible only to authorised personnel.

• Data Encryption: Sensitive data is encrypted during transmission and when stored on our systems to prevent unauthorised access.

• Access Control: Access to sensitive data is restricted to authorised individuals based on their role and the necessity to access the information. Robust authentication mechanisms are in place to ensure secure access.

4. Data Retention and Disposal

• Retention: Data is retained only for as long as necessary to fulfil the purposes for which it was collected, in compliance with our legal and regulatory obligations.

• Disposal: When data is no longer required, it is securely deleted or destroyed to prevent any potential misuse.

5. Data Breach Response

• Breach Identification: We are committed to detecting, reporting, and investigating any data breaches in a timely manner.

• Notification: In the event of a significant breach, affected parties and relevant authorities will be notified in accordance with legal requirements and within a timeframe that mitigates harm to individuals whose data may have been compromised.

• Remediation: Immediate steps will be taken to mitigate any harm caused by the breach and to prevent future occurrences.

6. Employee Training and Awareness

• All employees are required to complete data security training upon hire and annually thereafter to reinforce responsibilities and procedures related to data security.

• Regular updates and additional training will be provided as necessary to address new security challenges and updates to this policy.

7. Third-Party Data Sharing

• Any sharing of data with third parties must be governed by a written contract that includes strict data handling and confidentiality protocols.

• Third parties must comply with our data security standards and are regularly assessed for compliance.

8. Use of Google Workspace

• We utilise Google Workspace to manage our data and email communications. This platform is secured with encryption and advanced security measures to ensure the safety and privacy of our data.

9. Monitoring and Review

• This policy and related practices are reviewed annually or more frequently if significant changes in our business or external environment occur.

• Regular audits are conducted to ensure compliance with this policy and to identify and rectify any weaknesses in our data protection mechanisms.

10. Policy Enforcement

• Violations of this data security policy will result in disciplinary action, which may include termination, legal action, and compensation for damages.

11. Contact Information

For any queries or further information about this Data Security Policy, please contact:

Email: legal@ozproperty.support

Phone: 02 5111 0555

Address: Suite 4, 48 Corinna Street, Phillip ACT

By adhering to this policy, Oz Property Support Pty Ltd ensures that data security is maintained at the highest standards to protect our clients, our reputation, and our operational integrity.