Last updated: 12/2/26

Collister’s Preventative Maintenance Services (“we”, “us”, “our”) is committed to protecting the privacy, confidentiality, and personal information of our clients. This policy outlines how we collect, use, store, and protect personal information in accordance with the Privacy Act 1988 (Cth) and the Australian Privacy Principles (APPs).

1. Personal Information We Collect

We collect only information reasonably necessary to deliver our services, including:

• Full name
  
  
• Contact details (phone, email, postal address)
  
  
• Property address and access instructions
  
  
• Inspection findings and maintenance records
  
  
• Non-invasive property photographs
  
  
• Billing and payment information
  
  
• Communications with us (email, phone, messages)
  
  

We do not collect sensitive information unless required by law or explicitly provided by the client

2. How Personal Information Is Collected

Information may be collected when you:

• Enquire about or engage our services
  
  
• Book inspections or maintenance visits
  
  
• Enter into a membership or service agreement
  
  
• Provide access to your property
  
  
• Communicate with us or our authorised representatives
  
  

Information may also be received from authorised third parties (e.g. property managers, buyer’s advocates, real estate agents) where consent has been provided.

3. How We Use Personal Information

We use personal information for purposes including:

• Delivering preventative maintenance and property care services
  
  
• Conducting inspections and preparing reports
  
  
• Scheduling visits and managing access
  
  
• Coordinating and supervising specialist contractors
  
  
• Billing and account management
  
  
• Communicating service recommendations and updates
  
  
• Complying with legal and regulatory obligations
  
  

We do not sell, trade, or rent personal information.

4. Disclosure of Information

Personal information may be disclosed only where reasonably necessary, including to:

• Licensed specialist contractors engaged to perform works
  
  
• Professional advisers (accountants, insurers, legal advisers)
  
  
• Service providers supporting administration, IT, or payment systems
  
  
• Government or regulatory bodies where required by law
  
  

All third parties are required to maintain confidentiality and comply with privacy obligations.

5. Property Photographs & Inspection Records

Photographs and inspection notes are collected solely for documentation, reporting, and preventative maintenance planning.

These materials:

• Are treated as confidential
  
  
• Are not published or shared without consent
  
  
• Are stored securely
  
  

Form part of the property’s private maintenance history

6. Confidentiality Commitment

We treat all client information, including property details, access arrangements, inspection findings, and service history, as strictly confidential.

This confidentiality obligation applies to:

• Employees
  
  
• Contractors
  
  
• Subcontractors
  
  
• Consultants
  
  

Any authorised representatives engaged by us

7. Non-Disclosure Agreements (NDAs)

For clients requiring enhanced privacy — including executives, public figures, overseas owners, and prestige property owners — we offer Non-Disclosure Agreements (NDAs) upon request.

Where an NDA is in place:

• No client or property information will be disclosed without written consent
  
  
• Property addresses, photographs, and service details will not be referenced in marketing
  
  
• All records will be handled under heightened confidentiality protocols
  
  

NDAs are standard for Black Concierge membership clients and available to all clients upon request.

8. Access to Property & Key Security

Where access is provided (including keys, codes, or key safes):

• Access details are stored securely
  
  
• Information is shared only with authorised personnel
  
  
• Access is used strictly for agreed services
  
  
• Keys and codes are handled with discretion and care
  
  

Clients may request additional access protocols at any time.

9. Data Security

We take reasonable steps to protect personal information from misuse, loss, unauthorised access, modification, or disclosure, including:

• Secure digital storage systems
  
  
• Restricted access controls
  
  
• Confidential handling of physical documents
  
  

Secure disposal of records when no longer required

10. Access and Correction

You may request access to personal information we hold about you, or request correction if information is inaccurate or outdated.

Requests can be made using the contact details below. We will respond within a reasonable timeframe.

11. Website Cookies & Analytics (If Applicable)

Our website may use cookies or analytics tools to improve functionality and user experience. These tools do not identify individuals unless consent is provided.

12. Complaints

If you have a concern about how we handle personal information, please contact us directly. We take privacy complaints seriously and will investigate promptly.

If you are not satisfied with our response, you may contact the Office of the Australian Information Commissioner (OAIC).

13. Changes to This Policy

This policy may be updated from time to time. The current version will always be available on our website.

14. Contact Details

For privacy enquiries, confidentiality requests, NDAs, or access requests:

Collister’s Preventative Maintenance Services
 Contact: Aaron Collister
 Phone: 0411 952 859
 Location: Victoria, Australia