Quantum United Management Privacy Policy
Last updated: March 2026
1. About this Policy
Quantum United Management Pty Ltd respects your privacy and is committed to protecting your personal information.
This Privacy Policy explains how we collect, hold, use and disclose personal information in connection with our business operations, services, and website. It also explains how you may access and seek correction of your personal information, and how you may make a complaint if you believe your privacy has been affected.
We aim to manage personal information in an open and transparent way and in accordance with the Privacy Act 1988 (Cth) and the Australian Privacy Principles.
2. Who We Are
In this Privacy Policy, Quantum United Management, we, us and our means Quantum United Management Pty Ltd and its related business operations, to the extent applicable.
Our contact details are set out at the end of this Policy.
3. What Personal Information We Collect
The kinds of personal information we may collect and hold include:
your name
residential, postal or business address
telephone number and email address
property or lot ownership details
tenancy or occupancy-related details where relevant to our services
billing and payment information
records of enquiries, requests, complaints or correspondence
information you provide when completing forms, surveys or feedback
information relevant to owners corporation management, administration, meetings, compliance, facilities, maintenance, or related services
website usage information, including technical information such as IP address, browser type, pages visited and session activity
any other personal information you provide to us directly or through someone acting on your behalf
We only collect personal information that is reasonably necessary for our functions and activities, or as otherwise permitted by law.
4. How We Collect Personal Information
We may collect personal information in a number of ways, including when:
you contact us by phone, email, online form, SMS, mail or in person
you engage us or interact with us in connection with our services
you submit an enquiry through our website
you attend meetings, events, inductions or site visits connected with our services
you provide information to us in forms, surveys, applications or correspondence
we receive information from owners corporations, committees, developers, contractors, advisers, insurers or other third parties connected with our services
you use our website, including through cookies, analytics tools and similar technologies
We may also receive personal information from third parties where this is reasonably necessary in connection with the services we provide. If we do, we will handle that information in accordance with this Privacy Policy.
5. Why We Collect, Hold, Use and Disclose Personal Information
We may collect, hold, use and disclose personal information for purposes including:
providing owners corporation management, consulting, administrative and related services
responding to enquiries and service requests
communicating with lot owners, occupiers, committee members, residents, contractors, service providers and other stakeholders
arranging meetings, notices, records, communications and operational processes
managing accounts, invoices, arrears, payments and related administration
handling complaints, incidents, disputes, compliance matters and risk management
engaging service providers, advisers and contractors
improving our services, systems and website
sending service updates or other communications relevant to our business relationship with you
complying with legal, regulatory, insurance, accounting and professional obligations
protecting our lawful interests, property, people, systems and operations
We may also use personal information for direct marketing where permitted by law. Where required, we will provide a simple means for you to opt out of receiving marketing communications. The OAIC guidance also specifically links targeted online advertising and tracking technologies with APP 7 direct marketing obligations.
6. Website, Cookies, Analytics and Tracking Technologies
When you visit our website, we may collect certain technical and usage information such as your IP address, browser type, device information, referring pages, pages visited and time spent on our site.
We may use cookies and similar technologies to:
help our website function properly
understand how visitors use our website
improve website performance and user experience
remember preferences
support analytics, security and website administration
where used, support advertising or campaign measurement tools
If we use third-party analytics or advertising tools, those providers may collect information about your interaction with our website in accordance with their own privacy practices.
The OAIC has made clear that organisations using third-party tracking pixels or similar website technologies should ensure their privacy policy and notices clearly explain those tools, the kinds of information involved, and relevant disclosures, including potential overseas handling where applicable.
Most browsers allow you to manage or disable cookies through browser settings. However, doing so may affect the functionality of parts of our website.
7. Disclosure of Personal Information
We may disclose personal information to:
our employees, contractors and authorised representatives
owners corporations, committees and stakeholders where relevant to the services we provide
IT providers, cloud service providers and software platforms
insurers, accountants, auditors, legal advisers and other professional advisers
payment processors, communications providers and administrative service providers
contractors, consultants and suppliers engaged in connection with our services
regulators, courts, tribunals, government bodies, law enforcement agencies or other parties where required or authorised by law
a purchaser or potential purchaser of all or part of our business, where permitted by law and subject to appropriate confidentiality arrangements
We do not state that personal information will never be disclosed to third parties, because disclosure is sometimes necessary for service delivery or required by law. Your current draft contains both third-party disclosure wording and an absolute statement that information will not be given to any third party under any circumstances, which should not sit together.
8. Overseas Disclosure
Some of the third-party service providers we use, including cloud, software, communications or website service providers, may store or process personal information outside Australia.
Where it is reasonably practicable, an APP privacy policy should state whether overseas disclosure is likely and the countries where overseas recipients are likely to be located.
At present, unless and until Quantum confirms its actual service-provider stack, you could use this wording on the website:
Personal information may be disclosed to, or stored by, service providers located outside Australia, including providers that operate cloud-based systems or infrastructure. Where practicable, we will update this Policy to identify the countries in which such recipients are likely to be located.
Where we disclose personal information overseas, we will take reasonable steps to ensure it is handled in a manner consistent with Australian privacy law, unless an exception applies.
9. Security of Personal Information
We take reasonable steps to protect the personal information we hold from misuse, interference and loss, and from unauthorised access, modification or disclosure.
These steps may include physical security measures, access controls, password protection, staff training, secure systems, and the use of reputable third-party technology providers.
No method of electronic transmission or storage is completely secure. While we take reasonable steps to protect personal information, we cannot guarantee absolute security.
10. Access to Personal Information
You may request access to the personal information we hold about you, subject to any exceptions permitted by law.
To request access, please contact us using the details set out below. We may need to verify your identity before granting access.
In some circumstances, we may lawfully refuse access. If that occurs, we will provide written reasons where required.
APP 1 expects the privacy policy to explain how an individual may access their personal information and seek its correction.
11. Correction of Personal Information
We take reasonable steps to ensure the personal information we hold is accurate, up to date, complete, relevant and not misleading.
If you believe any personal information we hold about you is inaccurate, out of date, incomplete, irrelevant or misleading, please contact us and we will consider your request to correct it.
12. Complaints
If you believe we have breached the Australian Privacy Principles or mishandled your personal information, you may make a privacy complaint by contacting us in writing using the details below.
Please include:
your name and contact details
details of the complaint
any supporting documents or information
the outcome you are seeking
We will acknowledge your complaint and aim to respond within a reasonable period.
If we are unable to resolve your complaint to your satisfaction, you may contact the Office of the Australian Information Commissioner (OAIC).
APP 1.4 requires the privacy policy to explain both how an individual may complain and how the entity will deal with the complaint, so it is better to be more specific than the 2021 draft, which only said complaints would be taken seriously and responded to at the earliest opportunity.
13. Data Breaches
If we experience a data breach involving personal information, we will respond in accordance with our legal obligations.
Where required under the Notifiable Data Breaches scheme, we will assess the incident and notify affected individuals and the OAIC if the breach is likely to result in serious harm. The OAIC explains that organisations covered by Australian privacy law must notify individuals and the OAIC about eligible breaches, and generally have 30 days to assess suspected eligible breaches.
14. Third-Party Websites
Our website may contain links to third-party websites. We are not responsible for the privacy practices, content or security of those external websites. You should review the privacy policies of those sites before providing personal information to them.
15. Changes to this Privacy Policy
We may update this Privacy Policy from time to time to reflect changes in our business practices, technology, legal requirements or the services we provide.
The most current version will be published on our website. We recommend that you review it periodically.
The OAIC recommends that APP privacy policies be kept clearly expressed and up to date, with regular review and a last-updated notation.
16. Contact Us
For privacy enquiries, access requests, correction requests or complaints, please contact:
Privacy Officer
Quantum United Management Pty Ltd
Suite 12, Level 2
100 Overton Road
Williams Landing VIC 3027
Phone: +61 3 8360 8800
Email: info@quantumunited.com.au