Here are the rules in Victoria, but they mainly relate to Commonwealth Acts so apply in all states:
Protecting privacy in owners corporations
Your owners corporation may only collect and use personal information in a fair and lawful way.
The personal information it holds must be accurate, up-to-date and secure.
As a general rule, the Commonwealth Privacy Act 1988:
- does not apply to owners corporations with less than $3 million turnover (also called gross income)
- will apply to an owners corporation, regardless of turnover, if it discloses personal information to another party for a benefit, without the consent of the person concerned, or without being authorised to do so by an Act of Parliament (such as the Owners Corporations Act 2006).
Your owners corporation should:
- require a written request from all people seeking to inspect the owners corporation’s records. This identifies the person making the request and can be used to report to the owners corporation, and
- supervise records inspections to ensure that documents are not lost, destroyed or interfered with.
A person whose details are kept in the owners corporation’s records or register may apply to the Victorian Civil and Administrative Tribunal (VCAT) to restrict access to that information. The tribunal will only restrict access in exceptional circumstances and only for a limited time.
For more information about complying with the Commonwealth privacy laws, visit the Office of the Federal Privacy Commissioner website.
In our OC, we don’t give out contact information as a matter of course. However the records are there and owners can inspect the records after a written request.
As far as the information you must supply to the OC. Phones and emails are not compulsory to have in Australia. You must supply however your name and address. From a practical point of view an email and phone number helps!
When, as an EC member I wish to send an email to all owners and or residents, I use the BCC function.