Legal
Privacy Policy
Effective July 2026 · Version 1.0
1. About this policy
Coppick Property Advisory (ABN 88 561 718 761) is committed to handling your personal information lawfully and transparently. This Privacy Policy explains what information we collect, how we use it, who we share it with, and how you can access or correct it.
We handle personal information in accordance with the Privacy Act 1988 (Cth) and the Australian Privacy Principles (APPs). In this policy “we”, “us” and “our” mean Coppick Property Advisory.
2. What information we collect
We collect personal information that is reasonably necessary to provide buyers agency services. This typically includes:
— Identity information — name, date of birth, residential address.
— Contact information — phone number, email address.
— Financial information — borrowing capacity, deposit position, income context (only as needed for the engagement).
— Purchase preferences — suburb, property type, budget, timeline, no-go criteria.
— Information from third-party suppliers (mortgage brokers, conveyancers, building inspectors) related to your purchase.
— Communications — emails, call notes, recorded calls (with your consent).
We do not collect sensitive information (as defined in the Privacy Act) unless directly relevant and with your consent.
3. How we collect it
We collect personal information directly from you (through the Buyer Brief, discovery calls, strategy sessions, email correspondence) and, where you authorise us to, from third parties working with you on the purchase. Where we collect information from third parties, we will tell you that we have done so.
4. How we use it
Personal information is used for the specific purpose of delivering the buyers agency services engaged. Specifically: developing your investment strategy and Suburb Reports; conducting property research, scorecards, and due diligence; coordinating with your trusted-team suppliers; managing the engagement, billing, and statutory record-keeping; communicating with you about your purchase; and complying with our legal obligations (e.g. Property Occupations Act 2014 record retention).
We do not use personal information for marketing to third parties. We do not sell personal information. We do not use personal information for purposes unrelated to your engagement without your consent.
5. Who we share it with
We share personal information only as necessary to deliver the engagement, and only with your knowledge:
— Suppliers in your trusted-team network (mortgage broker, conveyancer, building inspector, insurance broker, property manager, accountant) — only the information they need to perform their role, and only with your consent at the time of introduction.
— Service providers to Coppick (e.g. cloud storage, email systems, accounting software) — under appropriate data-handling terms.
— Government or regulatory bodies — only where required by law.
We do not disclose personal information to overseas recipients without your prior consent, except where the disclosure is to a cloud-based service provider operating under contractual data-protection terms.
6. Call recording
Coppick may record discovery calls, strategy sessions, and agent calls to support note-taking and accurate file records. We obtain your verbal consent at the start of each call. If you decline, we take written notes instead. Recordings are encrypted, stored securely, and deleted 12 months after the end of your engagement (or longer where required by statutory record-keeping obligations).
7. Website chat agent
The Coppick website includes an AI chat assistant ("the agent") that answers general questions about Coppick's methodology and Queensland property investing. When you use the chat:
— What is logged — the text of your messages, the agent's replies, a timestamp, and your IP address (used for rate limiting and to group messages within a conversation).
— What is NOT logged — name, email, or phone number unless you type them into the chat yourself; the chat does not set cookies, fingerprint your browser, or use tracking pixels.
— Where it is stored — on Cloudflare's infrastructure with standard encryption-at-rest, accessible only via a private admin page protected by a long secret key.
— Retention — chat logs are stored for up to 90 days, then automatically deleted by the storage system.
— Technical processors — the chat agent runs on Cloudflare Workers (a cloud platform headquartered in the United States) and uses Anthropic's Claude API (also United States) to generate its responses. Both companies receive the text of your messages as a technical necessity to operate the chat. Both are bound by contractual data-processing terms that prohibit using your messages to train AI models, share them with further third parties, or use them for marketing. By using the chat, you consent to your messages being processed by these technical providers, including the cross-border transfer to the United States required to deliver the service.
— Who can see it — only Ryan Coppick at Coppick, for the purpose of quality review and improving the agent's accuracy. Beyond the technical processors named above, logs are not shared with third parties, advertisers, or AI training providers, and are not used for marketing.
— Deletion requests — if you would like your chat logs deleted before the 90-day automatic expiry, email hdh@coppickpropertyadvisory.com and we will action it.
The chat agent is an information assistant only. It does not provide personal financial, legal, or property recommendations, and any guidance it gives is general in nature.
8. How information is stored
Personal information is stored in encrypted, access-restricted systems. Coppick is a single-operator practice; access is limited to the principal (Ryan Coppick) and any solicitor or accountant engaged for legitimate professional purposes. Information held in transactional systems (banking, email, CRM) is stored in accordance with the relevant provider's data-protection terms. Coppick selects providers with demonstrated compliance with Australian privacy standards.
9. How long we keep it
We retain personal information for the duration of your engagement plus a statutory retention period of 5 years (as required under the Property Occupations Act 2014 QLD for licensed real estate agents). Call recordings are deleted 12 months after engagement end. Transactional documents (engagement letter, Form 6, offer documents, contracts) are retained for the full 5-year period. At the end of the retention period, personal information is securely destroyed unless we are required by law to retain it for longer.
10. Access and correction
You can request access to the personal information we hold about you at any time, free of charge. We will provide it within 30 days unless an exception under the Privacy Act applies. If any of your personal information is inaccurate, out of date, incomplete, or misleading, contact us and we will correct it.
11. Complaints
If you believe Coppick has not handled your personal information in accordance with the Privacy Act or this Privacy Policy, please contact us first at hdh@coppickpropertyadvisory.com. We will respond within 30 days. If you are not satisfied with our response, you can refer your complaint to the Office of the Australian Information Commissioner (oaic.gov.au).
12. Changes to this policy
We may update this Privacy Policy from time to time to reflect changes in our practices or in the law. The current version is always published on this page with the effective date noted.
13. Contact us
Privacy queries: Ryan Coppick, Director.
Email: hdh@coppickpropertyadvisory.com
Phone: 0400 223 862
Postal address: 6 Hartley Street, Toll QLD 4820