WHAT A TENANT NEEDS TO KNOW ABOUT TICA
For tenancy advice and Helpline
Contact TICA by phone on
190 222 0346
Calls are charged at $5.45 per minute higher from mobile or pay phone

By contacting TICA on 190 222 0346 you have access to tenancy advice, dispute resolution, access to information that may be held on you and assistance in negotiating tenancy matters.

TICA is a national central register of tenant’s history. TICA DEFAULT TENANCY CONTROL SYSTEM allows over 12,000 asset managers throughout Australia and New Zealand to access its database and inquire if a tenancy applicant had any listing recorded against them on the Tenancy History Database. TICA also records all tenancy applications made by prospective tenants and approved occupants and makes this information available to its members on the Inquiries Database.

Subject to State Legislation in relation to Tenancy Databases, members of TICA may register any tenants who were named on a tenancy agreement on the database from the time the tenancy commences. TICA complies completely with the Australian National Privacy Principles. TICA also complies with the guidelines set down by the offices of the Privacy Commissioner of New Zealand. The Australian National Principles can be obtained directly from the Australian Privacy Commissioner's web-site at www.privacy.gov.au .

HOW TO ACCESS INFORMATION THAT TICA HOLDS

In Australia National Privacy Principle 6 in the Privacy Act 1988 provides that if an organisation holds personal information about an individual it must provide the individual with access subject to certain conditions. Australian tenants can inquire if they are listed on any of the TICA databases and can request this information from TICA.

The Privacy Act in New Zealand makes it possible for a person to inquire if they are listed. New Zealand tenants need to contact TICA Australia by mail, contact details can be found on our website.

INFORMATION YOU RECEIVE FROM ACCESSING TICA

*An individual will be advised what information may be recorded on the database about them including personal information being your full name, date of birth, drivers license number, passport number (except Australian Passport).
*The member who recorded the information.
*Contact details for the listing member.
*The date the information was lodged on the database.

Access TICA by mail inquiries:

You can request access via mail by writing to TICA at P O Box 120 Concord NSW 2137. You must provide your full name date of birth drivers license number passport number (except Australian) and current address. You are required to provide a stamped self addressed envelope if no envelope is supplied no information will be returned. Once TICA has received your request, your request will be actioned a request for payment of AU$14.30 will be forwarded to you requiring payment and an additional stamped self addressed envelope will be required. When payment of the AU$14.30 together with a stamped self addressed envelope is received by TICA the results of your request will be forwarded to you.
Please allow up to five working days to process your request and then a further 8 working days to forward the results to you once payment together with a stamped self addressed envelope is received by TICA.

Access TICA by Phone:

In the event you require immediate information you can contact TICA on the Tenant Helpline on
190 222 0346
Calls are charged at $5.45 per minute including GST (higher from mobile or pay phones)

WHAT PERSONAL INFORMATION YOU WILL NEED TO SUPPLY TO TICA
When making an inquiry with TICA about your personal information either by phoning the TICA HELPLINE or by mail you are required to provide-

*Your full name
*Your date of birth
*Your drivers license and or passport numbers (except Australian Passport) and or proof of age card
*Your current address
*The phone number you are calling TICA from
*You will then be advised of any information recorded with your details on all of the TICA databases including your personal information, listing members name and contact details and date listed.

CONFIDENTIALITY OF YOUR INFORMATION

It is important to know that any information you provide to TICA to inquire if you are on the database is treated in the strictest confidence and will not be passed onto any other party including the lodging member if any. The only time your personal information is passed onto another party is when it is required by law.
Furthermore it is important to know that TICA will not use any of the information provided by you for any purpose other than correcting incorrect information that may be lodged on the database.

PLEASE NOTE:

The TICA HELPLINE has been established to assist you to immediately inquire, update, amend or dispute any information on the TICA databases. In addition the TICA HELPLINE can provide you with answers on any tenancy inquiry in relation to your tenancy agreement. Our operators have been trained to do so. In the event you are not satisfied with the service our operators provide, please ask to speak to our section supervisor.

Free Access
You can request free access via mail by writing to TICA at P O Box 120 Concord NSW 2137. You must provide your full name date of birth drivers license number passport number (except Australian) and current address. You are required to provide a stamped self addressed envelope if no envelope is supplied no information will be returned.

You will be advised of what personal information is held about you on any of our databases. Please allow up to twenty-eight days to process your request.

Who has access to my personal history?

Any information held by TICA DEFAULT TENANCY CONTROL SYSTEM is available exclusively for TICA members.

Who are TICA members?

A door sticker advising they are members of TICA easily identifies members. The sticker includes a map of Australia and New Zealand. In addition TICA members usually advise a tenant that they are verifying the application with TICA.
With the introduction of the National Privacy Principles effective in December 2002 you have certain rights regarding your personal information. TICA members are obliged at law to comply with the National Privacy Principles. Since the National Privacy Principles became effective members must advise you that a tenancy application will be verified through TICA and that your information may be recorded on the TICA databases.

In what circumstances will TICA remove a tenant’s name?

*If proof is offered of wrongful use of identity
*If proof is offered that false information has been supplied
*If a member can not verify a listing
*Where a listing has been registered against an approved occupant
*When a member fails to submit evidence as a result of an investigation by TICA. The member is allowed 7 days to obtain the file and provide the evidence to TICA.
*If a listing is not allowed under state legislation

In what circumstances will TICA alter a tenant’s listing?

*Where an error may occur from the agent.

PROTECTING YOUR FUTURE TENANCY HISTORY

One of the greatest assets any individual can have in the renting sector is to have a favorable tenancy history and good track record. It stands to reason that each individual is responsible for their own actions. Individuals can dictate their own future by their past actions.

When applying for a rental, asset managers are mainly interested that you have the ability to pay the rent and the ability to maintain the property. In addition they are interested in the past track record of a tenancy applicant and that, the rent was paid on or before the due date and how you maintained past properties.
You can help yourself when requiring a future reference by co-operating with your asset manager during your tenancy. Consider the following-

Paying your rent on or before the due date

In the event that you know that you can not meet the rental payment in a particular period contact your agent and advise them of your situation before your name appears on the arrears list. It is likely that an agent will assist you if your problem is a one of situation.

Co-operate with your asset manager on periodic inspections, listen to any advice they may offer as it may assist you in the future.

Report faults with the property promptly and in the manner which, the asset manager has advised.

Avoid being abusive even if an asset manager cant see your point of view walk away and approach the situation again on another day when everyone is thinking rationally. It is easy to get into an argument but often very hard to repair the damage caused from the argument.

Do not sub-let without your asset manager knowing about it and providing you with the appropriate written approval.

Provide the adequate and proper notice when vacating the property in accordance with the Residential Tenancies Act of your state.

Place yourself in an asset managers position and remember they act in the best interest of their client.

Avoid confrontations with neighbors. Avoid being abusive to your neighbors as they may have a relationship with the asset manager or the owner.

Avoid loud and disruptive parties and consider your neighbors. By doing so you avoid complaints against you to your asset manager or the owner.

Abide by the terms and conditions of your tenancy agreement. If you are ever unsure of a situation you can contact our Helpline number on 190 222 0346 calls are charged at $5.45 per minute a small price to pay for the right advice.

If you are unsure about anything ask someone with knowledge.

Keep all your previous rental receipts, tenancy agreements, rental bond claims, condition reports and any other information that may be required in the future. At the conclusion of your tenancy request a copy of your tenancy history ledger showing details of your payment history.

Never act on advice from people unless they are in the know. Friends can often offer an opinion that can be costly in money and reputation.

We trust these hints have been of assistance and wish you all the very best. Remember your actions today dictate results of tomorrow.

HINTS ON VACATING A PROPERTY
Prior to vacating a property peruse the condition report that you signed when you first took possession of the property.
Leave the property in as good condition or better than what it was when you first took possession of it.
Pay particular attention to carpets, stove, oven, window coverings and gardens.

TICA PRIVACY POLICY

Objective

To provide information to members that is accurate complete and up to date. To protect and maintain the privacy of individuals listed on our databases. To comply with the National Privacy Principles. To be transparent in our activities and keep the market place advised of our operations.

Policy

TICA respects your privacy and it is important to us that you understand your rights in relation to your privacy. TICA is committed to protecting and maintaining the privacy of individuals and the accuracy and security of the personal information that TICA holds.

As the leading and largest tenancy database in Australia TICA has built a trust within the industry with its members. Our trained staff are dedicated to adhere to the standards, policies and procedures that TICA has in place to protect your information.

The functions and activities of TICA include training asset managers, designing and supplying multimedia CD’s, maintaining our tenancy databases, providing information from databases to our members, attending to public inquiries via our 190 number and mail.

The following information forms part of our Privacy Policy and explains how we obtain, handle and protect your information.

Collecting personal information

TICA collects its information from members of TICA who access the TICA databases and landlords. Information collected from members and landlords is kept by TICA for periods up to seven years from date of collection. TICA may also collect information direct from individuals if they contact our Public Inquiry department to update a listing or request access to information that TICA may hold. TICA collects this information in an internal database that is only used by TICA. This information is retained for 4 years and is not available to any member of TICA.

The personal information that TICA collects about you is your name, date of birth, drivers license number, passport number (except Australian Passport), proof of age card number.

If you wish to access your information we will require in addition to the above your current address and phone number however this information is not passed onto any other person or organisation.

Use of personal information

The information that TICA collects about you is only used for the purposes of risk assessment in tenancy applications. TICA only collects information about you that is necessary for TICA to perform its functions and activities in relation to its tenancy databases. Your information is only disclosed to TICA members and those government departments and or agencies that are allowed at law to have access to it.

If you elect not to provide information to our member they will not be able to properly assess the risk to their client in assessing a tenancy application submitted by you. Our member will not be able to carry out their duties as asset managers and consequently a tenancy application submitted by you may not be processed or assessed.

Any government identifier that may be used by TICA is only used as an identifier and is not used for any other purpose. TICA does not collect any Commonwealth identifiers.

Personal information quality

TICA takes reasonable steps to ensure your personal information is accurate complete and up to date at the time of collecting using or disclosing the information from or to our members.

Should you believe that the information TICA holds about you is not accurate complete and up to date you can contact TICA to amend a record or dispute a record. Contact details are provided below and throughout the TICA website at www.tica.com.au

In the event that we disagree with your request to amend a record you may request that we attach a statement noting your explanation about the record and noting your disagreement about the record.

Personal information security

TICA protects your personal information from misuse loss and unauthorised access. The protection measures adopted by TICA to protect your personal information is through-

*Restricting access to members only
*Identification number and password control
*Identifying individuals who inquire about themselves before information is released.
*Usage of firewalls at various locations in our systems
*Preventing unauthorised access to our premises
*Electronic security devices

Destruction of personal information

NPP 4.2 requiries an orginisation to take reasonable steps to destroy or permantly de-identify personal information if it is no longer needed for any purpose for which the information may be used or disclosed under NPP 2.

TICA destroys any information that it no longer needs for any purpose.
Access to personal information

You can access your information on our databases by-

Mail - You can request access via mail

You can request access via mail by writing to TICA at P O Box 120 Concord NSW 2137. You must provide your full name date of birth drivers license number passport number (except Australian) and current address. You are required to provide a stamped self addressed envelope if no envelope is supplied no information will be returned. Once TICA has received your request, your request will be actioned a request for payment of AU$14.30 will be forwarded to you requiring payment and an additional stamped self addressed envelope will be required. When payment of the AU$14.30 together with a stamped self addressed envelope is received by TICA the results of your request will be forwarded to you.
Please allow up to five working days to process your request and then a further 8 working days to forward the results to you once payment together with a stamped self addressed envelope is received by TICA.

Phone- You can call the TICA Helpline on

190 222 0346
calls are charged at $5.45 per minute higher from a mobile or pay phone

Resolving your privacy issues

If you have any issues you wish to raise with TICA or would like to discuss any issues about our Privacy Policy you are able to do so by contacting our Helpline on 190 222 0346 calls are charged at $5.45 per minute higher from mobile or pay phone.

Free Access via mail

You can request free access via mail by writing to TICA at P O Box 120 Concord NSW 2137. You must provide your full name date of birth drivers license number passport number (except Australian) and current address. You are required to provide a stamped self addressed envelope if no envelope is supplied no information will be returned.

You will be advised of what personal information is held about you on any of our databases. Please allow up to twenty-eight days to process your request.

Please note: If your request does not specifically state that free access is required you will be invoiced AU$14.30 and upon payment your information will be supplied.

Dispute resolution process

If you dispute a record on TICA the following procedure will be undertaken by TICA to resolve the dispute-

Receive dispute

*If the dispute is by phone advise you if the dispute needs to be in writing
*Advise the member of the dispute
*If the dispute is in writing forward a copy to the member
*Require the member to respond within 7 business days
*Depending on the dispute we may require the member to provide TICA with copies of one or more of the following, tenancy agreement, tenancy application form, tribunal orders, tenancy history ledger, any accounts for cleaning and or repairs and the condition report.
*Advise you of the outcome of our investigation
*Advise the member of the outcome of the investigation
*Remove a record if it is not substantiated
*Amend a record that may not be accurate complete and up to date
*Record on the file a statement from you about the listing if we don’t agree with your dispute and you request us to record such statement. This statement can be provided to members upon their request.
*Record on the file what we did to attempt to resolve the dispute and any evidence that we obtained to substantiate the record the dates that we commenced the investigation and concluded the same.

If you are not satisfied with the process taken by TICA and the outcome of the investigation you can contact the Offices of the Federal Privacy Commissioner.

Disputes can be made by-

Mail –

TICA Default Tenancy Control Pty Ltd
P O Box 120
Concord NSW 2137
You must provide a stamped self addressed envelope please allow up to 21 working days from the time we receive your dispute.

Phone –

190 222 0346
Calls charged at $5.45 per minute higher from mobile or pay phone
We strongly recommend that you visit our website and view all information available to tenants on our Tenant Information Page.