Privacy Policy

1. Who we are

Elite M Pty Ltd (ABN 87 699 913 543, ACN 699 913 543) is an Australian proprietary company registered in Western Australia. In this policy, "we", "us" and "our" mean Elite M Pty Ltd, and "you" means any person whose personal information we hold.

We are bound by the Privacy Act 1988 (Cth) and the thirteen Australian Privacy Principles (APPs) set out in Schedule 1 of that Act. This policy is our APP 1 privacy policy and explains how we manage personal information in an open and transparent way.

2. Scope of this policy

This policy applies to personal information we collect through this website, through email correspondence, and in the course of scoping, quoting, performing and reporting on the services we provide to clients across the Perth metropolitan area.

"Personal information" has the meaning given to it by the Privacy Act 1988 (Cth): information or an opinion about an identified individual, or an individual who is reasonably identifiable, whether true or not and whether recorded in a material form or not.

3. Information we collect

We collect only the personal information reasonably necessary for our business functions and activities, consistent with APP 3. That ordinarily includes:

• your name and the organisation you represent;
• your email address and any other contact details you choose to give us;
• the address, suburb, access arrangements and occupancy details of a site you ask us to attend;
• the content of your enquiry and our subsequent correspondence with you;
• scopes of work, quotations, variations, attendance records, site reports and photographs of building conditions created in the course of a job; and
• billing and payment records required for invoicing and for our taxation and record-keeping obligations.

Sensitive information

We do not seek sensitive information as defined in the Privacy Act 1988 (Cth), including health, biometric, racial or ethnic origin, political, religious or membership information. If sensitive information is provided to us unnecessarily, we will take reasonable steps to destroy or de-identify it.

Dealing with us anonymously

Consistent with APP 2, you may make a general enquiry of us anonymously or under a pseudonym. We will not be able to attend a site, issue a quotation or invoice work without knowing who we are contracting with.

4. How we collect it

Wherever it is reasonable and practicable, we collect personal information directly from you — from the enquiry form on this website, which opens a message in your own email application addressed to us, from email correspondence, and from what you tell us during a site walk.

We may collect information about you from a third party where you have authorised it or where it would be unreasonable or impracticable to collect it from you directly — for example, where a managing agent instructs us on behalf of a landlord, or where a tenant provides site access details for premises we have been engaged to attend. If we collect your information from someone else, we will take reasonable steps to make you aware of that collection as required by APP 5.

5. Why we collect and use it

We use personal information for the purpose for which it was collected, and for directly related purposes you would reasonably expect, including to:

• respond to your enquiry and arrange a site walk;
• prepare, issue and negotiate scopes of work and written quotations;
• schedule attendance and perform the services we have been engaged to provide;
• prepare and issue site reports, outstanding-item registers and handover documentation;
• invoice for work performed and administer payment;
• maintain records we are required to keep under Australian law; and
• respond to a complaint, dispute or insurance matter concerning work we have carried out.

Direct marketing

We do not send unsolicited commercial electronic messages. If we ever contact an existing client about a related service, that message will identify us and will include a simple way to opt out, consistent with APP 7 and the Spam Act 2003 (Cth). You may also tell us at any time to stop, by emailing [email protected].

6. Disclosure

We do not sell, rent or trade personal information. We disclose it only where it is necessary for the purpose it was collected, or where the Privacy Act 1988 (Cth) otherwise permits or requires it. That may include disclosure to:

• subcontractors, suppliers and licensed trades engaged to carry out part of a job, limited to what they need to attend and perform the work;
• a landlord, managing agent or tenant of the premises where the engagement requires reporting to them;
• our professional advisers, including accountants, insurers and lawyers, where relevant;
• a court, tribunal or regulator, or otherwise where required or authorised by law.

Where we engage a subcontractor or supplier, we take reasonable steps to ensure they handle personal information consistently with the Australian Privacy Principles.

7. Overseas disclosure

We operate in Australia and do not routinely disclose personal information to overseas recipients. Some of the general business software we use to send email and store documents may hold data on servers located outside Australia. Where that occurs, we take reasonable steps under APP 8 to ensure the recipient does not breach the Australian Privacy Principles in relation to that information.

8. Cookies and this website

This website is a set of static pages. It does not set cookies, does not run analytics or advertising scripts, does not embed third-party content, and does not build a profile of visitors.

The enquiry form on our contact page does not transmit anything to us or to any third-party service by itself — submitting it opens a pre-addressed message in your own email application, which you then choose to send. Standard server logs kept by our hosting provider may record technical information such as an IP address and the time of a request for security and reliability purposes.

Most browsers let you control or block cookies through their settings. Because we do not set any, doing so will not affect how this site works.

9. Security and data quality

Consistent with APP 11, we take reasonable steps to protect the personal information we hold from misuse, interference and loss, and from unauthorised access, modification or disclosure. Those steps include restricting access to records to the people who need them, using password-protected accounts and devices, and keeping site documentation within our own systems rather than shared public services.

Consistent with APP 10, we take reasonable steps to ensure the personal information we collect, use and disclose is accurate, up to date, complete and relevant. Please tell us if your details change.

If an eligible data breach occurs, we will assess and respond to it in accordance with the Notifiable Data Breaches scheme in Part IIIC of the Privacy Act 1988 (Cth), including notifying affected individuals and the Office of the Australian Information Commissioner where required.

10. Retention

We keep personal information only as long as it is needed for the purpose it was collected, or as long as we are required to keep it by law. Records relating to a job — scopes, quotations, attendance records and reports — are generally retained for at least seven years, reflecting Australian record-keeping and limitation periods and the possibility of a later dispute, insurance or warranty question about the work.

Enquiries that do not lead to an engagement are kept only for as long as is reasonably useful, and are then deleted. When information is no longer needed and we are not required to retain it, we take reasonable steps to destroy it or to de-identify it.

11. Access and correction

Under APP 12 and APP 13 you may ask us for access to the personal information we hold about you, and you may ask us to correct it if it is inaccurate, out of date, incomplete, irrelevant or misleading.

Send your request to [email protected]. We will ask for enough information to verify your identity and to identify the records you are asking about. We will respond within a reasonable period, ordinarily within 30 days, and we do not charge a fee for making a request. If a request requires substantial work to compile, we may charge a reasonable cost-based fee for giving access, which we will tell you about before we proceed.

If we refuse access or refuse to correct information, we will tell you in writing why, and how you can complain about that decision.

12. Complaints

If you believe we have breached the Australian Privacy Principles or mishandled your personal information, please tell us first. Email your complaint to [email protected] with enough detail for us to investigate it. We will acknowledge your complaint, investigate it and respond in writing, ordinarily within 30 days.

If you are not satisfied with our response, you may complain to the Office of the Australian Information Commissioner (OAIC), which is the regulator responsible for privacy in Australia. The OAIC can be contacted by post at GPO Box 5218, Sydney NSW 2001, by telephone on 1300 363 992, or through the enquiries and complaints service published on the OAIC website.

13. Changes to this policy

We may update this policy from time to time to reflect changes in our practices or in the law. The current version is always the one published at this address, and the date at the top of this page shows when it was last revised. Material changes will apply from the date they are published.

14. Contact us

Privacy enquiries, access requests, correction requests and complaints should be addressed to Elite M Pty Ltd at [email protected].

Elite M Pty Ltd, ABN 87 699 913 543, ACN 699 913 543, Western Australia 6107, Australia.