Privacy policy

1. Who this applies to

This policy applies to personal information handled by PMR Operations Pty Ltd (ABN 99 701 259 378, ACN 701 259 378) — referred to below as "we", "us" or "the company" — in the course of operating our business and this website at pmroperationstec.site.

We handle personal information in accordance with the Privacy Act 1988 (Cth) and the Australian Privacy Principles (APPs) contained in Schedule 1 of that Act. "Personal information" has the meaning given to it in the Privacy Act: information or an opinion about an identified individual, or an individual who is reasonably identifiable.

Where we are not otherwise bound by the Privacy Act, we apply this policy as a matter of practice so that anyone dealing with us knows how their information is treated.

2. What we collect

We collect only the information we need to respond to enquiries and deliver the services described on this website. In practice that is:

• Identity and contact details — your name, email address, and any postal address, business name or role you provide.
• Site and property information — the address of the site, access arrangements, keys, alarm and lockbox instructions, details of buildings, grounds and plant, and any occupancy arrangements you tell us about.
• Service records — dated records of attendance, observations, work performed, faults identified, photographs taken on site for record purposes, and correspondence about those matters.
• Transaction information — quotes, scopes, invoices and payment records. We do not store full card numbers.
• Correspondence — the content of emails and messages you send us and our replies.

We do not seek sensitive information (as defined in the Privacy Act) and ask that you do not send it to us unless it is genuinely necessary — for example, an access restriction related to health or safety. Where we do receive it, we handle it under APP 3 and only with consent or where otherwise permitted by law.

3. How we collect it

We collect personal information directly from you wherever it is reasonable and practicable to do so, under APP 3. That includes:

• Enquiries sent to us by email, including through the enquiry form on the contact page;
• Conversations during a site walk-through, scoping or the course of an engagement;
• Documents you provide, such as asset lists, prior service records or access instructions.

Occasionally we collect information from a third party — for example, an owners' corporation, a managing agent, a contractor engaged on your site, or a publicly available source such as a business register. Where we do, and where it is reasonable in the circumstances, we will take steps to make you aware of that collection as required by APP 5.

You may deal with us anonymously or under a pseudonym where it is lawful and practicable (APP 2). In practice, we cannot attend or service a site without knowing who is instructing us and where the site is.

4. Why we collect it — purposes of use

We use personal information for the purpose for which it was collected and directly related purposes you would reasonably expect (APP 6), namely to:

• Respond to your enquiry and prepare a scope, interval and quote;
• Attend sites, perform the agreed services and coordinate contractors;
• Create and maintain the operational and maintenance records described on this website;
• Communicate with you about scheduling, findings, variations and decisions;
• Issue invoices, take payment and maintain financial records;
• Meet our legal, insurance, taxation and record-keeping obligations;
• Address complaints, disputes and claims.

We do not sell personal information. We do not use it for automated decision-making that produces legal or similarly significant effects, and we do not use it for third-party advertising.

If we ever send you service-related updates or other direct marketing, we will do so consistently with APP 7 and the Spam Act 2003 (Cth), and every message will contain a working unsubscribe facility. You can opt out at any time by emailing us.

5. Who we disclose it to

We disclose personal information only where it is necessary for the purposes above, and only to:

• Contractors and licensed trades engaged to perform work on your site — limited to the site details and access information they need;
• Suppliers and service providers such as our accountant, bookkeeper, insurer, email and IT providers, acting under obligations of confidentiality;
• Professional advisers, including our legal advisers, where we need advice;
• Government agencies, regulators, courts or law enforcement where disclosure is required or authorised by or under an Australian law or a court or tribunal order;
• A purchaser in connection with a sale or transfer of our business, subject to equivalent privacy obligations.

Where a disclosure would fall outside these categories, we will seek your consent first unless an exception under the Privacy Act applies.

6. Overseas recipients

We operate in Australia and hold records in Australia wherever practicable. Some of the software we use for email, file storage and website hosting is supplied by providers that may store or process data on servers located outside Australia, including in the United States and the European Union.

Before disclosing personal information to an overseas recipient we take reasonable steps under APP 8 to ensure the recipient does not breach the Australian Privacy Principles in relation to that information — principally by selecting reputable providers whose contractual terms include equivalent protections.

7. Cookies and this website

This website is a static site. It sets no cookies of its own, runs no analytics, embeds no tracking pixels, advertising tags, social media widgets, external fonts or third-party scripts, and builds no profile of visitors.

The enquiry form on the contact page does not transmit anything to a server. It opens a message in your own email application, addressed to us, which you then choose to send. Nothing you type is stored on this website.

Our hosting provider may keep standard server logs (including IP address, request time, page requested and user agent) for security, abuse prevention and diagnostic purposes. Those logs are generated by the hosting infrastructure rather than by us, and we do not use them to identify individual visitors.

8. Security, storage and retention

We take reasonable steps under APP 11 to protect personal information from misuse, interference and loss, and from unauthorised access, modification or disclosure. Those steps include restricting access to the people who need it, using reputable providers with access controls in place, and keeping physical site keys and access credentials secured.

No method of transmission or storage is completely secure, and we cannot guarantee absolute security of information sent to us over the internet.

We retain personal information only for as long as it is needed for the purposes set out in this policy, or for as long as we are required to keep it by law — for example, financial records are generally retained for five years under taxation legislation, and records relevant to a potential claim are retained for the applicable limitation period. When information is no longer needed and we are not required to retain it, we take reasonable steps to destroy it or ensure it is de-identified.

If an eligible data breach occurs, we will assess and respond in accordance with the Notifiable Data Breaches scheme in Part IIIC of the Privacy Act, which may include notifying affected individuals and the Office of the Australian Information Commissioner.

9. Access and correction

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

Send the request to [email protected]. We may ask you to verify your identity before we release information. We will respond within a reasonable period — ordinarily within 30 days.

Access is free, though we may charge a reasonable fee for the cost of retrieving and supplying voluminous records. If we refuse access or a correction, we will tell you in writing why, and how you can complain about that decision.

10. Complaints

If you believe we have breached the Australian Privacy Principles or otherwise mishandled your personal information, please raise it with us first at [email protected]. Set out what happened and what outcome you are seeking.

We will acknowledge your complaint promptly, investigate it, and give you a written response — ordinarily within 30 days.

If you are not satisfied with our response, you may refer the matter to the Office of the Australian Information Commissioner (OAIC), which oversees the Privacy Act:

• Online: oaic.gov.au
• Post: GPO Box 5218, Sydney NSW 2001
• Phone: 1300 363 992

11. 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 on this page, and the "last updated" date above records when it changed. Material changes affecting existing clients will be communicated directly.

12. How to contact us

Privacy enquiries, access and correction requests, and complaints should be sent to:

• PMR Operations Pty Ltd
• ABN 99 701 259 378 · ACN 701 259 378
• Victoria (VIC) 3223, Australia
• Email: [email protected]

This policy is provided for general information and does not constitute legal advice.