This policy explains how Spectrum Engineer (we, us) collects, uses, stores and discloses personal information. We handle personal information in line with the Australian Privacy Principles as a matter of good practice.
1. What we collect
- Contact details: your name, email address, phone number, company name and role.
- Enquiry details: project name, site address, builder, trade, tender due date and any notes you send us.
- Tender documents: drawings, specifications and other files you send us or link to. These may contain names and contact details of other people, such as consultants or builders.
- Reviews: your review, rating, name, company and publication preference, if you leave a review.
- Billing details: information needed to issue invoices and receive payment.
- Technical information: our website host may automatically log basic technical data, such as IP address and browser type, for security and operation of the site.
2. How we collect it
We collect personal information when you submit a form on our website, email or call us, send us documents, or engage us. We collect it directly from you wherever practical.
3. Why we use it
- to review your enquiry and prepare a quote;
- to carry out the services you engage us for, and communicate with you about them;
- to check for conflicts of interest between clients;
- to invoice and receive payment;
- to publish your review, only if and how you have chosen;
- to meet our legal, tax and insurance obligations, and to manage disputes.
We do not sell personal information. We do not use it for marketing to you unless you have asked to hear from us.
4. Who we share it with
We share personal information only as needed with:
- service providers that host our website and forms (Netlify) and store our files and email (Microsoft and Google);
- our lawyers, accountants and insurers, on a confidential basis;
- anyone else, only with your consent or where required by law.
We never share one client’s tender documents or pricing with another client.
5. Overseas storage and access
Our service providers may store information on servers outside Australia, including in the United States. Our founder may also access information while travelling outside Australia, including in India, using secure, password-protected systems. No one else outside Australia accesses your information without your consent.
6. How we protect it
We use reputable cloud services, protect our accounts with multi-factor authentication, and limit access to your documents to us. Files uploaded through our website are moved into our secure storage and deleted from the website form provider within 5 business days.
7. How long we keep it
- Tender documents: deleted 12 months after delivery of our work.
- Documents for enquiries that do not go ahead: deleted within 3 months.
- Quotes, deliverables, correspondence and invoices: kept for 7 years for legal, tax and insurance purposes.
You can ask us to delete your documents earlier. See clause 11 of our Terms of Engagement.
8. Access, correction and complaints
You may ask to see or correct the personal information we hold about you by emailing admin@spectrumengineer.com. We will respond within 30 days.
If you have a concern about how we have handled your personal information, please email us first and we will try to resolve it. If you are not satisfied, you can contact the Office of the Australian Information Commissioner at oaic.gov.au.
9. Changes to this policy
We may update this policy from time to time. The current version is always on this page.