01Who we are
Wardle Construction Pty Ltd, ABN 86 617 302 388, is a residential formwork and concrete subcontractor operating in Sydney. In this policy, "we", "us" and "our" mean Wardle Construction Pty Ltd.
We are bound by the Australian Privacy Principles in the Privacy Act 1988 (Cth). This policy explains how we meet those obligations.
Most of the people we deal with are builders, developers and their staff, so most of the information we hold is business contact information. It is still personal information, and we treat it that way.
02What we collect
The information we collect depends on how you deal with us. It usually includes some or all of the following.
When you send us a quote request
- Your name, your company name, your email address and your mobile number
- The site address for the project
- Details about the project, including whether it has been won or is being tendered, your programme dates, your budget range, and the specifications you need us to price
- Documents you upload, such as scopes of works, structural and architectural drawings, programmes of works, sheet patterns and polishing specifications
- Where you tell us, the number of other companies quoting the same job, and if you choose to share them, their names
When we work together on a project
- Your company's ABN and the results of any business or credit checks we carry out
- Contact details for the people we deal with on site, including your foreman or site manager
- Correspondence, site instructions, variations, dockets and timesheets
- Photographs of the site and the works
Automatically, when you use our quote request form
- Technical information your browser sends, including your IP address
- Where you have arrived from a link we sent you, an identifier that tells us which enquiry the form relates to
We do not collect sensitive information as the Privacy Act defines it, such as health information, racial or ethnic origin, or political or religious beliefs. If we ever need to, we will ask for your consent first and explain why.
03How we collect it
Wherever we can, we collect information directly from you. That is usually when you complete our quote request form, email or call us, or when we work together on a project.
We also collect information from other sources where it is reasonable to do so:
- From your colleagues, when they give us your contact details as the person to deal with on a project
- From publicly available sources, such as the Australian Business Register
- From CreditorWatch, when we check whether a business we would be contracting with is able to pay. See section 11
04Why we collect it
We collect personal information because we need it to run our business and to do the work you have asked us to do. Specifically, we use it to:
- Prepare quotations and preliminary programmes
- Contact you about your enquiry, your quote, and any questions we have while pricing
- Assess whether we are able to take on a project, and whether we can be paid for it
- Carry out the works, manage the site, and deal with variations and defects
- Invoice you and follow up payment
- Keep records we are required by law to keep, and to establish or defend a legal claim
- Improve how we quote and how we run projects
- Send you occasional updates about our services, where you have enquired with us or worked with us before
We do not sell personal information, and we do not give it to anyone for their own marketing.
Updates and marketing
From time to time we may send you news about what we are doing, changes to how we work, or services we think are relevant to the projects you build. We only send these to people who have enquired with us or worked with us.
Every message we send includes a way to unsubscribe, and it takes effect straight away. You can also tell us at any time using the contact details at the end of this policy, and we will take you off the list without affecting anything else we do for you.
We do not send marketing on behalf of anyone else, and we do not give your details to anyone for that purpose.
05Who we share it with
We share personal information only where we need to, and only with the following:
| Who | Why |
|---|---|
| Our technology providers | We use third party services to run our quoting system, store documents and manage customer records. They hold information on our behalf. See section 6 |
| Suppliers and subcontractors | Concrete suppliers, pump and crane operators, and other trades, where they need site or contact details to do their part of the work |
| CreditorWatch | To check whether a business we would be contracting with is able to pay. We provide the company's ABN. See section 11 |
| Our accounting system | We use Xero to raise invoices and track payments, so billing contact details and invoice records are held there |
| Our professional advisers | Accountants, insurers and lawyers, where they need it to advise us |
| Anyone you ask us to | For example, your client or your consultants, where you have asked us to send them a programme or a quote |
| Where the law requires it | Including under the Building and Construction Industry Security of Payment Act 1999 (NSW), or in response to a court order |
06Information held overseas
Some of the services we use to run our business store information outside Australia. This means your information may be held on servers in other countries, most commonly the United States.
| Service | What it holds | Where |
|---|---|---|
| Google Workspace | Quote request records, uploaded documents, project files and email | United States and other countries where Google operates |
| GoHighLevel | Contact records, enquiry history and correspondence | United States |
| Google Fonts | Loads the typeface on our web pages, which transmits your IP address | United States |
| Google Maps Platform | Where our form suggests addresses as you type, what you type in the address box | United States |
| Xero | Billing contact details, invoices and payment records | Australia, New Zealand and the United States |
Before disclosing personal information overseas we take steps that are reasonable in the circumstances to make sure the recipient handles it consistently with the Australian Privacy Principles. Under the Privacy Act we generally remain accountable for what those providers do with it.
CreditorWatch, which we use for the business checks described in section 11, holds its information in Australia.
07Information about other people
Our quote request form asks how many companies are quoting the same project, and gives you the option of telling us who they are. Answering that second part is entirely optional and the form works normally if you leave it blank.
Where you do give us those names, we use them only to understand the competitive position of the quote. We do not contact them about it, and we do not pass the information on.
If you give us contact details for someone else, such as a colleague or your site foreman, please make sure they know you have done so and that they can read this policy.
08Information saved on your device
To save you retyping the same details every time, our quote request form remembers your company name, your name, your email address and your mobile number in your own web browser.
Three things worth knowing about that:
- It is stored on your device, not sent to us for that purpose
- It is kept for up to two years, and then cleared automatically
- You can clear it at any time using the "Not you?" link on the form, or by clearing your browser's site data
If you use a shared computer, the "Not you?" link is the quickest way to make sure your details are not left there for the next person.
Tracking
We do not use analytics, advertising cookies, or tracking pixels from Google, Meta, LinkedIn or anyone else. We do not build a profile of you, and we do not follow you around the internet.
The only third party request our pages make is to Google Fonts, which loads the typeface. That transmits your IP address to Google. It is described in section 6.
09Keeping it secure
We take reasonable steps to protect the information we hold from misuse, interference and loss, and from unauthorised access, modification or disclosure. Those steps include:
- Access controls, so that only the people who need the information can reach it
- Reputable providers for storing files and records, with their own security controls
- Not asking for information we do not need
- Destroying or de-identifying information when we no longer need it, unless we are required to keep it
No system is completely secure. If something does go wrong, section 13 explains what we do.
10How long we keep it
We keep personal information only as long as we need it, or as long as the law allows a claim to be brought about the work it relates to, whichever is longer.
Enquiries that do not become projects
From our last contact with you. Long enough that a conversation picking up again in eighteen months still has its history, short enough that we are not holding drawings for a job that never happened.
Project records
From completion of the works. Covers drawings, correspondence, dockets, site instructions and photographs.
Section 6.20 of the Environmental Planning and Assessment Act 1979 (NSW) bars most building actions more than 10 years after completion. Until that point a claim can still be made, and these records are how we would answer it.
Financial records
Invoices, payment claims and payment schedules. The ATO requires most business records to be kept for at least 5 years from when the record was made or the transaction completed. In practice these sit with the project records, so they are usually kept for the full 10.
Why 10 years and not 6. The statutory warranties in the Home Building Act 1989 (NSW) run 6 years for a major defect and 2 years otherwise. But the statutory duty of care in section 37 of the Design and Building Practitioners Act 2020 (NSW) can be relied on beyond that, up to the 10 year limit above. Keeping project records for the full 10 years means we can properly answer a claim brought at any point when one can still be made.
Where we are required to keep something longer, for example because of an unresolved dispute, an audit or a court order, we keep it until that is finished.
When we no longer need information and are not required to keep it, we destroy it or de-identify it.
11Credit information
Before we take on a project, we check whether the business we would be contracting with is able to pay. We do that through CreditorWatch, using the company's ABN.
These checks are on the business only. We do not run credit checks on directors, owners or any other individual, and we do not obtain consumer credit reports.
CreditorWatch is an Australian credit reporting body and handles the information it holds under its own privacy policy and under Part IIIA of the Privacy Act.
12Getting access, or correcting it
You can ask us what personal information we hold about you, and ask for a copy of it. You can also ask us to correct anything that is wrong, out of date or incomplete.
To make a request, contact us using the details at the end of this policy. We may need to verify who you are before we can respond.
We will respond within a reasonable time, and normally within 30 days. There is no charge for making a request, although we may charge a reasonable amount for the cost of giving you access where the request is a large one. We will tell you before we do.
If we cannot give you access, or we do not agree to make a correction, we will tell you why in writing and explain how to complain about that decision.
13If something goes wrong
If we become aware that personal information we hold has been lost, or accessed or disclosed without authorisation, we will assess what has happened, take steps to contain it, and work out whether it is likely to result in serious harm.
Where it is, we will notify you and the Office of the Australian Information Commissioner as soon as practicable, as the Notifiable Data Breaches scheme requires.
14Making a complaint
If you think we have mishandled your personal information, or have not complied with the Australian Privacy Principles, please tell us first. Contact us using the details below, set out what has happened, and we will look into it.
We will acknowledge your complaint within 5 business days and give you a full response within 30 days. If we need longer than that, we will tell you why and how long we expect it to take.
If you are not satisfied with how we handle it, you can take the matter to the Office of the Australian Information Commissioner:
- Online at oaic.gov.au
- By phone on 1300 363 992
- By post to GPO Box 5218, Sydney NSW 2001
15Changes to this policy
We update this policy from time to time, including when we change the systems we use or the way we work. The current version is always on this page, with the version number and effective date at the top.
Where a change is significant, we will take reasonable steps to let affected clients know.
If you need to know what this policy said at the time we collected your information, ask us and we will send you that version.
16Contact us
For anything about this policy, to ask what we hold, or to make a complaint.