Privacy Policy

Last Updated: January 19, 2025

Introduction

Quintessent Projects ABN 38685129122 ("we", "our", "us") is committed to protecting your privacy and handling your personal information in accordance with the Privacy Act 1988 (Cth) and the Australian Privacy Principles (APPs).

This Privacy Policy explains how we collect, use, disclose, and protect your personal information when you visit our website www.quintessentprojects.com.au or interact with our business.

By using our website or providing your personal information to us, you consent to the collection, use, and disclosure of your information in accordance with this Privacy Policy.

1. Information We Collect

1.1 Personal Information

We may collect the following types of personal information:

Contact Information:

• Full name
• Phone number (mobile and/or landline)
• Email address
• Postal address
• Suburb/location

Project Information:

• Property address
• Project type (custom build, renovation, etc.)
• Project requirements and preferences
• Budget range
• Preferred timeline
• Details about your property or planned project

Communication Records:

• Correspondence via email, phone, or contact forms
• Notes from consultations and meetings
• Feedback and testimonials you provide

Technical Information:

• IP address
• Browser type and version
• Device type and operating system
• Pages visited and time spent on site
• Referring website
• Geographic location (general area, not precise)
• Cookies and similar tracking technologies

1.2 Information You Provide Directly

You may provide personal information when you:

• Submit an inquiry through our contact form
• Call or email us
• Request a quote or consultation
• Subscribe to our newsletter (if applicable)
• Participate in surveys or provide feedback
• Provide a testimonial or review

1.3 Information We Collect Automatically

When you visit our website, we automatically collect certain technical information through:

• Cookies: Small text files stored on your device
• Google Analytics: Analytics service that tracks website usage
• Server Logs: Automatically recorded by our web server

1.4 Sensitive Information

We do not intentionally collect sensitive information (such as health information, racial or ethnic origin, political opinions, religious beliefs, or criminal records) unless it is reasonably necessary for our functions or activities and you have consented.

2. How We Collect Your Information

We collect personal information through:

Direct Interactions:

• Contact forms on our website
• Email correspondence
• Telephone conversations
• In-person meetings and consultations
• Site visits and assessments

Automated Technologies:

• Cookies and similar tracking technologies
• Google Analytics
• Website server logs

Third Parties:

• Google Business Profile reviews
• Social media platforms (if you contact us through social channels)
• Referrals from other clients or businesses

3. How We Use Your Information

We collect and use your personal information for the following purposes:

3.1 Primary Purposes

To Provide Our Services:

• Respond to your inquiries and requests
• Provide quotes and estimates
• Schedule consultations and site visits
• Communicate about your project
• Provide building and renovation services
• Process contracts and agreements
• Manage ongoing projects
• Provide post-completion support and warranty services

Business Operations:

• Maintain business records
• Process payments and invoicing
• Comply with legal and regulatory requirements
• Manage customer relationships

3.2 Secondary Purposes

Marketing and Communication (with your consent):

• Send you information about our services
• Provide updates about our business
• Send newsletters or promotional materials
• Invite you to provide testimonials or reviews

Website Improvement:

• Analyze website traffic and user behavior
• Improve website functionality and user experience
• Understand which pages and content are most valuable
• Optimize our website for different devices

Legal and Compliance:

• Comply with QBCC requirements and regulations
• Respond to legal processes or government requests
• Protect our legal rights and interests
• Prevent fraud or illegal activities

4. Disclosure of Your Information

We may disclose your personal information to:

4.1 Service Providers and Third Parties

Professional Services:

• Architects and building designers
• Engineers and consultants
• Surveyors and certifiers
• Suppliers and subcontractors (only information necessary for your project)

Business Service Providers:

• Accountants and bookkeepers
• Legal advisors
• Insurance providers
• IT service providers and website hosting companies

Technology Services:

• Google Analytics (website analytics)
• Formspree or Netlify (contact form processing)
• Email service providers
• Cloud storage providers

4.2 Regulatory and Legal Disclosures

We may disclose your information to:

• Queensland Building and Construction Commission (QBCC)
• Local council authorities
• Government agencies as required by law
• Law enforcement if required
• Courts or tribunals if necessary

4.3 Business Transfers

If we are involved in a merger, acquisition, or sale of assets, your personal information may be transferred to the new owner, subject to this Privacy Policy.

4.4 With Your Consent

We may disclose your information to other third parties with your express consent, such as:

• Publishing your testimonial with your name and suburb on our website
• Featuring your completed project in our portfolio (with permission)
• Using your project photos for marketing purposes (with written consent)

5. Data Security

We take reasonable steps to protect your personal information from:

• Misuse, interference, and loss
• Unauthorized access, modification, or disclosure

Security Measures:

• SSL encryption for data transmitted through our website (HTTPS)
• Secure hosting with reputable providers (Netlify/Cloudflare)
• Restricted access to personal information (only authorized personnel)
• Regular backups of data
• Secure storage of physical records
• Password protection and access controls
• Regular security updates and patches

Limitations:

While we implement reasonable security measures, no method of transmission over the Internet or electronic storage is 100% secure. We cannot guarantee absolute security of your information.

6. Data Retention

We retain your personal information for as long as necessary to fulfill the purposes outlined in this Privacy Policy, unless a longer retention period is required or permitted by law.

Retention Periods:

• Active Projects: Duration of project plus warranty period (typically 6-7 years minimum)
• Quotes and Estimates: 2 years from date of quote
• Contractual Records: 7 years from completion (as required by law)
• Financial Records: 7 years (as required by ATO)
• Marketing Contacts: Until you unsubscribe or request deletion
• Website Analytics: 26 months (Google Analytics default)

After the retention period expires, we will securely delete or anonymize your personal information.

7. Cookies and Tracking Technologies

7.1 What Are Cookies?

Cookies are small text files stored on your device when you visit our website. They help us remember your preferences and understand how you use our site.

7.2 Types of Cookies We Use

Essential Cookies:

• Required for website functionality
• Enable navigation and access to secure areas
• Cannot be disabled without affecting site performance

Analytics Cookies (Google Analytics):

• Track website traffic and user behavior
• Help us understand which pages are most visited
• Provide insights into user demographics and interests
• Used to improve website performance and content

Functional Cookies:

• Remember your preferences (if applicable)
• Provide enhanced functionality

7.3 Managing Cookies

Browser Settings:

You can control and delete cookies through your browser settings. However, disabling cookies may affect website functionality.

Google Analytics Opt-Out:

You can opt out of Google Analytics tracking by installing the Google Analytics Opt-out Browser Add-on.

Cookie Consent:

By continuing to use our website, you consent to our use of cookies as described in this policy.

8. Third-Party Services

Our website uses the following third-party services that may collect information:

8.1 Google Analytics

Purpose: Website traffic analysis
Data Collected: IP address (anonymized), pages visited, time on site, device information
Privacy Policy: Google Privacy Policy

We use Google Analytics to understand how visitors use our website. Google Analytics sets cookies and collects information that is transmitted to and stored by Google.

8.2 Google Fonts

Purpose: Display web fonts
Data Collected: IP address, browser information
Privacy Policy: Google Privacy Policy

8.3 Contact Form Service (Formspree/Netlify Forms)

Purpose: Process contact form submissions
Data Collected: Information you provide in the contact form
Privacy Policy:

• Formspree Privacy Policy
• Netlify Privacy Policy

8.4 Hosting Provider (Netlify/Cloudflare)

Purpose: Website hosting and content delivery
Data Collected: IP address, request logs
Privacy Policy:

• Netlify Privacy Policy
• Cloudflare Privacy Policy

9. Your Rights and Choices

Under the Australian Privacy Principles, you have the following rights:

9.1 Access to Your Information

You have the right to request access to the personal information we hold about you. We will provide access within 30 days of your request, subject to certain exceptions permitted by law.

How to Request Access:

• Email us at info@quintessentprojects.com.au
• Call us at 0425 347 041
• Write to us at Sunshine Coast, QLD

9.2 Correction of Your Information

You have the right to request correction of personal information that is inaccurate, out-of-date, incomplete, or misleading.

How to Request Correction:

Contact us using the details above. We will respond within 30 days and take reasonable steps to correct the information.

9.3 Deletion of Your Information

You may request deletion of your personal information, subject to:

• Legal requirements to retain certain records (e.g., 7 years for contractual and financial records)
• Legitimate business purposes (e.g., ongoing warranty obligations)
• QBCC record-keeping requirements

9.4 Opt-Out of Marketing Communications

You can opt out of receiving marketing communications at any time by:

• Clicking "unsubscribe" in our emails
• Emailing us at info@quintessentprojects.com.au
• Calling us at 0425 347 041

Note: Even if you opt out of marketing, we may still send you important service-related communications about active projects or contracts.

9.5 Complaint Process

If you believe we have breached the Australian Privacy Principles, you can make a complaint:

Step 1: Contact our Privacy Officer using the details below
Step 2: We will investigate your complaint within 30 days
Step 3: We will provide a written response outlining our findings and any actions taken

External Complaints:

If you are not satisfied with our response, you can lodge a complaint with the Office of the Australian Information Commissioner (OAIC):

Office of the Australian Information Commissioner (OAIC)
GPO Box 5218
Sydney NSW 2001
Phone: 1300 363 992
Website: www.oaic.gov.au

10. Children's Privacy

Our website and services are not directed to children under 18 years of age. We do not knowingly collect personal information from children.

If you are under 18, please do not provide any personal information through our website. If we become aware that we have collected information from a child under 18, we will take steps to delete it.

11. Links to Other Websites

Our website may contain links to third-party websites (such as supplier websites, Google Maps, social media platforms).

We are not responsible for the privacy practices of these external sites. We encourage you to read the privacy policies of any third-party sites you visit.

Third-Party Links May Include:

• Supplier and manufacturer websites
• Industry association websites
• Social media platforms
• Google Maps
• Review platforms

12. International Data Transfers

Your personal information is primarily stored in Australia. However, some of our service providers (such as Google, Netlify, Cloudflare) may store data on servers located overseas, including:

• United States
• European Union
• Singapore

When we transfer personal information overseas, we ensure appropriate safeguards are in place, including:

• Contracts requiring recipients to protect your information
• Using service providers with strong privacy protections
• Relying on providers certified under recognized privacy frameworks

13. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our practices, technology, legal requirements, or other factors.

Notification of Changes:

• We will post the updated policy on this page with a new "Last Updated" date
• For material changes, we may provide additional notice (such as email notification or prominent website notice)
• Continued use of our website after changes constitutes acceptance of the updated policy

Reviewing This Policy:

We encourage you to review this Privacy Policy periodically to stay informed about how we protect your information.

14. Contact Information

If you have any questions, concerns, or requests regarding this Privacy Policy or our handling of your personal information, please contact us:

Quintessent Projects

Privacy Officer: Director

Email: info@quintessentprojects.com.au
Phone: 0425 347 041
Location: Sunshine Coast, QLD, Australia

ABN: 38685129122
QBCC License: 15542597

Business Hours:
Monday - Friday: 7:00 AM - 6:00 PM
Saturday - Sunday: By appointment

We aim to respond to all privacy-related inquiries within 7 business days.

Quick Reference: Your Privacy Rights

Glossary

Australian Privacy Principles (APPs): The 13 privacy principles contained in the Privacy Act 1988 (Cth) that regulate how personal information is handled.

Cookies: Small text files stored on your device that help websites remember your preferences and track usage.

Personal Information: Information or an opinion about an identified individual, or an individual who is reasonably identifiable.

QBCC: Queensland Building and Construction Commission - the regulatory body for the building and construction industry in Queensland.

Sensitive Information: A special category of personal information including health information, racial or ethnic origin, political opinions, religious beliefs, sexual orientation, and criminal record.

Disclaimer: This Privacy Policy is intended to comply with the Privacy Act 1988 (Cth) and Australian Privacy Principles. It is not legal advice. We recommend reviewing this policy with a legal professional to ensure it meets your specific business needs and complies with all applicable laws.

Document Version: 1.0
Effective Date: January 19, 2025
Next Review Date: January 19, 2026