Privacy Policy

Last updated: June 2025  ·  S3NTEC Pty Ltd ABN 24 692 615 900  ·  Version 1.1

1. Our commitment

S3NTEC Pty Ltd ("S3NTEC", "we", "our", "us") is committed to protecting the privacy and security of personal information in accordance with the Privacy Act 1988 (Cth) ("Privacy Act") and the Australian Privacy Principles ("APPs") contained in Schedule 1 of the Privacy Act.

This policy sets out how we collect, hold, use and disclose personal information, how you may access and correct that information, and how you may make a privacy complaint. By submitting information to us or using our website, you acknowledge that you have read and understood this policy.

2. What personal information we collect

We only collect information that is reasonably necessary for, or directly related to, our functions and activities. This may include:

• Your full name, email address and phone number
• Your organisation name, role and ABN (where applicable)
• Project details and service requirements you share with us
• Correspondence exchanged with us by any means
• Information provided in the course of a professional engagement

We do not collect sensitive information as defined under the Privacy Act (including health, financial account, biometric or government identifier information) through this website. We do not collect credit card or banking information.

Where you provide us with personal information about a third party, you confirm that you have that person's consent to provide their information to us and that you have made them aware of this privacy policy.

3. How we collect your information

We collect personal information directly from you when you:

• Submit an enquiry via our website contact form
• Contact us by email, telephone or post
• Exchange business cards or attend meetings, site visits or industry events
• Enter into a contract or service agreement with us

We collect information by lawful and fair means and will not collect it in an unreasonably intrusive way. Where it is reasonable and practicable to do so, we will collect personal information directly from the individual to whom it relates.

Contact form processing (Formspree)

Our website contact form is processed by Formspree Inc. (formspree.io), a third-party form service based in the United States. When you submit our contact form, Formspree transmits your submission to our business email address and may temporarily store submission data on its servers. Formspree's privacy policy governs their processing of your data. By submitting the contact form, you consent to this processing. We do not authorise Formspree to use your information for any purpose other than transmitting it to us.

4. How we use your personal information

We use personal information only for the primary purpose for which it was collected, or for a related secondary purpose that you would reasonably expect. Specifically, we use personal information to:

• Respond to your enquiry or service request
• Assess and confirm our capacity to assist with your project
• Prepare and deliver proposals, quotes and service agreements
• Perform contracted services and manage our client relationships
• Send relevant service updates or information you have requested
• Comply with legal, regulatory and contractual obligations
• Defend or establish legal claims

We will not use your personal information for direct marketing purposes without your consent, and you may withdraw consent at any time by contacting us.

5. Disclosure to third parties

S3NTEC does not sell, rent, trade or otherwise disclose personal information to third parties for commercial gain. We may share information only in the following limited circumstances:

• Service providers: Trusted third parties who assist us in operating our business (including IT providers, cloud storage, and form processing services), who are bound by appropriate confidentiality and data protection obligations
• Legal requirements: Where disclosure is required or authorised by Australian law, a court order, or a government or regulatory authority
• Professional advisors: Our legal, accounting or insurance advisors, subject to professional obligations of confidentiality
• Business succession: In the event of a merger, acquisition or sale of business assets, where the receiving party agrees to treat your information in accordance with this policy
• With your consent: In any other circumstances where you have given express consent

Overseas disclosure

Some of our service providers (including Formspree) may store or process data outside Australia, including in the United States. We take reasonable steps before disclosing personal information overseas to ensure the recipient does not breach the APPs in relation to the information. Where we are unable to ensure equivalent protection, we will seek your consent prior to any overseas disclosure.

6. Data retention

We retain personal information only for as long as is necessary for the purposes for which it was collected, or as required by law. Our general retention practices are:

• Enquiry data (no engagement): Retained for up to 2 years for the purpose of following up and business development records, then securely destroyed
• Client and project records: Retained for a minimum of 7 years following project completion in accordance with our professional indemnity insurance requirements and applicable limitation periods
• Legal or compliance records: Retained for as long as required by applicable law

When personal information is no longer required, we take reasonable steps to destroy or permanently de-identify it in a secure manner.

7. Security

We take reasonable steps to protect personal information from misuse, interference, loss, and unauthorised access, modification or disclosure. Our security measures include:

• Password-protected business systems and email accounts
• Secure cloud storage with access controls
• Restricting access to personal information to staff and contractors who need it to perform their functions
• Secure disposal of physical and electronic records

While we take these steps, no method of data transmission or storage is completely secure. We cannot guarantee the absolute security of information transmitted to us over the internet.

8. Notifiable Data Breaches

S3NTEC is subject to the Notifiable Data Breaches ("NDB") scheme under Part IIIC of the Privacy Act. If we become aware of a data breach that is likely to result in serious harm to affected individuals, we will:

• Contain the breach and assess its nature and scope as quickly as practicable
• Notify the Office of the Australian Information Commissioner ("OAIC") as soon as practicable
• Notify affected individuals directly where we are able to identify them, or by public notice where we cannot

Our notification to affected individuals will include a description of the breach, the kinds of information concerned, and recommendations about steps they can take in response. If you believe your information held by S3NTEC may have been compromised, please contact us immediately using the details below.

9. Intellectual property

All content on this website — including text, graphics, logos, service descriptions, methodology descriptions, images and code — is the property of S3NTEC Pty Ltd and is protected under the Copyright Act 1968 (Cth) and applicable intellectual property laws.

You must not reproduce, republish, distribute, transmit, store or otherwise use any website content for commercial purposes without prior written consent from S3NTEC. Limited reproduction for personal, non-commercial use is permitted provided S3NTEC is acknowledged as the source.

Nothing on this website grants any licence or right to use any S3NTEC trade mark, service mark or logo without our express written consent.

10. Website analytics and cookies

This website does not currently deploy tracking cookies, third-party analytics platforms or advertising pixels. Basic server-level logs may be generated by our hosting provider (Cloudflare) in the ordinary course of website delivery, including IP addresses and browser type. These logs are not used to identify individuals and are subject to Cloudflare's own privacy policy.

If we introduce cookies or analytics tools in future, this policy will be updated and a cookie consent mechanism will be implemented prior to any data collection.

11. Accessing and correcting your information

Under the Privacy Act, you have the right to:

• Request access to personal information we hold about you
• Request correction of information that is inaccurate, out of date, incomplete, irrelevant or misleading

To make an access or correction request, please contact us in writing using the details below. We will respond within 30 days. We do not charge a fee for making a request, but may charge a reasonable fee to cover the cost of providing access where permitted by law.

We may decline access in circumstances permitted by the Privacy Act, and will provide written reasons for any refusal.

12. Privacy complaints

If you believe we have handled your personal information in breach of the Privacy Act or this policy, please contact us in the first instance. We will acknowledge your complaint within 5 business days and aim to resolve it within 30 days.

If you are not satisfied with our response, you may refer your complaint to the Office of the Australian Information Commissioner (OAIC):

• Website: oaic.gov.au
• Phone: 1300 363 992
• GPO Box 5288, Sydney NSW 2001

13. Changes to this policy

We may update this privacy policy from time to time to reflect changes to our practices or legal obligations. The current version will always be published on this page with the date it was last updated. We encourage you to check this page periodically. Continued use of our website or services following any update constitutes your acceptance of the revised policy.

14. Governing law

This privacy policy is governed by the laws of New South Wales, Australia. By providing your personal information to S3NTEC, you submit to the jurisdiction of the courts of New South Wales for any dispute arising in connection with this policy.