SANCTUM SCREENS PRIVACY POLICY

Updated: November 2019

CONTENTS

Our privacy commitment

Why do we collect and use your personal information?

What type of personal information do we collect?

How do we collect your personal information?

How do we use your personal information?

How do we secure your personal information?

How to access and correct your personal information?

How to access a copy of this policy?

What to do if you are not happy with how we treat your personal information?

 

1. Our privacy commitment

Sanctum Screens (Sanctum) is the trading name of Ideastream Pty Ltd as trustee for the Ideastream Trust ABN 64 350 487 279. We have undertaken business activities through this entity continuously since 2003, and Sanctum has actively traded since 2012.

At Sanctum, we are committed to high standards of conduct in all our business activities. This includes protecting your privacy in accordance with the applicable privacy law. This policy describes how we will manage your personal information in an ethical, open and transparent manner.

This Privacy Policy applies to the personal information we may collect, store, maintain and use about you as our customers, visitors to our workshop or websites, social media and digital forum users and contributors, job applicants, and members of the public. When you engage with Sanctum through any of these mediums and / or you purchase any product or service from us, you agree to and accept the contents of this Privacy Policy.

2. Why do we collect and use your personal information?

When we refer to personal information, we mean information which identifies you as an individual or from which your identity can be reasonably determined.

Sanctum is heavily based around providing custom products tailored to your specific requirements. Your personal information is essential, so we can provide this high level of customization to you. We collect and deal with your personal information so that we can better:

  • Assist you with your enquiries and your transactions with us;
  • Customise the design and fabrication of products and services to your specific requirements
  • Inform and educate you about any products and services that we may offer to you;
  • Improve and refine our product and service offering, based on your requirements;
  • Support our business operational and administrative functions;
  • Send you opportunities which may be relevant or of interest to you;
  • Allow us to support warranty obligations and / or supply you with additional / replacement product based on previous orders;
  • Accept/consider job applications and send you opportunities that may be of interest to you;
  • Maintain our legal obligations; and
  • For other reasons you might reasonably expect us to use your personal information for.

3. What type of personal information do we collect?

When we collect and hold personal information, it may include details such as your name, address, email, telephone number, date of birth, gender, stated or likely preferences and interests (e.g. whether you may be interested in particular products or promotions), and any other details reasonably related to your shopping experience (e.g. you might provide general design preferences) or in your dealings with us (e.g. job applications).

We will also commonly collect and retain detailed information about specific elements of your home, commercial premises, building site or project location. Details may include a wide range of building-related information, including data about site locations, building age and purpose, plans and technical drawings, dimensions, building materials, service locations e.g. plumbing / electrical fittings, colour schemes, design features and preferences, fixtures and fittings.

4. How do we collect your personal information?

4.1 General collection methods

We may collect personal information about you during your interactions with us including, but not limited to:

  1. Purchasing goods or services from us – either from our workshop, from an Agent, or from our website
  2. Contacting us for information or a quote
  3. When we visit your location to undertake a site measure at your request (we will never knowingly visit your property without your advance knowledge and permission.)
  4. Completing a survey or participating in a promotion or competition
  5. Subscribing to a mailing list
  6. When you visit or contribute to our online channels such as our websites, social media platforms and other digital services.
  7. Attending an event
  8. Applying for employment; and
  9. Before and after photographs of your project/s.

From time to time, we may also collect it in other ways, which may include:

  1. From government bodies (such as government licencing bodies);
  2. Trade association/s;
  3. Through referrals from individuals or other entities;
  4. Credit reporting bodies and credit providers;
  5. Other publicly available sources of information;
  6. Through trade and business events;
  7. From third party providers and suppliers; and
  8. From colleagues, associates or relatives of yours making an enquiry on your behalf (where necessary, we will make reasonable enquiries to verify the information).

We may also collect personal information about you from third parties to help improve your shopping experience.

4.2 Social media and other third-party websites

Sanctum uses various social media and third-party websites, including Facebook, Instagram, Pinterest, Twitter, LinkedIn and YouTube.

We may make use of any publicly available information that you make display when you use any such services or platforms. Such information available for use by us may include images and text relating to us or our products and services, events and promotions, and project photographs.

We may post before and after images of your project.   When we do, we will never post identifiers – names, addresses etc – without your advance knowledge and approval.

4.3 Cookies and other technologies

The Sanctum website uses cookies. These are small files stored on your device that allows our website to recognise a particular device or browser.

We use cookies and other similar technologies to enhance the functionality of the website and to improve relevance to you. Cookies can also help us measure the effectiveness of our marketing campaigns.

You have the choice about whether to accept or decline our use of cookies. Sanctum recommends you accept cookies to take full advantage of our website functionality.

If you are not comfortable with cookies, you can edit the Settings section of your browser to refuse cookies, eliminate installed cookies and / or to warn you when cookies are used.   Please note that deleting or disabling future cookies may impact on our website functionality and your user experience.

5. How may we use your personal information?

5.1 Preparing quotes and designing customised installations

We will use your contact information to communicate with you and / or to respond to your enquiry / quote request, and to complete orders based on this information.

5.2 Direct marketing

If you have given us permission, we may use or disclose your personal information for direct marketing activities.

From time-to-time, we may contact you with information about our company, service offering, and / or project images which we think may be of relevance to you.

We may also use third-party services e.g. Google to run promotions based on website analytics and / or your browsing history, and by other similar means.

You can easily ‘opt-out’ of our direct marketing activities.   When we send you an unrequested promotion, we will always advise on the opt-out process, and we will do all we can to comply with your written instructions.

5.3 Sharing your personal information with our supply partners

Sanctum supplies a wide range of products and services – many of which need specialised fabrication processes.   Sanctum works closely with metal fabricators, powder coaters, installers and the like – any of whom may need to know some of your personal information to complete their part of the project.

We may also need to disclose your personal information to third parties who perform administrative functions or services in connection with our business, such as quotes; payment processing; product maintenance and repair; gateway provision; freight and delivery; marketing; banking; mailing functions; document and image management; website hosting and design; data storage; recruitment and employment matters; insurance; information technology services including document management, data storage, hosting and security; or where we are otherwise required to by law. We may also disclose selected personal information to our related companies, and to other third parties where you have specifically consented to the disclosure of information to those third parties.

5.4 Overseas disclosure of your personal information

While Sanctum operates in Australia, we are increasingly dependent on international service providers with distributed operational hubs and data centres. As a result, some of the information you provide may be stored and / or processed overseas.

Sanctum takes all reasonable steps to only deal with established third-party service providers with clear privacy policies and who offer compliance with privacy and security industry standards, both during transit and at the overseas destination.

Because of the number and the scale of the service providers we engage with, it is not possible to provide an exhaustive list of countries where your personal information may be sent. However, it is reasonable to expect that countries may include China, New Zealand, Singapore, United Kingdom and the United States.

5.5 Collecting data for recruitment purposes

From time to time, we will request access to personal information so we can make informed decisions about employment opportunities and offerings.

This information may include a range of biographical information, including educational history, training and qualifications, job history, employer contacts and references, and general contact details.

This data may be retained on our servers, but will never knowingly be shared with any third party without your specific agreement.

 

6. How do we secure your personal information?

6.1 Our website

While the Sanctum website and cloud-based services are professionally hosted in secure environments, there are always risks when transmitting data via the Internet.  

When inputting data into our online systems, please check that the URL for the Sanctum website starts with the characters HTTPS rather than just HTTP.

Sanctum offers an online shopping option. Our payment gateway is compliant with the Payment Card Industry Data Security Standard (PCI DSS). This is an information security standard for organisations that handle credit card data, and ensures that your credit card details will be encrypted and handled using secure processes when you shop with us in our workshop, online or by phone.

It is important that you do not enter any credit card details when contacting us via email or through our website “Contact Us” forms and portals. Credit card details will not be encrypted in these situations and will not be secure.

6.2 Protecting your personal information

Sanctum treats privacy seriously, and we will take all reasonable steps to protect your personal information from unauthorised access, misuse, disclosure or interference.    We have restricted access for personal data to a small, trained group of Sanctum staff, who will adhere to our security policies to protect your personal information at all times.

We hold your personal information in a number of ways, including:

  • As electronic records and documents stored in our database systems, and on servers operated by third-party service providers; and
  • By securely storing hard copy documents at our workshop or offsite storage premises.

If we become aware of any unauthorised access to your information, we will report the breach as required by law. If we have completed your project and no longer need your personal information, then we may destroy or de-identify the information.

7. How to access and correct your personal information

From time to time, personal information may change or become outdated. Please immediately advise us of any change to your personal information and we will amend our records accordingly.

If you wish to access or correct any of your personal information we hold, please contact our Privacy Officer whose details are located below.

We will provide you with access to your personal information in a reasonable period of time, except in limited circumstances (such as if the access would pose a serious threat to the life, health or safety of another person or where such access would unreasonably impact on the privacy of others).

Before we provide you with access to your personal information, we will need to verify your identity. We would appreciate you providing us with as much detail as you can about the information you are requesting, so we can retrieve it for you.

We will always respond to your request in writing. In the event we cannot supply the information requested, or provide it as requested, we will also confirm the reasons for this in writing.

8. How to access a copy of this policy?

The current version of this Privacy Policy is clearly displayed and always available on our website. If we make any changes to this Privacy Policy, we will load the updated policy to our website.

9. What to do if you are not happy with how we treat your personal information?

If you have any questions or would like to raise any concerns about your personal information, please email, or write to us. As always, we value your feedback and ideas.

E-mail > mark@sanctumscreens.com
Phone > 0438 847 466
Mail >      Privacy Officer
                 Sanctum Screens 
                 PO Box 216, Moffat Beach, Qld 4551

If you make a complaint with us regarding your personal information, we will aim to respond to your complaint within 14 days. If you are not happy with our response, please let us know and we will aim to address any further concerns you have.