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    Privacy Policy.

    Last updated: 28 August 2026

    This Privacy Policy explains how Ironbark Vegetation Management ("we", "us", "our") collects, holds, uses, and discloses personal information.

    We are committed to handling personal information responsibly and transparently. This policy also explains how you can request access to or correction of your personal information, and how you can make a privacy complaint.

    1. Who We Are

    • Business: Ironbark Vegetation Management
    • ABN: 16 231 958 009
    • Email: josh@ironbarkvegetationmanagement.com.au
    • Phone: 0456236034
    • Location: Bendigo, Victoria

    2. What Personal Information We Collect

    We may collect personal information that is reasonably necessary for our business activities, including:

    • your full name
    • your email address
    • your phone number
    • your property or site address
    • photographs, videos, or other images of your property or site
    • details of the work or services you require
    • communication records, including emails, messages, call notes, and enquiry details
    • payment, invoicing, and transaction-related information where relevant
    • any other information you voluntarily provide to us

    We generally do not collect sensitive information. If sensitive information is ever required for a particular job or legal purpose, we will only collect it where reasonably necessary and, where required, with your consent.

    3. How We Collect Personal Information

    We may collect personal information directly from you in a range of ways, including when you:

    • submit an enquiry through our website
    • call, text, or email us
    • contact us through social media platforms
    • provide information during a site inspection, quote, booking, or job
    • send us photographs, documents, or other materials relevant to the work
    • pay invoices or otherwise deal with us in the course of business

    We may also collect limited technical information automatically through our website, such as IP address, browser type, pages visited, and cookie data, where analytics or similar tools are in use.

    4. Website Forms and Uploaded Media

    Our website is built and published using Lovable Cloud.

    If you submit information through our website contact form, the information you provide may include your name, contact details, property details, job description, and any photographs or attachments you upload.

    Website form submissions are sent to and stored in our Google Workspace / Gmail account so that we can respond to enquiries, provide quotes, and manage customer communications.

    Uploaded photographs and attachments may contain personal information, including property location details or identifiable features of your site. By sending these materials to us, you acknowledge that we may use them for quoting, planning, delivering services, record-keeping, and related business purposes.

    Photos you upload through our contact or quote forms are stored in a private storage area on our website's backend. They are not published, not indexed by search engines, and cannot be browsed by other visitors. Only Ironbark can generate a viewing link, and those links are sent to our own business inbox and attached to your enquiry record in our customer system. We keep uploaded photos only as long as we need them for quoting, delivering the work, and our record-keeping obligations, and you can ask us to delete them at any time using the contact details below.

    We do not currently use a chatbot, live chat, or AI assistant on our website.

    5. How We Use Personal Information

    We may use personal information for purposes including to:

    • respond to enquiries and provide quotes
    • arrange site visits, inspections, bookings, and service delivery
    • communicate with you about jobs, scheduling, variations, and invoices
    • assess site conditions and determine the services required
    • maintain internal business records
    • issue invoices, receive payments, and manage accounts
    • comply with legal, regulatory, tax, insurance, and safety obligations
    • protect our lawful interests and manage disputes
    • improve our website, services, and customer experience

    We will only use personal information for direct marketing where permitted by law. Where we send marketing communications, we will provide a simple way for you to opt out.

    6. Disclosure of Personal Information

    We do not sell or rent personal information.

    We may disclose personal information where reasonably necessary to:

    • employees or contractors who assist us in operating the business
    • subcontractors or operators attending a site or performing work connected to your job
    • professional advisers such as accountants, lawyers, or insurers
    • service providers who support our business systems, such as website and hosting providers, email and productivity providers, analytics providers, cloud storage or backup providers, bookkeeping or accounting software providers, and payment processors or financial institutions
    • government bodies, regulators, law enforcement agencies, or other third parties where required or authorised by law

    We only disclose personal information to the extent reasonably necessary for the relevant purpose.

    7. Overseas Disclosure

    Some of our service providers may store or process personal information outside Australia.

    For example, if we use services such as Lovable Cloud, Google Workspace / Gmail, Google Analytics, cloud backup providers, or social media platforms, personal information may be stored or processed on servers located in countries including the United States and other countries where those providers operate.

    Where applicable, we take reasonable steps to ensure overseas service providers handle personal information in a manner consistent with applicable Australian privacy requirements.

    8. Storage and Security

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

    • password protection on devices and accounts
    • multi-factor authentication where available
    • limiting access to authorised persons only
    • use of reputable cloud, website, and email providers
    • secure backups
    • keeping software and devices reasonably up to date
    • secure disposal or de-identification of information no longer required

    However, no method of transmission over the internet or method of electronic storage is completely secure. While we take reasonable steps to protect personal information, we cannot guarantee absolute security.

    9. Service Providers

    We use reputable third-party service providers to help us run our business. These providers may store or process personal information on our behalf, including outside Australia. Current providers include:

    • HubSpot, customer relationship management (CRM) and contact records (United States)
    • Google Workspace / Gmail, email and document storage (United States)
    • Google Analytics and Google Search Console, website analytics and search performance (United States)
    • Google Ads and Google Ads Enhanced Conversions, advertising performance and conversion measurement. When you submit a lead form, we send your email address, phone number, name and property address to Google in a hashed (SHA-256) format so Google can match the conversion to your Google account without us sharing readable personal information (United States)
    • Google Maps, mapping and service-area display (United States)
    • Lovable Cloud and Mailgun, website hosting, database, and transactional email delivery (United States / European Union)
    • Meta (Facebook, Instagram), social media interactions (United States)

    We take reasonable steps to ensure these providers handle personal information in a manner consistent with the Australian Privacy Principles. By providing your information to us, you consent to it being disclosed to and stored by these providers, including in the countries listed above. This list may change from time to time as our tools change.

    10. Data Retention

    We retain personal information only for as long as reasonably necessary for the purposes for which it was collected, and for related legal, tax, insurance, accounting, warranty, dispute-resolution, and record-keeping purposes.

    As a general guide, we retain enquiry, quotation, job, invoice, and related records for up to 7 years after the last interaction, to meet Australian Taxation Office, insurance, and consumer-law obligations. Some records may be retained for longer where required by law.

    When personal information is no longer reasonably required, and we are not required or authorised to retain it, we will take reasonable steps to destroy it or ensure it is de-identified.

    11. Access and Correction

    You may request access to the personal information we hold about you, and you may ask us to correct personal information that is inaccurate, out of date, incomplete, irrelevant, or misleading.

    To make a request, please contact us using the details below.

    We may need to verify your identity before processing your request. In some circumstances permitted by law, we may refuse access or correction, in which case we will provide written reasons where required.

    We aim to respond to requests within 30 days.

    12. Complaints

    If you believe we have handled your personal information improperly, you may make a privacy complaint by contacting us using the details below. Please include enough detail for us to understand and investigate your complaint.

    Our process is generally as follows:

    • we will acknowledge receipt of your complaint within a reasonable time
    • we may ask you for further information if needed
    • we will investigate the complaint and consider the outcome
    • we will respond to you in writing within a reasonable period, generally within 30 days

    If we need more time, we will let you know.

    If you are not satisfied with our response, you may contact the Office of the Australian Information Commissioner (OAIC).

    13. Direct Marketing

    We may occasionally use personal information to send you information about our services where permitted by law.

    If you do not want to receive marketing communications from us, you can opt out at any time by:

    • following the unsubscribe instructions in the message, if available
    • replying and asking us to stop
    • contacting us directly using the contact details below

    We will action opt-out requests within a reasonable time.

    14. SMS and Text Messages

    We may send you SMS or text messages for operational purposes, including to confirm appointments, provide site visit updates, notify you of scheduling changes, or follow up on active quotes and jobs.

    By providing your mobile number and contacting us, you consent to receiving operational SMS messages from us. These messages are not marketing messages. If you do not wish to receive SMS communications, you can reply STOP or contact us directly.

    We do not send unsolicited marketing SMS. Any marketing communications sent by SMS will only be sent where permitted by law and with appropriate consent.

    15. Cookies and Website Analytics

    Our website may use cookies and similar technologies to improve functionality, understand website traffic, and enhance user experience. These technologies may collect information such as:

    • browser type
    • device information
    • IP address
    • pages visited
    • time spent on pages
    • referring website addresses

    We currently use Google Analytics to help us understand website traffic and improve our website and services.

    We also use Google Ads conversion tracking and Google Ads Enhanced Conversions. When you submit a contact or quote form, the information you provide (such as email, phone, name and property address) is hashed using SHA-256 in your browser before it is sent to Google. This helps us measure which advertising campaigns lead to enquiries while keeping your personal information protected.

    You can control cookies through your browser settings. Disabling cookies may affect website functionality.

    16. Social Media and Third-Party Platforms

    We may interact with customers through third-party platforms such as Facebook, Instagram, and other social media or review platforms now or in the future.

    If you contact us through those platforms, your information may also be handled under that platform's own privacy policy and terms.

    Our website may also contain links to third-party websites or social media platforms. We are not responsible for the privacy practices of those third parties, and we encourage you to review their privacy policies before providing them with personal information.

    17. Children's Privacy

    Our services are not directed to children.

    We do not knowingly collect personal information from children unless it is provided by a parent, guardian, or other authorised person in connection with a service enquiry or job.

    If you believe we have collected information from a child inappropriately, please contact us and we will take reasonable steps to investigate and address the issue.

    18. Notifiable Data Breaches

    Where applicable, if we become aware of an eligible data breach and are required by law to notify affected individuals and the relevant regulator, we will do so as soon as practicable in accordance with our legal obligations.

    19. Changes to this Policy

    We may update this Privacy Policy from time to time to reflect changes in our business practices, service providers, website tools, or legal obligations. The updated version will be published on our website with a revised "Last updated" date.

    20. Contact Us

    If you have any questions about this Privacy Policy, want to request access or correction, or wish to make a privacy complaint, please contact us:

    • Business: Ironbark Vegetation Management
    • ABN: 16 231 958 009
    • Phone: 0456236034
    • Email: josh@ironbarkvegetationmanagement.com.au
    • Location: Bendigo, VIC 3550

    21. OAIC Contact Details

    If you are not satisfied with our response to your privacy complaint, you may contact the Office of the Australian Information Commissioner:

    • Office of the Australian Information Commissioner (OAIC)
    • Website: www.oaic.gov.au
    • Phone: 1300 363 992