Privacy Policy

1. Who we are

5D Surveying Pty Ltd
61 Powells Ave, East Bendigo, VIC 3550
Phone: 1300 470 700
Email: quotes@5dsurveying.com.au
Website: www.5dsurveyingvic.com.au

2. What personal information we collect

We collect personal information that is reasonably necessary for our functions and activities. The kind of information we collect depends on how you interact with us:

• Website enquiries: when you submit an enquiry through our website, we collect the details you provide: your name, phone number, email address, the location of the project and any details you give us about the project.
• Quotes and projects: if you engage us, we collect and keep information needed to quote and deliver the work, including your contact details, site address, property details, correspondence, plans, survey results and related documentation.
• Quote acceptance: if you accept a quote online, we record your name, the date and method of acceptance, and where applicable an electronic signature.
• On-site records:during site visits we may collect site photographs, work records, and your (or your representative’s) signature on worksheets, dockets and sign-off records.
• Accounts and payments: billing and payment information needed to invoice you and manage our business accounts.
• Our team: we also hold information about our employees and contractors (contact details, timesheets, payroll and related employment records). This is handled under our employment and workplace obligations.

3. How we collect it

• Directly from you, via our website enquiry form, email, phone, or in person on site.
• From your instructions or representatives, for example a builder, architect or solicitor acting for you.
• From public and official records, such as land titles, plans and property information held by Land Use Victoria and other authorities, where needed to perform surveying work.

4. Why we collect and use it

• To respond to your enquiry and provide quotes.
• To deliver surveying and related services you engage us for, including preparing plans, lodging documents with authorities (such as Land Use Victoria) where that is part of the service, and meeting our professional obligations as licensed surveyors.
• To manage our business: scheduling jobs, recording work completed, invoicing, and keeping records we are required to keep by law or under our professional standards.
• To communicate with you about your project.

We do not sell, rent or trade your personal information. We do not use your personal information for direct marketing unless you have asked us to contact you.

5. Who we share it with

We only disclose personal information where it is necessary for the purposes above, or where required by law. This includes:

• Service providers we use to operate our business, under agreements that require them to keep information secure and use it only for our instructions. These include cloud-based job management, document storage, accounting and email tools (including providers such as WorkflowMax, Xero, Dropbox and our app and email hosting providers).
• Authorities and registries as part of delivering the services you engage us for, for example lodging plans or applications with Land Use Victoria, local councils or the Office of the Surveyor General.
• Professional advisers (accountants, lawyers, insurers) where needed.
• Anyone else where you consent, or where we are required or authorised by law.

6. Overseas access

Some of the cloud services we use store or process data outside Australia (for example in the United States). Where that occurs, we take reasonable steps to ensure the recipient handles your personal information in line with Australian privacy law, including by using providers with appropriate security and privacy commitments.

7. How we protect it

• Our business systems require staff to sign in with approved business accounts, and access to personal and client information is limited to our team members who need it.
• Our website enquiry system transmits your details directly into our secure job management system.
• We use secure connections and access controls for our systems and stored documents.

We take reasonable steps to protect personal information from misuse, interference, loss, and unauthorised access, modification or disclosure. However, no method of transmission over the internet is completely secure, and we cannot guarantee absolute security.

8. How long we keep it

We keep personal information only as long as we need it for the purposes it was collected, and to meet our legal and professional record-keeping obligations (for example, surveyors must retain survey records, plans and documentation for extended periods, and documents lodged with registries are retained permanently by those authorities). When information is no longer required, we securely destroy or de-identify it.

9. Your rights and choices

• You can request access to the personal information we hold about you.
• You can ask us to correct information that is inaccurate, out of date, incomplete, irrelevant or misleading.
• You can ask us not to use certain contact methods (for example, ask us not to call a particular number).
• You can ask how we have used or disclosed your information.

To make a request or raise a privacy concern, contact us at quotes@5dsurveying.com.au or 1300 470 700. We aim to respond within a reasonable period.

10. Complaints

If you believe we have breached your privacy, you can complain to us using the contact details above. We will investigate and respond. If you are not satisfied with our response, you may complain to the Office of the Australian Information Commissioner (OAIC) at www.oaic.gov.au or 1300 363 992.

11. Website cookies and analytics

Our website may use standard cookies and analytics tools to understand how the site is used and to improve it (for example, which pages are visited). You can disable cookies in your browser settings; the website will continue to function for browsing and enquiries.

12. Changes to this policy

We may update this policy from time to time. The current version is always available on our website, and the effective date at the top shows when it was last updated.