Privacy Policy for Elec-Trix Contractors Pty Ltd trading as Teoma Group, All Trenching & Boring Services and Air Four Air Conditioning and Mechanical Services

In this Privacy Policy, “we” and “us” refer to Elec-Trix Contractors Pty Ltd trading as Teoma Group, All Trenching & Boring Services and Air Four Air Conditioning and Mechanical Services, and “our” has a similar meaning. Your privacy is important to us. This Privacy Policy sets out principles that apply to any personal information we collect about you, from you, or from other sources. We do not sell or disclose your personal information to others for the purpose of allowing them to directly market their products and services.

1. Personal Information We Collect and Hold

Depending on the services you require, the kinds of personal information we collect and hold include:

• Name
• Address
• Email address
• Phone number
• Payment details (if applicable)
• Details related to services requested
• Vehicle information (if applicable)
• Insurance and insurance claim details (if applicable)
• Employment application details (if you apply for a position with us), which may include your name, address, contact details, employment history, educational details, date of birth, tax information, bank and superannuation details, references, emergency contacts, medical history, and other screening tests or assessments.

You are not obliged to give us your personal information and may choose to deal with us anonymously or using a pseudonym. However, this may limit the services we can provide.

 2. How We Collect and Hold Personal Information

We generally collect your personal information directly from you via our website, phone, in correspondence (whether by letter, fax, or email), or in-person interactions. We may also collect personal information from third parties with your consent, such as:

• Insurers or brokers (if you are claiming through your insurance)
• Fleet or leased vehicle providers
• Publicly available registers (e.g., ASIC)
• Employment agencies or publicly available online sources (e.g., LinkedIn) if you are applying for a position with us

We may also collect personal information from other persons, such as an insurer or a family member, who provides us with information on your behalf. We hold personal information electronically or on paper, and reasonable security measures are taken to safeguard it from unauthorized access, misuse, or disclosure.

3. The Purposes for Which We Collect, Hold, Use, and Disclose Personal Information

We collect, hold, use, and disclose personal information reasonably necessary to:

• Facilitate our dealings with you Communicate with you
• Provide, maintain, and improve our products and services, including quality assurance and training
• Manage billing and administrative tasks
• Conduct checks for setting up accounts or engaging as a supplier
• Coordinate with subcontractors or contractors for service delivery
• Investigate and manage complaints
• Assess your suitability if you are applying for a position with us
• Administer and manage statutory guarantees or additional warranties’
• Manage IT infrastructure, databases, or website maintenance purposes

We may also use or disclose personal information to send reminders, promotions, or marketing materials if you have agreed to receive them. You may unsubscribe at any time.

4. Disclosure of Personal Information

Your Personal Information may be disclosed in circumstances including the following:

Where required or authorized by law.
The personal information we collect is accessed by internal team members who require it to perform their duties. It may also be shared with contractors or third-party service providers who assist in delivering our services. We do not disclose personal information to third parties for marketing purposes. We may disclose some data to overseas recipients, such as backup facilities in New Zealand and service providers in Europe and the US who assist in providing our services, such as customer satisfaction surveys or email automation.

5. Data Storage and Security

We store personal information securely using:

• Third-party software We use platforms such as Simpro for operational purposes.
• External Servers used by our hosting providers and cloud-based storage

We are committed to ensuring that personal information is kept secure and take reasonable steps to protect it from misuse, unauthorized access, or disclosure. When your Personal Information is no longer needed for the purpose for which it was obtained, we will take reasonable steps to destroy or permanently de-identify it. However, most of the Personal Information is or will be stored in client files, which will be kept by us for a minimum of 7 years.

6. Access and Correction

Clients have the right to request access to the personal information we hold about them or to request corrections if the information is inaccurate. Requests for access or changes can be made by contacting our team directly via email or phone. Elec-Trix Contractors Pty Ltd will not charge any fee for your access request, but may charge an administrative fee for providing a copy of your Personal Information. In order to protect your Personal Information, we will require identification from you before releasing the requested information.

 7. Tracking Technologies

We use tracking pixels provided by Google, Meta, and other similar platforms to understand the effectiveness of our advertising campaigns. This information helps us improve our website and provide a better experience for users. The data collected by GA4  may include anonymized details such as IP addresses, browser types, and referring pages.

 8. Complaints Handling

If you believe that your personal information has been mishandled or if you have any concerns regarding our privacy practices, you can lodge a complaint by contacting our HR team. We take all complaints seriously and aim to respond promptly in accordance with Australian law. We will acknowledge your complaint promptly and attempt to resolve your concerns.

9. Maintaining the Quality of Your Personal Information

It is important to us that your Personal Information is up to date. We will take reasonable steps to make sure that your Personal Information is accurate, complete, and up-to-date. If you find that the information we have is not up to date or is inaccurate, please advise us as soon as practicable so we can update our records and ensure we can continue to provide quality services to you.

 10. Policy Updates

This privacy policy may be updated from time to time to reflect changes in our practices or compliance with Australian privacy laws. We review our policy regularly to ensure ongoing compliance with the Privacy Act 1988 and relevant Victorian regulations. Any changes to this policy will be communicated via updates to our website.

11. Contact Us

For any questions or concerns regarding this privacy policy, or if you wish to make a request related to your personal information, please contact us at:

Elec-Trix Contractors Pty Ltd
Contact@teoma.au
Phone – 03 8790 4943

 12. Where This Policy Does Not Apply

This Privacy Policy does not apply to our acts and practices relating directly to employee records of our current and former employees. It also does not apply to information collected by third parties on our behalf where that information is collected, stored, and used by that third party.

13. Other Information

Third-Party Websites: Our website may contain links to third-party websites. We are not responsible for the privacy practices of these websites, and we advise you to read their privacy statements.
Changes to This Policy: If we make changes to  this Privacy Policy, we will update this page. Please read this Privacy Policy Carefully