1. Introduction

Dynamic Heating and Cooling is committed to providing quality services to you, and this policy outlines our ongoing obligations to you in respect of how we manage your personal information.

We have adopted the Australian Privacy Principles (APPs) contained in the Privacy Act 1988 (Cth) (the Privacy Act). The APPs govern the way in which we collect, use, disclose, store, secure and dispose of your personal information.

A copy of the Australian Privacy Principles may be obtained from the website of the Office of the Australian Information Commissioner (OAIC) at www.oaic.gov.au.

2. What is Personal Information and Why Do We Collect It?

Personal information is information or an opinion that identifies an individual. Examples of personal information we collect include names, addresses, email addresses, and phone numbers.

This personal information is obtained in many ways, including through bookings and correspondence by phone, email, or our website, from publicly available sources, from cookies, and from third parties. We don’t guarantee the content or privacy practices of any third-party websites linked from our own.

We collect your personal information for the primary purpose of providing our services to you, communicating with our clients, and marketing. We may also use your personal information for secondary purposes closely related to the primary purpose, in circumstances where you would reasonably expect such use or disclosure. You may unsubscribe from our mailing or marketing lists at any time by contacting us in writing.

Where appropriate and practicable, we will explain why we are collecting your information and how we plan to use it at the time of collection.

3. Sensitive Information

Sensitive information is defined in the Privacy Act to include information or opinion about matters such as an individual’s racial or ethnic origin, political opinions, religious or philosophical beliefs, trade union or professional body membership, criminal record, or health information.

Sensitive information will only be used by us:

• For the primary purpose for which it was obtained;
• For a secondary purpose directly related to the primary purpose; or
• With your consent, or where required or authorised by law.

4. Third Parties and Service Providers

Where reasonable and practicable, we collect your personal information only from you. In some circumstances we may be provided with information by third parties, in which case we will take reasonable steps to ensure you are made aware of this.

We use a number of third-party service providers to help operate our business, including for scheduling, invoicing, SMS/email communication, and customer relationship management. These providers may store or process data outside Australia. Where your personal information may be disclosed to an overseas recipient, we will take reasonable steps to ensure that recipient handles it consistently with the Australian Privacy Principles, and will identify the likely destination country where practicable, on request.

5. Disclosure of Personal Information

Your personal information may be disclosed in a number of circumstances, including:

• To third parties where you consent to the use or disclosure;
• To service providers who assist us in operating our business (see Section 4); and
• Where required or authorised by law.

6. Security of Personal Information

Your personal information is stored in a manner that reasonably protects it from misuse, loss, and unauthorised access, modification, 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. Most personal information is stored in client files, which we retain for a minimum of 7 years, consistent with standard record-keeping practice for trade and taxation purposes.

7. Data Breach Response

In the event of a data breach that is likely to result in serious harm to an individual whose personal information we hold, we will act in accordance with the Notifiable Data Breaches scheme under the Privacy Act. This includes assessing the breach, taking steps to contain and remediate it, and notifying affected individuals and the OAIC where required.

8. Cookies and Website Tracking

Our website may use cookies and similar tracking technologies, including third-party tools such as website analytics and advertising pixels, to help us understand how our site is used and to support our marketing. You can control or disable cookies through your browser settings; note that some parts of our website may not function as intended if cookies are disabled.

9. Access to Your Personal Information

You may access the personal information we hold about you and update or correct it, subject to certain exceptions. To request access, please contact us in writing.

We will not charge a fee for your access request but may charge a reasonable administrative fee for providing a copy of your personal information. We may require identification from you before releasing the requested information.

10. Maintaining the Quality of Your Personal Information

It is important to us that your personal information is accurate, complete, and up to date. If you find that the information we hold is inaccurate or outdated, please let us know as soon as practicable so we can update our records.

11. Policy Updates

This policy may change from time to time and the current version will always be available on our website.

12. Privacy Complaints and Enquiries

If you have any queries or complaints about this Privacy Statement or how we have handled your personal information, please contact us at:

Dynamic Heating and Cooling
Privacy Compliance Officer
PO Box 1308, Kensington VIC 3031

Email: info@dynamicservices.com.au

If you are not satisfied with our response, you may lodge a complaint with the Office of the Australian Information