Privacy policy

Draft prepared for legal review · Last updated 19 October 2026

In this document, “we” and “us” means SiteNotice Australia.

Draft for review: the legal entity name and ABN will appear here once they are entered in the business settings.

What we collect

• Contact details you give us: name, company, role, email, phone.
• Job information: property addresses, planning application details, the authority’s instructions, notice artwork and other documents you send.
• Site access information such as gate codes or key arrangements, which we store encrypted and show only to our staff who arrange and carry out the visit. Our website forms never keep these details in your browser.
• Photographs taken at the property as evidence of the work, with the time they were uploaded and, where the device provides it, location data. Photos can show the street, neighbouring properties, vehicles or people passing by; we take them to record the notice, not to identify anyone.
• Mailing lists you ask us to post letters to. These contain other people’s names and addresses; we use them only for that mail-out.
• Emails and messages you exchange with us, and notes of phone calls (we don’t record calls).
• Basic technical information when you use our website forms, such as IP address, to protect against spam and misuse.

Information from other people

Some information comes from someone other than you: a client may give us a site contact’s details, a council officer or neighbour may report a problem with a notice, or a client may send a mailing list. We use it only for the job it was given for. If you give us someone else’s details, please let them know.

Dealing with us anonymously

You can ask general questions without identifying yourself. To quote, carry out or invoice a job, or to follow up a report, we need your name and a way to contact you.

How we use it

To respond to your enquiry, quote and carry out the work, provide evidence reports, invoice you, handle complaints, keep accurate business records and meet our legal obligations.

We send marketing emails only with your consent — express consent, or consent that can reasonably be inferred under the Spam Act 2003. Every marketing email identifies us and has a working unsubscribe link. Unsubscribing does not stop emails about your jobs.

Who we share it with

Our staff and contractors who carry out your job, printers and mail houses where you ask for those services, and the companies that host our systems. We don’t sell personal information. If a council officer or neighbour reports a problem with a notice, we may tell our client or the authority what was reported, but we won’t pass on the reporter’s contact details without asking them first. We share information with authorities only where the law requires it.

Information stored outside Australia

Our website, customer records, documents and photographs are hosted by Hostinger on a server located in India (Mumbai). Our business email is provided by Hostinger and may also be stored outside Australia. We will update this policy before we use any other overseas service provider, such as an email marketing service.

Storage and security

Access to our systems is limited by role, with two-factor authentication available for staff accounts, private (non-public) storage for documents and photos, and encrypted connections. Evidence photos are kept in their original form so their integrity can be checked. Links we email to evidence reports expire after 30 days; after that, clients can download reports from the client portal.

Cookies and your browser

Our website uses only the cookies it needs to work: a session cookie and a security cookie that protects forms. We don’t use advertising or analytics cookies. Long request forms keep a draft in your own browser so you don’t lose your work; it is cleared when you submit, and never includes files, access details or consent choices.

How long we keep it

We keep job records and evidence for as long as reasonably needed for the purpose and for our legal and record-keeping obligations (tax records for at least five years), then delete or de-identify them.

Access and correction

You can ask to see or correct the personal information we hold about you. We’ll respond within a reasonable time, generally within 30 days.

Questions or complaints

Contact us using the details on our contact page. Tell us what happened and how you would like it resolved; we’ll acknowledge your complaint and respond within a reasonable time, generally within 30 days. If you’re not satisfied with our response, you can contact the Office of the Australian Information Commissioner (oaic.gov.au).