UV GUARD

Customer Privacy Policy

UV Guard Services Australia Pty Ltd (ABN 79 601 193 444, ACN 601 193 444), trading as UV Guard (we, us, our), is an Australian-owned supplier of ultraviolet disinfection systems, spare parts, design support and maintenance services. We are based at 18/7 Packard Avenue, Castle Hill NSW 2154.

This policy explains how we collect, hold, use and disclose personal information about customers, prospective customers, website visitors, and people who contact us. It is written to meet the Australian Privacy Principles (APPs) in the Privacy Act 1988 (Cth).

It applies to uvguard.com, our online store, phone and email enquiries, quotes, orders, installations, servicing, account trading, and our marketing (including email and social channels such as Instagram, Facebook and LinkedIn). It does not cover employee records, which are handled separately.

1. Who this policy covers

Retail, trade and commercial customers in Australia and overseas.
People who request a quote, spare part, site visit, UVT test or service call.
Account contacts at companies we supply.
Visitors to uvguard.com and people who interact with our ads or social pages.
Suppliers and contractors only to the extent we need their contact details to do business.

2. The information we collect

Identity and contact details

Name, job title, company, ABN where relevant, email, phone, billing address, delivery address and site address.

Transaction and service records

Quotes, orders, invoices, payment status (we do not store full card numbers; card payments are handled by our payment provider), delivery records, product serial numbers, system specifications, water-quality or UVT results you ask us to test, service reports, warranty claims and correspondence.

Account and credit information

If you apply for a trade account we may collect trading references, director or proprietor contact details, and information needed to assess credit. We do not collect credit-reporting-body information unless we tell you first.

Technical and site information

Flow rates, application details, drawings, photos of equipment, and access notes needed to specify, install or service a system. Please do not send us health information, tax file numbers or other sensitive information. We do not ask for it.

Website and device information

IP address, browser type, device type, pages viewed, referring site, and approximate location derived from IP. We collect this with cookies, log files and similar tools (see section 8).

Marketing preferences

Whether you have asked to receive product or service updates, and records of unsubscribe requests.

3. How we collect it

Directly from you, by phone, email, web form, online checkout, or in person.
From your employer or the company placing the order, where you are the nominated contact.
From installers, consultants or contractors acting for you.
Automatically when you use the website.
From publicly available sources (for example a company website or ABN lookup) where we need to confirm a business customer.

If we collect personal information from someone else, we will take reasonable steps to let you know, unless that is impractical or the law allows us not to.

4. Why we collect it

We collect personal information where it is reasonably necessary for our functions. Those purposes are:

Responding to enquiries and preparing quotes and specifications.
Taking and fulfilling orders, including payment, invoicing, freight and delivery.
Installing, commissioning, servicing and supporting UV systems, and managing warranties.
Running trade accounts and managing credit risk on commercial accounts.
Meeting legal duties, including tax, consumer-law and product-safety obligations.
Improving the website, products and service, and measuring marketing.
Sending product, service or technical information you have asked for, or that we are allowed to send under the Spam Act 2003 (Cth).
Detecting fraud and protecting our business and customers.

If you do not give us information we need for an order or service job, we may not be able to supply you.

5. Who we share it with

We do not sell personal information. We disclose it only where needed for the purposes above, including to:

Freight and courier companies, so goods can be delivered.
Payment processors and our bank, to take payment.
Our website and store platform (Shopify), email and CRM tools, and accounting software.
IT, hosting and analytics providers (including Google Analytics).
Installers, service technicians and specialist laboratories engaged for your job.
Manufacturers or suppliers, where a warranty, spare part or technical query requires it. Some of these businesses are in Europe, the United Kingdom, North America or New Zealand.
Our related operations in the United Kingdom and New Zealand, where an order or enquiry is handled by that office.
Professional advisers (accountants, insurers, lawyers) and regulators, courts or law-enforcement agencies where the law requires it or we need to protect our rights.

Overseas recipients may not be subject to the Privacy Act. Where we disclose personal information overseas we take reasonable steps to ensure the recipient handles it in a way consistent with the APPs, unless an exception applies (for example you consent, or the disclosure is required by law).

6. Direct marketing

We may email or message existing customers about products and services related to what they have bought or enquired about. You can opt out at any time by using the unsubscribe link, or by emailing [email protected]. We will action an opt-out within a reasonable period, and in any case as required by the Spam Act.

We do not use sensitive information for marketing. We may use de-identified or aggregated website data to measure campaigns.

7. Holding and securing information

We hold personal information in electronic systems (including our store, CRM and accounting platforms) and, where needed, in paper job files at our Castle Hill premises. Access is limited to staff and contractors who need it for their role.

We use reasonable technical and organisational safeguards, including access controls, password protection and reputable hosting providers. No method of transmission or storage is completely secure. If we have reasonable grounds to believe an eligible data breach has occurred, we will assess it and, where required, notify affected people and the Office of the Australian Information Commissioner (OAIC) under the Notifiable Data Breaches scheme.

We keep personal information only as long as we need it for the purpose we collected it, or as required by law (tax records are generally kept for at least five years). When it is no longer needed we delete it or de-identify it, unless the law requires us to keep it.

8. Cookies and the website

uvguard.com uses cookies and similar technologies to run the store (for example to remember a cart), keep the site secure, and understand how the site is used.

Strictly necessary cookies: required for checkout, login and security. The site may not work properly without them.
Analytics cookies: used to see which pages are used and to improve the site. You can opt out of Google Analytics at https://tools.google.com/dlpage/gaoptout.
Marketing cookies: may be set if we run ads (for example Meta or Google). You can control ad personalisation in your Facebook and Google ad settings.

Most browsers let you block or delete cookies. Blocking strictly necessary cookies may stop checkout from working. We do not currently respond to browser “Do Not Track” signals, because there is no agreed standard for doing so.

9. Access and correction

You can ask for access to the personal information we hold about you, and ask us to correct it if it is inaccurate, out of date, incomplete, irrelevant or misleading. Email [email protected]. We will respond within 30 days.

We may refuse access in limited cases allowed by the APPs (for example where giving access would unreasonably affect someone else’s privacy, or where the request is frivolous). If we refuse, we will tell you why, unless the law says we cannot, and how you can complain.

10. Complaints

If you think we have handled your personal information wrongly, contact us first at [email protected] or by post to the address below. We will acknowledge your complaint and aim to resolve it within 30 days.

If you are not satisfied, you can complain to the Office of the Australian Information Commissioner at oaic.gov.au or on 1300 363 992. We will not charge you for making a complaint to us.

11. Changes to this policy

We may update this policy to reflect changes in our practices or the law. The current version will be published at uvguard.com/privacy-policy, with the effective date at the top. Continued use of the site after an update does not, by itself, reduce your rights under the Privacy Act.

12. Contact

Privacy officer
UV Guard Services Australia Pty Ltd
18/7 Packard Avenue, Castle Hill NSW 2154
Email: [email protected]
Phone: +61 2 9631 4900 | 1300 052 052
Website: https://uvguard.com