Privacy Policy

Introduction

Pine Cleaning Co. (“we”, “us”, or “our”) is a professional cleaning service provider operating across a range of sectors, including commercial offices, medical facilities, Strata properties, aged care residences, commercial kitchens, construction sites, retail environments, fitness centres, restaurants, and carpeted premises. We also provide cleaning services funded through the National Disability Insurance Scheme (NDIS). Our mission is to deliver reliable, hygienic, and tailored cleaning solutions for Australian businesses and institutions.

This Privacy Policy explains how we collect, use, disclose, store, and protect your personal data when you interact with us—whether through our website, by phone, via email, or in person. It also outlines your legal rights regarding the data we collect, including how you can access, correct, or request the deletion or transfer of your information.

We are committed to complying with all applicable privacy laws, including the Privacy Act 1988 (Cth) and the Australian Privacy Principles (APPs). Where applicable, we also align with international frameworks such as the General Data Protection Regulation (GDPR) and the California Consumer Privacy Act (CCPA) when handling data from international clients or partners.

How We Collect and Use Personal Data

We collect personal data directly from you when you engage our services, request a quote, submit an enquiry, subscribe to updates, or communicate with our staff. The information we collect may include your full name, phone number, email address, business or service location address, ABN (if applicable), and payment details.

We may also collect information about your interactions with our website through cookies and third-party analytics tools (such as Google Analytics). This helps us monitor website traffic, measure user engagement, and enhance your browsing experience. Where required, cookie usage is disclosed via banners, and users can opt out by managing their browser settings.

We use your data to provide cleaning services, manage appointments, process payments, send service updates, deliver customer support, maintain business records, manage employment or contracting arrangements, and analyse our operations to improve efficiency.

Disclosure and Third-Party Data Sharing

We may share your personal information with trusted third-party providers who support our business functions. These may include IT support providers, cloud-based platforms (e.g., Microsoft 365, AWS), secure payment processors, accounting systems (e.g., Xero), marketing services, and subcontracted cleaning professionals.

Where these third parties are located outside of Australia—including in the United States, the United Kingdom, or Singapore—we ensure that they adhere to privacy obligations that are equivalent to or exceed the protections of Australian law. All providers are contractually required to handle data in accordance with this Privacy Policy and relevant privacy legislation.

We do not sell, rent, or trade your personal data. In rare instances, we may be required to disclose information to regulators, courts, or law enforcement when legally obligated to do so.

Your Rights and How to Exercise Them

Under the Australian Privacy Act, GDPR, and other relevant laws, you have several rights relating to your personal information. These include:

You have the right to request a copy of the personal information we hold about you. If you believe that any of this information is inaccurate or outdated, you may ask us to update it. You may also request the deletion of your personal data unless we are legally required to retain it. If requested, we can provide your data in a structured, machine-readable format for portability.

You also have the right to request that we restrict the processing of your data, or object to how it is used, particularly for profiling or direct marketing purposes. While we do not engage in automated decision-making, we acknowledge this right where applicable.

To exercise any of these rights, please contact us at the details provided in the Contact Us section below. We aim to respond to all valid privacy requests within 30 days.

Data Security and Protection Measures

We take data protection seriously and implement industry-standard safeguards to secure your personal information from unauthorised access, loss, misuse, or disclosure.

All data transmitted to or from our systems is encrypted using TLS/SSL protocols. Personal data stored on our systems is encrypted at rest using AES-256 encryption, and our cloud infrastructure employs firewalls, access controls, audit logs, and intrusion detection. Where applicable, multi-factor authentication (MFA) is used for administrative access to systems.

We maintain regular system updates, conduct internal audits, vulnerability scans, and provide staff with privacy training. All data is stored in facilities that meet Australian cybersecurity standards, and our third-party providers are required to meet equivalent levels of security.

International Data Transfers

Some of the systems and services we use to store or process personal data may be located outside of Australia, including servers in the United States, Europe, and Asia. These include major cloud platforms such as Microsoft Azure, Amazon Web Services (AWS), and Xero.

Where international transfers occur, we rely on standard contractual clauses, data processing agreements, or ensure that the recipient is certified under recognised privacy frameworks such as the EU-U.S. Data Privacy Framework.

By interacting with Pine Cleaning Co, you consent to the international transfer of your personal data under these safeguards.

Data Retention Policy

We retain personal information only for as long as necessary to deliver our services and comply with legal, financial, and administrative obligations.

For instance:

• Financial records and client invoices are retained for at least seven (7) years in line with Australian Taxation Office (ATO) requirements.
• Personal data submitted through general enquiries or marketing opt-ins is retained for up to 24 months unless a service relationship is established.
• Employee and contractor data is retained for the duration of the engagement and a minimum of seven (7) years post-employment, in accordance with employment laws.

Data is securely deleted or anonymized once the retention period ends and no legal or business requirement applies.

Privacy Considerations for Minors

Our services are not intended for individuals under the age of 18. We do not knowingly collect or process personal information from minors.

However, as part of our NDIS and aged care services, we may work in environments where children or other vulnerable individuals are present. In such cases, we apply heightened privacy protections and ensure that we do not collect identifiable data without appropriate legal consent. If we discover that we have inadvertently collected data from a minor, we will delete it promptly.

Changes to This Privacy Policy

We may update this Privacy Policy periodically to reflect legal, technological, or operational changes. The most recent version will always be available on our website, and the effective date will be clearly noted at the top.

If substantial changes are made, we will notify you by email or via our website before they take effect, where appropriate.

Contact Us

If you have any questions, concerns, or complaints about this Privacy Policy or how your personal data is handled, please contact us using the details below:

Pine Cleaning Co
📧 Email: admin@pinecleaningco.com.au
📞 Phone: +61 2 8188 1761

We treat privacy matters seriously and aim to resolve all complaints fairly and transparently