quality and disclosure of your personal information
At Ecotect-Architects we understand your personal information is
important and should be protected. In line with national privacy
principles, this policy outlines the type of information we collect
from you when you use our services and visit our websites; how we
may use this personal information; whether we disclose it to anyone
else; and the choices you have in regard to our accessing and
correcting this information.
According to the Privacy Act 1988, privacy refers to personal
information that identifies you or could identify you. Examples
include your name or address, bank account details, photos, videos,
medical records, proof of land ownership and content about what you
like, your opinions and where you work - basically, any information
that reasonably identifies you.
This policy applies only to Wise Earth Pty Ltd and its trading
entities which include Ecotect-Architects, Solar-e and Climate
Sensible Designs. For the purpose of this document, we have used
the trading name Ecotect-Architects.
Ecotect-Architects is committed to and adheres to the National
Privacy Principles (NPPs) of the Privacy Act 1988 and guidelines as
endorsed by the Office of the Federal Privacy Commissioner. These
principles are designed to protect all personal information
collected from our clients.
The ten sections in this policy adhere to the ten NPPs as per
the Act. These are:
- Use and Disclosure
- Data Quality
- Data Security
- Access and Correction
- Transborder Data Flows; and
- Sensitive Information
How we Collect your Information and what Type of Information we
As part of the services Ecotect-Architects delivers, we collect
and retain information about you.
- We shall inform you of what personal information we shall
collect from you and why. This will include your name, contact
details, and addresses of land and / or property pertaining to the
job we are doing for you.
- We need to collect a certain amount of information from you to
ensure we properly undertake the job you require us to do. A copy
of your rates' notice and / or a certificate of title are
examples of information we may require from you.
- This collection of information may take place when you meet our
architects, speak with them over the phone or contact them via the
- We do not collect information about you that is not directly
related to the services we provide - unless you specifically
request that we store this information.
- We only collect personal information by using lawful and fair
- We do not collect information about you in an unreasonably
- If we receive information about you from another person or
organisation, we shall take all reasonable steps to inform you of
how we received this information.
- We are aware your personal details can change. We, therefore,
take reasonable steps to keep the personal information we hold
about you current. When making changes we shall endeavour to amend
our records, both hard and electronic files.
2. Use and Disclosure
How we use your Information
- At Ecotect-Architects we are committed to keeping and treating
all information as confidential.
- The only people who have access to your records include your
architect/s, the director of Ectotect-Architects and the company
- Every member of staff at Ecotect-Architects is bound by an oath
of confidentiality and, whether it is the receptionist or an
architect, you can be assured of the same level of care with your
- We only collect information that is necessary and pertinent to
- At no time do we use your information for a secondary purpose
that is unrelated to the main purpose of why we have collected
information from you and about you.
- Should a time arise when we may want to contact you in future
for a purpose other than the primary purpose yet for a reason
related to the primary purpose, we shall adhere to professional and
ethical protocol. For example, we may seek feedback from you in
regard to our service delivery and standards.
- In line with requirements set out in the Privacy Act we are
aware that at any time you may request we delete your details from
our system following any direct marketing campaigns or other
- If a situation arises where the release of information about
you has been requested by a third party, we shall contact you
before we release anything. An example would be if another client
is interested in viewing rough drawings of your house plans. We do
not release your working drawings at any time without your
- We do not disclose personal information that you may give us,
such as your name, address, email address or telephone number, to
any organisation or person outside Ecotect-Architects unless you
have authorised us to do so.
- Under no circumstances will Ecotect-Architects sell or receive
payment for licensing or disclosing your personal information.
- Whenever it appears that we might need to breach
confidentiality, we follow a set procedure to ensure our architects
act with due care and responsibility. For example, if architects
are concerned about a matter they discuss it with the director.
Where needed, a special review committee is set up to consider all
aspects of the situations before formal action is taken. As deemed
appropriate, you will be advised of our concerns and, in most
cases, be told of our decision/s in advance.
- There may be times when Ecotect-Architects is legally bound to
disclose personal information to appropriate authorities. In these
instances, every effort will be made to advise you before
information is released. You have a right to know when we may
choose or be compelled to disclose personal information about you.
The situation is not simple and the limits of confidentiality are
complex; nonetheless, if you have any concerns after reading this
policy, please ask your architect to clarify it for you.
- In cases where we have been summonsed to give evidence in
Court, we shall use what protections there are in law to limit what
is attested to. In other instances, Ecotect-Architects may be able
to provide a copy of your report or extracts to you for use in a
court of law, but this could entail a cost. Please speak with your
Ecotect-Architect architect for more information.
Quality of your Information
Ecotect-Architects is committed to providing quality data.
- We provide professional quality services to clients and store
information and data in a safe and proper location. This includes
the documentation of quality data and information.
- As part of this commitment to you, we take reasonable steps to
ensure the personal information we collect about you and from you
is accurate, complete and up-to-date.
4. Data Security
Security of your Personal Information
At Ecotect-Architects we go to considerable lengths to ensure
your records are secure.
- These may be notes and drawings made by an architect; a letter
or document you sent us; or some electronic records such as
photos/plans/shire records and documents on computer discs.
- We have systems to protect your information and only authorised
persons have access to your files and drawings.
- We go to great lengths to ensure records are kept in a secure
manner and available only to those who are authorised to access
- We understand it is important to keep your personal information
safe and secure from unauthorised access, modification or
disclosure and also against misuse and loss. The steps we take are
proportionate to the sensitivity of the information we hold.
Methods include checking that all personal information has been
removed from computers before we sell them, installing firewalls,
cookie removers and anti-virus scanners on work IT systems, keeping
hard copy files in properly secured cabinets, training staff in
privacy procedures and allowing file access to staff on a 'need to
know' basis only.
- We regularly monitor our information handling practices to
ensure they are secure.
- We take reasonable steps to destroy or permanently de-identify
personal information when it is no longer needed for the purpose
for which the information was collected.
- While every effort is taken to ensure our website remains
secure, be aware there may be interactive features on the website
to which you may contribute. When interacting with us online, we
suggest you use your discretion and exercise caution when providing
personal information. Note that whenever you post personal
information in publicly accessible places, such as in chat rooms or
blog sites, this information becomes available to anyone with
access to the internet. This information can be collected and used
by others. If you post personal information online that is
accessible to the public, you may receive unsolicited messages from
other parties in return. We recommend you refrain from posting
information you do not want seen in public areas. For example, when
participating in a forum or chat room, your name will appear. We
recommend when registering online and using our website/s you do
not use your real name, but a pen name or pseudonym. You must not
intentionally use the name of another living person. Ultimately,
you are responsible for maintaining the secrecy of your passwords
and/or any personal information. Be responsible whenever you are
online. Your IP address is also recorded when uploading messages to
Open, Honest and Transparent Communications and
At Ecotect-Architects we are committed to remaining open, honest
and transparent in all transactions and communications.
- At the commencement of your first meeting with us your
architect will explain our privacy commitments and exclusions to
- It is important to us that you are aware of your right to
- As per Commonwealth legislation we are required to express and
document our information collection procedures. This document
complies with necessary legislation.
- We take reasonable steps to inform you of the type and sort of
personal information we store about you, the purpose for which we
collect, use and store this information and to whom we disclose
- At times we may decide or be compelled to release your personal
information. Some of these instances are when we are compelled by
law due to a legal dispute. However, at all times we shall inform
you as practically and as soon as possible of a request for
information about you from an external source.
- Everything we learn about you will be kept confidential, but
only within the limits of professional practice and legal
- After five years we cull records that are no longer required
unless you have specifically requested we retain information about
you or relating to you, such as drawings. This elimination process
includes shredding and pulping hard copy documents and securely
deleting electronic records and files from our computer systems to
ensure it cannot be retrieved.
6. Access and Correction
Accessing and Correcting your Information
You may request access to any personal information we hold about
you. This requirement is in line with the National Privacy
- You have the right to check the records we hold on you.
- If you wish to check your records, please contact
Ecotect-Architects' privacy officer.
- We will need to identify you and to check whether the
information is available separately or in a combined way with
another party (e.g., records for more than one member of a family /
government department). We need to ensure any other party has given
consent and they have been properly identified before we release
information to you. An example could comprise a conflict with a
local council or a marital separation. Where the other party
refuses to have information about them released to you we may need
to carefully extract just those parts of the record that refer
solely to you. Therefore, you can only see what other people have
said about you on your file if they have been properly identified
and given their consent in writing. Otherwise, you will only be
able to see information about you.
- We are aware we have a duty to provide you with access to your
- At all times we shall remain as open as possible and provide
you with access to your personal information.
- If you believe information we have is incorrect we shall amend
it if we consider it appropriate or we may simply note your concern
and provide you with a reason why we consider that the record
should not be altered. We will also note on the record your
objection and what you consider is the correct record.
- We are mindful there are some limitations under the Freedom of
Information Act 1988 (Cth) which provides some grounds for denying
- We shall try to meet your request within a reasonable period of
time. We may need up to 14 days to prepare the material and there
may be a charge for the service, but it will not be excessive.
- In general, detailed client records, including house plans, are
kept for five years and then destroyed. Records limited to name,
contact details and services utilised including dates of contact
may be kept longer. Some important records and documents may
be held indefinitely (e.g., drawings of heritage listed buildings).
Please understand that you cannot have your file, but you can
have access to it and can make copies.
Ecotect-Architects adheres to requirements in regard to
identifies as set out in the Privacy Act.
Anonymity as per the Privacy Act is understood by
- Wherever it is lawful and practicable, individuals have the
option of not identifying themselves when entering into
transactions with Ecotect-Architects.
- Individuals must; however, understand that the very nature of
most transactions with Ecotect-Architects entails a need to release
their personal details (e.g., contact details / proof of land
ownership/ shire rates / certificates of title)
9. Transborder Data
Transfer of Personal Information
Ecotect-Architects will only transfer personal information about
you to someone else in a foreign country if:
- You requested and consented to the transfer.
- The recipient of the information is subject to a law, binding
scheme or contract which effectively upholds principles for fair
handling of the information that are substantially similar to the
National Privacy Principles.
- The transfer is necessary for the performance of a contract
between the individual and the organisation, or for the
implementation of pre-contractual measures taken in response to the
- The transfer is necessary for the conclusion or performance of
a contract concluded in the interest of the individual between the
organisation and a third party.
- All of the following apply:
(a) the transfer is for
the benefit of the individual;
(b) it is impracticable
to obtain the consent of the individual to that transfer;
(c) if it were
practicable to obtain such consent, the individual would be likely
to give it; or
- We shall take reasonable steps to ensure the information
transferred will not be held, used or disclosed by the recipient of
the information in a manner that is inconsistent with the National
The collection of sensitive information may take place at
- We shall only collect sensitive information about you if you
have consented; or the collection is required by law; or the
collection is necessary to prevent or lessen a serious and imminent
threat to the life or health of any individual.
- We may also collect sensitive information about you for the
establishment, exercise or defence of a legal or equitable
If you would like more information about your privacy and access
to it, please ask your Ecotect-Architects' architect.
If you would like more information on the Privacy Act in
Australia, the following websites are useful:
If you feel aggrieved by anything Ecotect-Architects has done in
relation to your privacy place your concerns in writing and send
your letter marked 'private and confidential' to:
Mr Garry Baverstock, Director
PO Box 6113, Swanbourne WA 6010
If you are still dissatisfied
after you receive our reply you may appeal by writing to
GPO Box 5218
Sydney NSW 1042
Hotline: 1300 363
Tel: 02-9284 9800
Fax: 02-9284 9666