Privacy Policy

This Privacy Policy explains how Guarda Systems collects, uses, stores, and protects your personal information when you visit our website or engage with our team. You deserve clarity about what data we collect, why we collect it, how long we keep it, and the choices you have. By using our website or providing personal information to us, you agree to the practices set out in this Policy. If anything is unclear, you can contact us and we will explain it in plain English.

Who we are and how to contact us

Guarda Systems supplies products and services to industrial and commercial clients. You can contact us through the website contact form or by writing to our head office. If you have a question about this Policy, or you want to exercise a privacy right, ask for the Chief Operating Officer and include your name, contact details, and a short description of your request.

The information we collect

You share personal information with us when you complete a contact form, request a quotation, subscribe to updates, speak with our team, or purchase products and services. We also collect certain information automatically when you visit our website.

Information you provide to us

You may provide the following information when you interact with us:
Your name and contact details.
Company name, job title, and work contact details.
Project details and technical requirements when you request a quote.
Billing details and purchase information when you place an order.
Any information you include in messages you send to us.

We only ask for information that helps us respond to your enquiry, prepare a quotation, supply products and services, and provide after sales support. Where a form is marked as required, you need to complete those fields so that we can answer your inquiry properly.

Information we collect automatically

When you visit our website, we collect limited technical information to help us understand how the site is used and to keep the platform secure. This may include pages viewed, time on page, referring websites, approximate location, device and browser type, and similar diagnostic data. We use this information in aggregate to improve content, user experience, and site performance. We do not try to identify you from this information unless we need to investigate security issues or we are required to do so by law.

Cookies and similar technologies

Cookies are small files placed on your device to make websites work and to remember certain settings. We use essential cookies that keep the site functioning and preference cookies that remember your choices. We may also use analytics cookies to understand site performance. You can control cookies through your browser settings. If you block cookies, some features may not work as intended.

How we use your information

We use your personal information for purposes that are connected to your relationship with us and to legitimate business interests. That includes:
Responding to your enquiry and providing quotations.
Setting up your customer account and fulfilling orders.
Providing installation, commissioning, training, and after sales support where applicable.
Sending administrative information such as order confirmations, delivery updates, and invoices.
Improving our products, services, and website through analytics and customer feedback.
Maintaining security, detecting fraud, and complying with legal obligations.
Managing our records and internal reporting.

We do not sell your personal information. We do not publish or disclose your personal information for marketing by third parties.

Legal bases for processing

We rely on different grounds depending on the activity. For example, we process your information to perform a contract with you, to take steps at your request before entering a contract, to comply with legal obligations such as tax records, and for legitimate interests such as running and improving our business. Where we rely on consent, you can withdraw it at any time using the contact details in this Policy.

How we share information

We share personal information only when it is necessary for the purposes described in this Policy.
Service providers who support our operations, for example information technology, secure data hosting, email delivery, couriers, and field service partners.
Professional advisers such as insurers, accountants, and lawyers.
Government bodies and regulators where the law requires disclosure or where we need to protect our rights or the safety of others.
Potential buyers and their advisers in connection with a merger, acquisition, or other corporate transaction, under appropriate confidentiality safeguards.

We require every recipient to protect personal information and to use it only for the purpose we disclose. We do not permit unauthorised use.

International transfers

If we transfer personal information to another country, we take steps to ensure appropriate safeguards are in place. These may include contractual protections and controls that give you a similar level of protection to that required under Australian law. If you want more detail about transfers that relate to your data, contact us and we will provide a clear explanation.

Retention and deletion

We keep personal information only for as long as we need it for the purposes described in this Policy. Retention periods vary depending on the type of record, our contractual obligations, and legal requirements such as tax and warranty laws. When information is no longer needed, we delete it securely or de-identify it.

Security

We use technical and organisational measures to keep your information secure. These measures include access controls, encryption in transit where appropriate, secure networks, and staff training. We review our security settings and permissions to minimise unauthorised access. No system can be perfectly secure, though we take reasonable steps to reduce risk and to detect and respond to incidents quickly. If we become aware of a data breach that is likely to cause serious harm, we will assess it promptly and notify you and the relevant regulator where the law requires.

Your privacy choices and rights

You have choices about how we use your information.

You can choose not to provide certain information, although this may limit our ability to respond or to supply products and services.

You can adjust your browser settings to control cookies. Essential cookies cannot be disabled, as they are required to make the site function.

You can unsubscribe from non essential communications at any time by using the link in the message or by contacting us.

You can make a request to access or correct your personal information. We will respond within a reasonable period and provide access unless an exemption applies. If we cannot meet your request, we will explain why.

Where the law gives you additional rights, such as the right to object to certain processing, to restrict processing, or to request deletion, you can exercise those rights by contacting us. We will honour those rights in line with the laws that apply to you.

Process for privacy requests

Here is how we handle a privacy request from start to finish so you know what to expect.

You contact us with your request. Tell us whether you want access to information, correction of information, deletion where permitted, or a change to your communication preferences.

We acknowledge your request and may ask you to verify your identity so that we protect your information from unauthorised disclosure.

We locate the relevant records and assess your request against legal and contractual obligations. If we need more details to find the right records, we will ask.

We provide our response in writing. If we grant access, we will explain how the information will be provided. If we need to refuse any part of a request, we will give reasons and tell you how to complain if you are unhappy with the outcome.

We complete any agreed actions and close the request. If you have follow up questions, you can contact us and we will assist.

Pricing and fees for requests

You do not pay a fee to make a privacy request or to update your communication preferences. For access and copy requests, we may charge a reasonable fee to cover administrative costs where permitted by law. If a fee applies, we will tell you before we proceed so that you can decide whether to continue. We never charge a fee to correct inaccurate information.

Children

Our website and services are designed for business use. We do not knowingly collect personal information from children. If you believe a child has provided personal information to us, please contact us so that we can delete it.

Links to other sites

Our website may include links to external sites that we do not operate. If you follow a link, the other site’s privacy practices will apply. You should review the privacy policy on any site you visit, as we do not control third party content or policies.

Changes to this Policy

We may update this Policy to reflect changes in our products, services, technology, or legal requirements. The effective date at the top shows when it was last updated. If the changes are material, we will take reasonable steps to let you know.

How we demonstrate experience, expertise, authority, and trust

You expect more than promises. You want proof that your information is handled with care. Here is how we show that in practice.

Experience. We handle customer information every day across sales, delivery, and after sales support. Our team follows documented procedures for data collection, access control, retention, and secure disposal. We carry out regular reviews to keep those procedures current.

Expertise. Our staff receive training on privacy obligations, safe handling of customer information, and incident response. We use recognised frameworks for risk assessment and service continuity so that privacy is built into our operations.

Authority. We align our practices with the Privacy Act and the Australian Privacy Principles. Where international transfers occur, we work with reputable providers that apply strong safeguards.

Trust. We explain what we collect and why. We give you choices. We respond to requests quickly, and we fix mistakes when they occur. If there is ever an issue, we own it, we investigate it, and we let you know what we have done to prevent it from happening again.

How to complain

If you have a concern about how we have handled your information, contact us first and we will try to resolve it. Tell us what the issue is and what outcome you are seeking. We take complaints seriously and we aim to respond within a reasonable period. If you are not satisfied with our response, you may be able to raise the matter with the Office of the Australian Information Commissioner or with another relevant regulator. We will provide guidance on the correct next step based on your location and the nature of the issue.

Your consent

By using our website and services, you consent to the collection and use of information as described in this Policy. If we make changes, we will update the effective date and, where appropriate, we will notify you. If you do not agree with this Policy, you should not use the website and you should contact us to discuss your options.