Privacy Policy

Presence Property Maintenance ("we", "us", "our", ABN 89 940 216 052) respects your privacy. This policy explains what personal information we collect, how we use it, and how we protect it, in line with the Australian Privacy Principles (APPs) under the Privacy Act 1988 (Cth).

1. Information we collect

We collect personal information you provide directly to us, including through our website contact form, by phone, or by email. This may include:

• Your name, phone number and email address
• Property address and details of the maintenance work requested
• The nature of your enquiry (e.g. NDIS home modification, aged care maintenance, property management, commercial maintenance)
• Your preferred timeframe for the work
• Any other information you choose to include in your enquiry

Where a support coordinator, case manager or property manager submits an enquiry on behalf of a participant, tenant or client, we may also collect that person's name and contact details for the purpose of scheduling and completing the job.

2. How we collect information

We collect personal information when you submit an enquiry through our website contact form (processed via our form provider, Formspree), when you call or email us directly, or when a referral partner (such as an NDIS support coordinator or aged care case manager) provides your details to arrange a job on your behalf.

3. How we use your information

We use personal information to:

• Respond to enquiries and provide quotes
• Schedule, coordinate and complete maintenance jobs
• Send job status updates (e.g. booking confirmations, "on the way" notifications, completion notices) via SMS and email through our job management platform, ServiceM8
• Issue invoices and process payments
• Prepare claim-ready documentation for NDIS participants and their plan managers, where applicable
• Maintain job records, including before-and-after photographs, for quality assurance and warranty purposes

We do not use your personal information for direct marketing without your consent, and we do not sell your personal information to third parties.

4. Who we share information with

We may disclose personal information to trusted service providers who help us operate our business, including:

• Formspree — to process website contact form submissions
• ServiceM8 — for job scheduling and automated SMS/email updates
• Xero (and previously QuickBooks) — for invoicing and accounting
• Google Workspace — for business email
• Licensed subcontractors engaged to complete certified works (e.g. plumbing, electrical), where necessary to carry out the job

These providers only receive the information needed to perform their function and are not authorised to use it for any other purpose. We do not disclose personal information to overseas recipients except where a third-party service provider listed above stores or processes data outside Australia as part of its standard operations.

5. Data security

We take reasonable steps to protect the personal information we hold from misuse, interference, loss, and unauthorised access, modification or disclosure. Job and financial records are retained for at least 7 years in line with standard business and NDIS record-keeping requirements, after which they are securely deleted or de-identified where no longer required.

6. Cookies and website analytics

Our website loads fonts from Google Fonts and is verified with Google Search Console. We do not use advertising trackers or sell browsing data. If this changes, this policy will be updated accordingly.

7. Access and correction

You may request access to the personal information we hold about you, or ask us to correct it if it is inaccurate, out of date or incomplete. To make a request, contact us using the details below.

8. Complaints

If you believe we have mishandled your personal information, please contact us first so we can address your concern. If you're not satisfied with our response, you may lodge a complaint with the Office of the Australian Information Commissioner (OAIC) at oaic.gov.au.

9. Changes to this policy

We may update this policy from time to time to reflect changes in our practices or legal obligations. The current version will always be available on this page.

10. Contact us

Presence Property Maintenance
ABN: 89 940 216 052
Email: admin@presencepm.com.au
Phone: 0412 501 980
Service area: Melbourne Eastern Suburbs, VIC, Australia