1. About this policy

This policy explains how MILEHAM Constructions Pty Ltd (ABN 41 168 183 506), trading as MILEHAM Architects + Builders (“MILEHAM”, “we”, “us”), collects, uses, shares and protects personal information. It covers everything we do: our website and social media channels, enquiries, design and construction projects, and our dealings with suppliers, subcontractors and job applicants.

We handle personal information in line with the Privacy Act 1988 (Cth) and the Australian Privacy Principles (APPs).

2. What we collect

What we collect depends on how you deal with us.

Enquirers and clients. Your name, email address, phone number and postal address; the address of your property; the service you are interested in and your investment range; your brief, including how you live and what you want from your home; information about the property such as title details, surveys, existing plans and photographs; and our correspondence and meeting notes.

Contracts and approvals. The details needed for your building contract, Home Building Compensation Fund (HBCF) insurance and planning applications, such as the owners’ names as they appear on title and, where relevant, your lender’s details.

Payments. Invoice and payment records. We do not collect payment card details.

Website visitors and subscribers. Information about your device and how you use our website (see section 6), and your email address if you subscribe to our Resource Library.

Suppliers, subcontractors and consultants. Contact and business details, licences and insurances.

Job applicants. Your CV, qualifications, licences and referee details. Records of current and former employees are managed under our internal employment policies.

Sensitive information. We collect this only with your consent and where it is reasonably necessary – for example, if you tell us about health, mobility or accessibility needs so the design can respond to them.

Children. We do not collect information directly from children. Clients often tell us about family members so the home suits them, and we treat that information under this policy.

You can browse our website and make a general enquiry without identifying yourself. We cannot prepare a design, estimate or quote, or build, without knowing who you are and where the property is.

3. How we collect it

Most information comes directly from you: through our website forms, email, phone calls, meetings, onsite consultations and contracts. We also receive information from others, such as consultants you have engaged, councils and private certifiers, public property and planning records, people who refer you to us, and lead forms you submit on Facebook or Instagram. Some information is collected automatically when you use our website (section 6).

With your agreement, we may record and transcribe meetings and calls so we have an accurate record of your brief. We will always ask before recording.

4. How we use it

• To respond to your enquiry and prepare for your onsite consultation, design proposal, build cost estimates and building quote.
• To design, obtain approvals for, build and hand over your project, and to meet our warranty obligations.
• To manage contracts, invoices and payments.
• To meet our legal obligations, including under the Home Building Act 1989 (NSW), the Design and Building Practitioners Act 2020 (NSW), and tax and work health and safety laws.
• To send you updates and marketing (section 7), improve our website and services, and measure our advertising.
• To assess job applications and engage suppliers and subcontractors.

With your permission, we photograph completed projects and publish them, along with any testimonial you give us. We never publish your name or street address with project images.

5. Who we share it with

We share personal information only as needed for the purposes above, with:

• the consultants, subcontractors and suppliers working on your project, such as engineers, surveyors, planners and your private certifier;
• councils, NSW Fair Trading, the HBCF insurer, utility providers and other authorities involved in approvals and compliance;
• providers who run our systems, including customer relationship management, project management, client portal, accounting, email, cloud storage, website hosting, analytics and advertising (section 6);
• our professional advisers and insurers, and anyone you ask us to deal with, such as your lender;
• regulators, courts or law enforcement where the law requires or allows it; and
• a buyer of our business, under confidentiality, if the business is sold.

We do not sell personal information.

6. Website, analytics and advertising

Our website uses cookies and similar technologies, including the following:

Google Analytics: Measures visits, the pages viewed and where visitors came from. More information can be found at Google Analytics opt-out browser add-on.

Microsoft Clarity: Records how visitors move through, scroll and click on pages (session recordings and heatmaps) so we can improve the site. Text typed into forms is masked. See Microsoft Privacy Statement for more information.

Hubspot: Links website visits to enquiries in our customer relationship management system and sends our emails. See Hubspot Privacy Policy for more.

Meta Pixel and Conversions API: Measures whether our advertising works and shows our ads to people who have visited our website. Your Facebook and Instagram ad settings provide more information regarding how your accounts handle these.

You can block or delete cookies in your browser settings. The website will still work, although some features may not.

Advertising on Meta and Google. We may share the email addresses and phone numbers of enquirers and clients with Meta (Facebook and Instagram) and Google so we can show relevant advertising, reach people with similar interests and measure whether our ads work. Your details are converted into a coded form (hashed) before they are shared. The platform uses them to match existing accounts and discards anything it cannot match. To opt out, email info@mileham.com.au and we will remove your details from any list we share and exclude you from future uploads. You can also manage your ad preferences in your Facebook, Instagram and Google account settings.

7. Marketing

We send emails with project news, Resource Library articles and updates to people who have subscribed, and to enquirers and clients who would reasonably expect to hear from us. Every marketing email includes an automatic unsubscribe link. You can also ask us at any time to stop contacting you, or to tell you where we obtained your details. If you are a client, we will still send you messages about your project.

8. Information held or sent overseas

We hold client records in Australia where our providers allow it. Some of our providers store or process information overseas, mainly in the United States, and also in Ireland and other countries where they or their subcontractors operate. Before we use a provider, we take reasonable steps to ensure it handles personal information consistently with the APPs, generally through contract terms and a review of its privacy and security commitments.

9. Automated decisions and AI tools

We use automation in our systems, for example to route new enquiries and schedule follow-up emails. A person makes every decision that matters to you, including whether we take on a project, what we quote and the terms we offer. We do not use computer programs to make decisions that could reasonably be expected to significantly affect your rights or interests.

We use AI tools to help draft documents and summarise notes. We use business versions of these tools that do not use your information to train their models.

10. Security and retention

We protect personal information by limiting access to the people who need it, using multi-factor authentication and encrypted cloud services, and choosing reputable providers. No system is completely secure. If a data breach is likely to cause you serious harm, we will notify you and the Office of the Australian Information Commissioner (OAIC) under the Notifiable Data Breaches scheme.

We keep project records for as long as the law requires and for the period in which warranty or building claims can be made, which is generally up to 10 years after completion.

11. Accessing and correcting your information

You can ask to see the personal information we hold about you, or ask us to correct it, by emailing info@mileham.com.au. We will confirm your identity first and respond within 30 days. There is no charge to make a request. If providing access involves significant work, we may charge a reasonable fee and will tell you before we proceed. If we refuse a request, we will explain why in writing and tell you how to complain.

12. Complaints

If you have a concern about how we have handled your personal information, email our Privacy Officer at info@mileham.com.au. We will acknowledge your complaint within five working days and aim to resolve it within 30 days. If you are not satisfied with our response, you can complain to the OAIC at oaic.gov.au or on 1300 363 992.

13. Changes to this policy

We review this policy at least once a year and whenever our practices change. The current version is always published on this page, with the date it was last updated.