Privacy Policy

At Gilpip Homes, we are committed to providing quality services to you and this policy outlines our ongoing commitment to protecting your privacy and explains how we manage your Personal Information in accordance with the Australian Privacy Principles (APPs) under the Privacy Act 1988 (Cth).

A copy of the Australian Privacy Principles may be obtained from the website of The Office of the Australian Information Commissioner at https://www.oaic.gov.au.

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Definitions

• Personal Information means information or an opinion (whether true or not, and whether recorded in a material form or not) about an identified individual or an individual who is identifiable. This includes, but is not limited to, names, addresses, email addresses, phone numbers, and financial details.
• Sensitive Information means personal information about an individual’s racial or ethnic origin, political opinions, religious beliefs, or health information. Gilpip Homes does not typically collect sensitive information
• Third Party refers to any individual or entity that is not Gilpip Homes or an employee of Gilpip Homes. This includes service providers, contractors, financial institutions, legal professionals, and other external parties involved in the provision of our services.
• Data Breach means unauthorised access to, disclosure of, or loss of Personal Information that Gilpip Homes holds, which is likely to result in serious harm to any individuals to whom the information relates.
• Australian Privacy Principles (APPs) are the principles set out in Schedule 1 of the Privacy Act 1988 (Cth), which govern standards, rights, and obligations around the collection, use and disclosure of Personal Information, and access to and correction of that information.
   

1. What Information We Collect

We may collect personal information that is necessary to carry out our services, including:

• Full name and contact details (address, email, phone number)
• Bank account details and loan information
• Financial information relevant to verifying your home build financing, such as finance approval letters or bank details provided by you or your lender
• Property or construction-related documents
• Any other information provided during our dealings

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2. Why We Collect Your Information

We collect and use your information to:

• Verify finance approval/availability of funds for your home build
• Comply with our contractual obligations
• Communicate with you throughout your project
• Manage internal administrative and record-keeping processes
• We may also use information to meet our legal obligations under building legislation, taxation, or insurance requirements

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3. How We Collect Your Information

We may collect your information in many ways, including via phone, email, our company website, or social media. If you prefer to use alternative methods that offer enhanced privacy or security, we can accommodate the following options:

1. Secure Document Upload Portal (Recommended if available)
   
   • Use a cloud-based platform with encrypted upload links.
   • Be sure to restrict access and set expiry dates for links.
2. In-person Delivery (or registered post)
   
   • Clients can deliver hard copies of documents in person or send them via Australia Post Registered Mail, which provides tracking and proof of delivery.
3. Phone – Verbal Details Only
   
   • For basic verification (e.g., confirming a loan approval), some clients may feel safer sharing limited info over the phone.

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4. How We Store and Protect Your Information

We take reasonable steps to protect your personal information from loss, unauthorised access, modification, disclosure, or misuse.
This includes:

• Secure email systems
• Password-protected devices and software
• Access restricted to authorised personnel only
• Encrypted cloud storage systems

Physical and digital records are retained for approximately 7 years after project completion or if necessary to meet our legal and operational requirements, after which they are securely destroyed or deleted.

Our digital records are stored on secure servers located in Australia (or with reputable cloud providers that store data in compliance with Australian privacy standards).

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5. Your Rights

Access and Correction

It is important to us that your Personal Information is accurate and up to date.

You may request access to the personal information we hold about you and request corrections if it is inaccurate, incomplete, or out of date. To protect your Personal Information, we may require identification from you before releasing or updating the requested information.

Complaints

If you have any queries or complaints about our Privacy Policy, please contact us at:

2 Fuji Crescent, Mornington
info@gilpiphomes.com.au
03 5977 1607

We aim to respond to privacy-related requests within 30 days.

If you are not satisfied with our response, you may also contact the Office of Australian Information Commissioner (OAIC) at www.oaic.gov.au

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6. Disclosure to Third Parties

Where reasonable and practicable to do so, we will collect your Personal Information only from you. However, in some circumstances we may be provided with information by third parties. In such a case we will take reasonable steps to ensure that you are made aware of the information provided to us by the third party.

We do not share your personal information with third parties unless:

• You give us consent
• It is necessary to fulfill our service (e.g., with your financial institution, legal representatives or third-party consultants)
• We are required to do so by law

Third parties are required to handle your Personal Information in accordance with their own privacy obligations and only for the purposes for which it was provided.

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7. Data Breach Response

We take the security of personal information seriously. We maintain internal procedures to record, assess and manage suspected data breaches.

In the event of a data breach involving personal information that is likely to result in serious harm, we will act in accordance with the requirements of the Privacy Act 1988 (Cath) and the Notifiable Data Breaches (NDB) scheme.

If we become aware of a data breach, we will:

1. Immediately assess the nature and extent of the breach.
2. Take urgent steps to contain and limit further access or damage.
3. Notify affected individuals and the Office of the Australian Information Commissioner (OAIC) as required, including details of the breach, what information was affected, and recommended actions to protect against further harm.
4. Review and update our data protection procedures to prevent future breaches.

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8. Policy Updates

This Policy may change from time to time. The latest version of this policy will be available on our website or can be provided upon request by emailing info@gilpiphomes.com.au.

Review Date: 22/10/2026
Policy Owner: Accounts Manager – Gilpip Homes Vic Pty Ltd

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Appendix A – Privacy Summary for Website

Gilpip Homes collects and uses your personal and financial information solely to deliver our construction services and meet contractual and legal obligations. We take your privacy seriously and implement strict data protection measures.


For full details, please refer to our complete Privacy Policy available on request at info@gilpiphomes.com.au.

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Appendix B - Email Confidentiality & Privacy Disclaimer:

Purpose: Specifies the standard communication wording staff must include in email footers to protect personal information and minimise privacy and confidentiality breaches.


This email and any attachments may contain confidential or personal information intended only for the recipient. If you are not the intended recipient, please notify the sender immediately, delete this email and do not use, distribute, or disclose its contents. Gilpip Homes handles personal information in accordance with the Privacy Act 1988 (Cth) and our Privacy Policy. A copy of our Privacy Policy is available upon request.