01Who we are
This policy explains how Spartan Double Glazing Pty Ltd (ABN registered in Victoria, Australia) handles the personal information of our customers, prospective customers, and visitors. We are bound by the Australian Privacy Principles (APPs) set out in the Privacy Act 1988 (Cth).
In this policy, "we", "us" and "Spartan" mean Spartan Double Glazing Pty Ltd. "You" means the person whose personal information we hold.
02What we collect
We only collect personal information that is reasonably necessary to provide and support our window and door installation services. Specifically:
We collect this information directly from you when you request a quote, sign a contract, or use the Client Portal. We may also receive information from our installation team after they visit your site.
03How we use it
We use your personal information to:
- Prepare quotes, contracts, designs and installation schedules for your project
- Verify your identity when you sign in to the Client Portal
- Communicate with you about your project — by phone, SMS, email, or through the app's inbox
- Issue invoices and record bank-transfer payments
- Respond to your queries, service requests and warranty claims
- Improve our service, train our team, and resolve disputes
- Comply with our legal and tax obligations
We will not use your personal information for direct marketing without your consent. If we do send you marketing communications, you can opt out at any time using the unsubscribe link, by replying STOP to an SMS, or by emailing privacy@spartandoubleglazing.com.au.
04The Client Portal app
The Spartan Client Portal is the companion app for our existing customers. It runs on iOS and Android and is also available in a web browser. This section explains exactly what data the app handles, so you (and the app stores reviewing it) know precisely how it works.
What the app does
- Lets you review your custom frame designs, sign them off, or raise a query if something looks wrong
- Schedules your installation date
- Shows your invoices and lets you mark a bank-transfer payment as sent
- Lets you message our team, raise service requests, and review your install crew
What the app collects on your device
- Sign-in details — your email and a 6-digit PIN you set up. We use Supabase Auth to verify these; we never store your PIN in plain text
- Camera and photo library access — only when you tap "Attach photo" while raising a service request. The app will ask for permission first; you can decline and still use every other feature
- A small amount of project data cached locally on your device so the app loads instantly while you're offline. This is cleared if you sign out
What the app does NOT do
- It does not process payments inside the app. When you pay an invoice, the app shows you our bank account details (BSB / account number / reference) and you transfer the funds from your own bank app. The Spartan app records only that you have indicated you've sent the transfer
- It does not collect your location, contacts, calendar, microphone, or any other system data
- It does not show third-party advertising
- It does not track you across other apps or websites
- It does not sell your information to anyone
06Storage & offshore disclosure
Some of our service providers (notably Supabase, Vercel, and Google Workspace) are headquartered in the United States. By using our website and Client Portal you consent to your personal information being disclosed to those providers in jurisdictions outside Australia.
We take reasonable steps to ensure these providers comply with the Australian Privacy Principles, including by reviewing their security and data-protection commitments before engaging them.
07How long we keep it
We keep your personal information only for as long as we need it. Generally:
- Project records — kept for the life of your 10-year warranty plus 7 years afterwards (to satisfy Australian record-keeping laws)
- Invoices and payment records — kept for at least 7 years after the financial year they relate to (ATO requirement)
- Sign-in logs and device technical data — kept for up to 12 months
- Service request photos — kept until the request is resolved plus 12 months for warranty audit
- Marketing preferences (opt-outs) — kept indefinitely so we honour your choice
When we no longer need information, we securely delete it or de-identify it.
08Your rights
Under the Privacy Act 1988 (Cth), you have the right to:
- Access the personal information we hold about you
- Correct information that is inaccurate, incomplete or out of date
- Delete your Client Portal account (we will keep only the records we are legally required to keep, such as invoices)
- Withdraw consent for marketing communications at any time
- Complain about how we handle your personal information
To exercise any of these rights, email privacy@spartandoubleglazing.com.au. We will respond within 30 days.
If you're not satisfied with our response, you can complain to the Office of the Australian Information Commissioner (OAIC) at oaic.gov.au or by calling 1300 363 992.
09Security
We take security seriously. Our measures include:
- HTTPS / TLS encryption for all data in transit between your device and our servers
- Encryption at rest for data stored in Supabase
- One-time-PIN authentication for the Client Portal — no shared or default passwords
- Row-level security policies that ensure customers can only see their own data
- Restricted internal access — only Spartan staff who need your information to do their job can see it
- Production keys and credentials kept outside source control, in encrypted secret stores
No system is perfectly secure. If we ever become aware of a data breach that is likely to result in serious harm to you, we will notify you and the OAIC as required under the Notifiable Data Breaches scheme.
10Children
Our services are intended for adult homeowners and businesses contracting with us for window and door installation. The Client Portal is not designed for, marketed to, or knowingly used by children under 16. We do not knowingly collect personal information from children. If you believe a child has provided us information, please contact us so we can delete it.
12Changes to this policy
We may update this policy from time to time. When we do, we will change the "Last updated" date at the top, and — if the changes are significant — we will notify Client Portal customers through the app's inbox. Continuing to use our services after a change means you accept the updated policy.
13Our field staff apps (Installer & Sales)
Separate from the customer Client Portal, Spartan runs two internal apps for our own workforce — the Installer (Job) app used by installers and field staff, and the Sales app used by our sales team. These apps are not for the general public: every account is created and assigned by Spartan, and there is no public sign-up. This section explains what data these staff apps handle.
Who uses them & how staff sign in
- Only Spartan employees and authorised field staff, using an account we provision for them
- Sign-in is by company email and a PIN, or with an existing Spartan Google Workspace account restricted to our company domain
- There is no in-app account creation. To remove a staff account, the organisation contacts privacy@spartandoubleglazing.com.au
What these apps handle
What these apps do NOT do
- They do not access your device contacts, calendar, or microphone
- They do not show advertising or track you across other apps or websites
- They do not sell any information to anyone
14Contact us
For any privacy questions, to exercise your rights, or to make a complaint: