1. INTRODUCTION & WHO WE ARE

Matai Protective Services (‘Matai’, ‘we’, ‘us’, or ‘our’) is a security services company registered in Queensland, Australia, providing professional protective services including security consulting, static guarding, K9 teams, event security, crowd control, mobile patrols, alarm response, VIP executive protection, and security training across Queensland, including Gladstone and the Central Queensland region.

We are committed to protecting the privacy and security of the personal information we collect in the course of our business operations. This Privacy Policy explains how we collect, use, store, disclose, and otherwise handle personal information, in accordance with the Privacy Act 1988 (Cth) (the ‘Privacy Act’) and the Australian Privacy Principles (APPs) contained in Schedule 1 of that Act.

This policy applies to all personal information collected by Matai Protective Services, whether through our website, our security operations, employment processes, client engagements, or any other means.

Our registered business details:

Business Name:  Matai Protective Services (ABN: 37 687 878 360)

Principal Place of Business: u3/57 Toolooa St, South Gladstone QLD 4680, Australia

Email:  info@mataiprotective.com.au

Phone:  0498357424

2. DEFINITIONS

“Personal Information”  means has the meaning given to that term under the Privacy Act 1988 (Cth) — broadly, information or an opinion about an identified individual, or a reasonably identifiable individual, whether the information or opinion is true or not, and whether the information or opinion is recorded in a material form or not.

“Sensitive Information”  means information or an opinion about an individual’s racial or ethnic origin, political opinions, religious beliefs, health information, biometric information, criminal record, and certain other categories defined in the Privacy Act.

“Services”  means the security and protective services provided by Matai Protective Services, as described on our website and in our service agreements.

“Website”  means the Matai Protective Services website at [insert your domain].

“We / Us / Our”  means Matai Protective Services.

“You / Your”  means any individual whose personal information we collect and handle, including clients, prospective clients, employees, job applicants, contractors, and website visitors.

3. WHAT PERSONAL INFORMATION WE COLLECT

The types of personal information we may collect include, but are not limited to, the following:

3.1 — Client & Prospective Client Information

–  Full name and title

–  Business name

–  Contact details (address, email address, phone number)

–  Site and property information relevant to service delivery

–  Details of security requirements, risk assessments, and operational needs

–  Financial and billing information (invoicing and payment details)

–  Communications and correspondence with us

3.2 — Website Visitor Information

–  IP address and device identifiers

–  Browser type and version

–  Pages visited, time spent on pages, and referring URLs

–  Information submitted through contact forms, quote request forms, or enquiry submissions

–  Cookie data and analytics data (see Section 10 — Cookies)

3.3 — Employee, Job Applicant & Contractor Information

–  Full name, date of birth, and contact details

–  Resume, employment history, qualifications, and references

–  Security licence details and licence numbers (as required under Queensland law)

–  Working With Children (Blue Card) and background check details

–  Emergency contact details

–  Tax file number (TFN) information (for payroll purposes — collected only where legally required)

–  Health information relevant to fitness for duty (where legally required and with consent)

–  Bank account details for payroll purposes

3.4 — Operational & Security Information

In the course of providing security services, we may collect personal information relating to:

–  Individuals recorded by CCTV systems on client sites

–  Individuals involved in security incidents, including incident reports

–  Visitors to client sites (as part of access control and gatehouse services)

–  Members of the public in the course of event security and crowd control operations

We will only collect sensitive information where it is reasonably necessary for our functions and either the individual has consented, or collection is required or authorised by law.

4. HOW WE COLLECT PERSONAL INFORMATION

We collect personal information in the following ways:

4.1.  Directly from you — when you contact us, submit an enquiry, request a quote, engage our services, apply for employment, or communicate with us by phone, email, or in person.

4.2.  Through our website — when you use our website, contact forms, or any online services we offer.

4.3.  From third parties — including from referrers, subcontractors, recruitment agencies, background check providers, licensing bodies (such as the Queensland Office of Fair Trading for security licence verification), and public sources.

4.4.  Through our security operations — including CCTV footage, access control records, incident reports, and patrol logs generated in the course of providing services to clients.

4.5.  Through cookies and analytics tools — when you visit our website (see Section 10 — Cookies).

Where practicable, we will collect personal information directly from the individual to whom it relates. Where we collect personal information from a third party, we will take reasonable steps to ensure the individual is made aware of this collection.

5. WHY WE COLLECT & HOW WE USE PERSONAL INFORMATION

Matai Protective Services collects, holds, and uses personal information for the following primary purposes:

5.1 — Service Delivery

–  To provide security and protective services to our clients

–  To conduct security risk assessments and develop security management plans

–  To manage site access, visitor records, and incident reports

–  To communicate with clients regarding service delivery, scheduling, and reporting

5.2 — Business Operations

–  To manage client relationships and accounts

–  To process invoices, payments, and manage financial records

–  To respond to enquiries, quote requests, and communications

–  To comply with our legal obligations as a Queensland-licensed security company

5.3 — Employment & Workforce Management

–  To assess job applications and conduct pre-employment screening

–  To verify security licences and required certifications

–  To manage the employment relationship, including payroll and HR functions

–  To maintain workplace health and safety records

5.4 — Marketing & Communications

–  To provide information about our services, updates, and industry news (where you have consented to receive such communications)

–  To improve our website, services, and customer experience

5.5 — Legal & Compliance

–  To comply with our obligations under the Security Providers Act 1993 (Qld), the Privacy Act 1988 (Cth), and all other applicable laws

–  To respond to legal claims, investigations, or regulatory requirements

–  To manage insurance obligations

We will not use your personal information for any purpose that is incompatible with the purpose for which it was collected, unless you have consented or we are required or permitted to do so by law.

6. DISCLOSURE OF PERSONAL INFORMATION

Matai Protective Services may disclose personal information to the following categories of recipients:

6.1.  Our clients — where personal information was collected in the course of providing services to a client (e.g., visitor records, incident reports, access control logs).

6.2.  Our employees, officers, and contractors — on a need-to-know basis for service delivery and business operations.

6.3.  Service providers and subcontractors — including IT service providers, cloud storage providers, payroll and accounting services, legal advisers, insurers, and other third parties engaged to support our business operations. We require these parties to handle personal information in a manner consistent with this policy.

6.4.  Regulatory and licensing bodies — including the Queensland Office of Fair Trading, Queensland Police Service, and other government authorities, where required by law or as part of our licensing obligations.

6.5.  Emergency services — where disclosure is necessary to respond to an emergency that threatens the life, health, or safety of an individual.

6.6.  Law enforcement — where required by law, court order, or in connection with a lawful investigation.

6.7.  Successors — in the event of a business sale, merger, or restructure, where personal information may be transferred to the new entity, subject to equivalent privacy protections.

Matai Protective Services does not sell personal information to third parties for commercial purposes.

7. OVERSEAS DISCLOSURE OF PERSONAL INFORMATION

Matai Protective Services is an Australian-based business. We generally do not disclose personal information to overseas recipients. However, where we use cloud-based software or third-party services that may process or store data on overseas servers (such as cloud computing platforms), some personal information may be accessible from or stored in locations outside Australia.

Where we disclose personal information to an overseas recipient, we take reasonable steps to ensure that the overseas recipient does not breach the Australian Privacy Principles in relation to that information. In some circumstances, we may be required under Australian Privacy Principle 8.1 to obtain your consent to such a disclosure.

8. STORAGE & SECURITY OF PERSONAL INFORMATION

Matai Protective Services takes the security of personal information seriously. We implement reasonable administrative, technical, and physical safeguards to protect personal information from misuse, interference, loss, unauthorised access, modification, and disclosure. These measures include:

–  Secure password-protected systems and restricted access controls

–  Encryption of sensitive data in transit and at rest where practicable

–  Physical security measures at our offices and operational facilities

–  Staff training on privacy obligations and data handling procedures

–  Regular review of our data security practices

We retain personal information only for as long as is necessary for the purposes for which it was collected, or as required by law. When personal information is no longer required, we take reasonable steps to securely destroy or de-identify it.

Please note that no transmission of data over the internet or electronic storage system can be guaranteed as completely secure. While we take all reasonable precautions, we cannot guarantee the absolute security of personal information.

9. YOUR RIGHTS — ACCESS & CORRECTION

Under the Privacy Act 1988 (Cth) and the Australian Privacy Principles, you have the right to:

9.1.  Request access to personal information that Matai Protective Services holds about you.

9.2.  Request correction of personal information that is inaccurate, out of date, incomplete, irrelevant, or misleading.

To make an access or correction request, please contact our Privacy Officer using the contact details in Section 13. We will respond to your request within 30 days. We may need to verify your identity before processing your request.

We may decline to provide access in certain circumstances permitted by law, including where providing access would pose a serious threat to safety, have an unreasonable impact on others’ privacy, or reveal confidential commercial information. Where we decline a request, we will provide written reasons.

We do not charge a fee for making an access or correction request, but may charge a reasonable fee for the cost of providing access where a significant retrieval effort is involved.

10. COOKIES & WEBSITE ANALYTICS

Our website uses cookies and similar tracking technologies to enhance your browsing experience and gather analytics data to help us improve our website and services.

10.1 — What Are Cookies?

Cookies are small data files placed on your device when you visit a website. They allow the website to remember your preferences and understand how you interact with it.

10.2 — Types of Cookies We Use

–  Essential cookies — necessary for the website to function properly (e.g., session management)

–  Analytics cookies — used to collect anonymous information about how visitors use our website (e.g., Google Analytics)

–  Preference cookies — used to remember your settings and preferences

10.3 — Managing Cookies

You can control and manage cookies through your browser settings. Most browsers allow you to refuse or delete cookies. Please note that disabling cookies may affect the functionality of our website. For more information about managing cookies, visit www.allaboutcookies.org.

11. DIRECT MARKETING

We may use your personal information to send you marketing communications about our services, industry news, and updates where you have consented to receive such communications, or where we are otherwise permitted to do so under applicable law (including the Spam Act 2003 (Cth)).

You may opt out of receiving direct marketing communications from us at any time by:

–  Clicking the unsubscribe link in any marketing email we send you

–  Contacting us directly using the details in Section 13

We will process opt-out requests promptly and within a reasonable timeframe. Please note that you may continue to receive transactional or service-related communications that are not marketing in nature.

12. PRIVACY COMPLAINTS

If you believe that Matai Protective Services has not complied with its obligations under this Privacy Policy or the Privacy Act 1988 (Cth), you have the right to make a complaint.

Step 1 — Contact Us First

Please contact our Privacy Officer in the first instance. We will investigate your complaint and respond to you within 30 days. In complex matters, we may require additional time and will notify you accordingly.

Step 2 — Office of the Australian Information Commissioner (OAIC)

If you are not satisfied with our response, or if we have not responded within a reasonable timeframe, you may lodge a complaint with the Office of the Australian Information Commissioner (OAIC):

Website:  www.oaic.gov.au

Phone:  1300 363 992

Post:  GPO Box 5218, Sydney NSW 2001

13. CONTACT OUR PRIVACY OFFICER

For all privacy-related enquiries, access and correction requests, or complaints, please contact:

Privacy Officer — Matai Protective Services

Email: info@mataiprotective.com.au

Phone: 0498357424

Postal Address: u3/57 Toolooa St, South Gladstone QLD 4680, Australia

Privacy enquiries are treated as confidential and will be addressed promptly by our nominated Privacy Officer.

14. CHANGES TO THIS PRIVACY POLICY

Matai Protective Services may update this Privacy Policy from time to time to reflect changes in our business operations, legal obligations, or the way we handle personal information. We will publish the updated policy on our website with a revised effective date.

We encourage you to review this policy periodically. Your continued use of our website or services following any update constitutes your acceptance of the revised policy.

15. GOVERNING LAW

This Privacy Policy is governed by the laws of Queensland, Australia. Any disputes arising in connection with this policy will be subject to the jurisdiction of the courts of Queensland.