PRIVACY POLICY

RM Surveys (“we”, “us”, “our”) is committed to protecting your privacy and managing your personal information responsibly and transparently. This Privacy Policy explains how we collect, use, hold, and disclose personal information in accordance with the Australian Privacy Principles (APPs) under the Privacy Act 1988 (Cth).

By engaging with us, you acknowledge that your personal information will be handled in accordance with this Policy

1. THE PERSONAL INFORMATION WE COLLECT AND HOLD

We collect and hold various types of personal information depending on the context of our relationship with you, including:

  • Identity and contact details: name, address, phone number, email address, date of birth
  • Employment information: resume, qualifications, referees, recruitment details, employee records. Employee records may be handled differently where exemptions or specific employment laws apply.
  • Financial information: bank account details, payment history, invoicing details
  • Technical information: Project and site information, which may include property details, site access details, survey records, plans, drawings, photographs, geospatial data, point clouds, drone or aerial imagery, asset information and related project communications, where that information identifies or is reasonably capable of identifying an individual.
  • Online identifiers: IP addresses, browser type, device information collected via cookies or similar technologies
  • Sensitive information: health or other sensitive information only where necessary and with consent (e.g., workplace health and safety records)
  • Third-party websites: Our website may contain links to third-party websites or platforms. We are not responsible for the privacy practices of those third parties.
  • Automated decision-making / AI: We do not currently use personal information in automated decision-making that has a legal or similarly significant effect on individuals. If this changes, we will update this Privacy Policy.

We only collect sensitive information where it is reasonably necessary for our functions or activities and where we have your consent, or where collection is required or authorised by law. This may include health and safety information, injury/incident records, licence or induction information, or information required for site access and workplace safety.

2. HOW WE COLLECT PERSONAL INFORMATION

We collect personal information in the following ways:

  • Directly from you: when you submit inquiries, apply for jobs, register on our website, attend events, or engage our services
  • From third parties: such as recruitment agencies, contractors, business partners, publicly available sources, or referrals
  • Automatically: via website cookies and analytics tools to monitor website performance and improve your experience

We will inform you at or before collection if we collect your personal information from third parties or
through indirect means.

3. HOW WE STORE AND SECURE PERSONAL INFORMATION

Your personal information is stored securely using physical, technical, and administrative safeguards including:

  • Encrypted servers and secure data centres
  • Access controls limiting employee access to only necessary information
  • Regular security audits and risk assessments
  • Staff training on privacy and information security
  • Secure backups and disaster recovery procedures

Retention periods may vary depending on the type of information, contractual requirements, insurance requirements, tax and accounting obligations, employment laws, professional obligations, limitation periods, and project record requirements.

4. HOW WE USE YOUR PERSONAL INFORMATION

We use your personal information for the following purposes:

  • Providing surveying and geospatial services tailored to your needs
  • Managing recruitment, employment, and contractor arrangements
  • Responding to inquiries and providing customer support
  • Billing, invoicing, and payment processing
  • Complying with legal, regulatory, and contractual obligations
  • Improving our services, website, and communications
  • We may use your contact details to send business updates, service information or marketing communications where permitted by law. You may opt out at any time by using the unsubscribe function or contacting us.

Where practicable, we will collect your consent for marketing or direct communications and provide you with easy options to opt-out.

5. DISCLOSURE OF PERSONAL INFORMATION

We may disclose your personal information to:

  • Service providers and contractors: who perform functions on our behalf (e.g., IT services, payment processing, marketing) under confidentiality agreements
  • Government, regulatory or law enforcement agencies: when required or authorised by law
  • Related entities: including corporate affiliates where necessary for group-wide management
  • Overseas recipients: Some of our technology, cloud storage, software, email, analytics or support providers may store or process information outside Australia. Where we disclose personal information overseas, we take reasonable steps to ensure the recipient handles the information consistently with Australian privacy law, unless an exception applies.

Before disclosing information overseas, we ensure appropriate safeguards consistent with Australian privacy law.

We do not sell your personal information to third parties.

6. ACCESSING AND CORRECTING YOUR INFORMATION

You have the right to:

  • Request access to the personal information we hold about you
  • Request correction of any inaccurate, incomplete, or out-of-date information

To make a request, please contact our Privacy Officer (details below). We will respond promptly and in accordance with the Privacy Act. In some cases, access may be denied or limited as permitted by law (e.g., for security or legal reasons).

7. MAKING A PRIVACY COMPLAINT

If you believe we have breached your privacy or mishandled your personal information, please contact us first:

Privacy Officer

Email: kyle.downes@rmsurveys.com.au

Phone: 08 9457 7900

Address: 2 Sabre Crescent, Jandakot, WA 6164

We will acknowledge your complaint within a reasonable period, investigate the issue, and aim to provide a written response within 30 days. If additional time is required, we will notify you.

If you remain unsatisfied, you may lodge a complaint with the Office of the Australian Information Commissioner (OAIC):

Website: http://www.oaic.gov.au

Phone: 1300 363 992

8. COOKIES AND WEBSITE ANALYTICS

Our website uses cookies and similar technologies to enhance your browsing experience and analyse traffic. Cookies may collect information such as your IP address, browser type, and browsing behaviour.

You can control cookies through your browser settings, including blocking or deleting cookies. However, disabling cookies may limit some website functions.

9. ANONYMITY AND PSEUDONYMITY

Where possible, you may interact with us anonymously or under a pseudonym (e.g., general website browsing). However, for services requiring personal information (such as job applications or project engagement), anonymity is not possible as it would prevent us from delivering services effectively.

10. CHANGES TO THIS PRIVACY POLICY

We may update this Privacy Policy from time to time to reflect changes in our practices or legal requirements.

The current version will always be available on our website with the date of last update clearly shown. We encourage you to review it regularly.

11. CONTACT US

For questions about this Privacy Policy or privacy-related matters, please contact:

Privacy Officer

Email: kyle.downes@rmsurveys.com.au

Phone: 08 9457 7900

Address: 2 Sabre Crescent, Jandakot, WA 6164