Privacy Policy

Effective date: 9 August 2026
Contact: info@jpsestimating.com.au

1. Purpose and scope

JPS Estimating Services (JPS, we, us or our) respects the privacy and confidentiality of clients, prospective clients, website visitors and other people whose information we handle. This Privacy Policy explains how we collect, hold, use and disclose personal information in connection with our estimating, quantity take-off, pre-construction support and related business services.

This policy applies to information received through our website, contact forms, email, telephone, social media, quotes, invoices, payment systems and project files. Where the Privacy Act 1988 (Cth) applies to JPS, we will handle personal information in accordance with that Act and the Australian Privacy Principles. We also use those principles as a practical guide to good privacy practice more generally.

Commercial plans and project documents are not always personal information, but JPS treats client-supplied project material as confidential business information and handles it with care.

2. Personal information we may collect

Depending on how you interact with us, we may collect and hold:

- identity and contact details, such as your name, business name, position, email address, telephone number and mailing address;

- project details, including site or project addresses, owner or occupant details, builder and consultant details, plans, drawings, specifications, schedules, tender documents, variations, photographs and correspondence;

- commercial and transaction information, including service requirements, rates, quotes, purchase orders, contracts, invoices, payment status and accounting records;

- communications and enquiry records, including information you provide through our website, email, telephone, meetings or social media;

- website and technical information, such as IP address, browser or device information, pages visited, referring pages, cookie identifiers and basic analytics data;

- feedback, complaint and access or correction request information; and

- other information you choose to provide, or that is reasonably necessary for us to deliver the requested service.

We do not normally need sensitive information. Please avoid sending health information, identity documents, financial account credentials or other sensitive personal information unless we have specifically requested it and it is necessary for the service.

Payment card information is generally handled directly by our payment provider. JPS does not normally receive or retain complete card details.

3. How we collect information

We usually collect personal information directly from you when you contact us, submit a form, request a quote, engage us, provide project documents, pay an invoice or communicate with us. We may also receive information from:

- your employer, builder, client, owner, architect, designer, consultant or another project participant;

- referrals and publicly available business sources;

- our website, hosting, analytics, accounting, payment and communication providers; and

- documents supplied for an estimating or pre-construction engagement.

If you provide personal information about another person, you should have authority to do so and, where appropriate, make them aware of this policy.

You may browse the public parts of our website without telling us who you are. We will generally need accurate contact and project information to respond to an enquiry, quote or provide services.

4. Why we collect, hold, use and disclose information

We may handle personal information to:

- respond to enquiries and assess whether we can assist;

- prepare quotes, scope services and enter into or administer engagements;

- review plans and project documents, prepare estimates, quantity take-offs, bills of quantities and pre-construction checks, and communicate about the work;

- manage project records, changes, approvals, queries and deliverables;

- issue invoices, process payments, manage accounts and recover amounts owing;

- maintain business, tax, insurance, quality-control and legal records;

- operate, secure, troubleshoot and improve our website, systems and services;

- send service updates and, where permitted, relevant marketing communications;

- prevent fraud, misuse, security incidents or unlawful activity; and

- comply with legal obligations and establish, exercise or defend legal rights.

If we cannot collect information reasonably required for an engagement, we may be unable to provide an accurate quote, complete the requested work or communicate effectively about the project.

5. Disclosure to other parties

We may disclose personal information only where reasonably necessary for the purposes described above, including to:

- technology and cloud service providers supporting our website, email, file storage, cybersecurity, backups and business systems (for example, Wix and Microsoft 365);

- accounting, invoicing and payment providers (for example, Xero and payment processors such as Stripe);

- professional advisers, insurers, auditors and debt-recovery providers;

- approved subcontractors or specialist consultants where their involvement is necessary for an engagement and suitable confidentiality controls apply;

- a party involved in a proposed sale, transfer or restructure of the business, subject to appropriate confidentiality protections; and

- regulators, courts, law-enforcement bodies or other persons where required or authorised by law, or where reasonably necessary to protect rights, safety or security.

We do not sell personal information, client contact lists, plans or commercial project documents. We do not disclose client documents to other clients.

6. Cloud services, overseas handling and AI-assisted tools

JPS uses reputable cloud and software providers to operate the business. Some providers or their support teams may store, process or access information outside Australia, including in the United States and other countries in which those providers operate. Provider locations and data-routing arrangements can change. Where required, we take reasonable steps to assess providers and protect information before overseas disclosure.

We may use software automation or AI-assisted tools for limited business support, document review or administrative tasks. JPS will not intentionally use identifiable client material to train publicly available AI models. Before placing client material into an AI-assisted service, we will use an appropriate business or privacy setting, restrict retention and training where available, remove unnecessary personal information, or obtain agreement where the proposed use creates a material new risk. Client documents must not be uploaded to an uncontrolled public tool merely for convenience.

7. Website cookies and analytics

Our website and its providers may use cookies and similar technologies that are necessary for security, functionality and site performance, and may also use analytics or marketing technologies if enabled. These tools may collect technical and usage information about visits to the site.

You can manage cookies through your browser and, where displayed, our cookie settings or consent banner. Blocking necessary cookies may affect website functionality. Third-party services may apply their own privacy policies to information they collect or process.

8. Direct marketing

We may send occasional information about JPS services where you have asked to receive it, consented, or would reasonably expect it in connection with our business relationship and the communication is permitted by law. Marketing emails will provide a simple unsubscribe option. You can also opt out at any time by emailing info@jpsestimating.com.au. Service messages about an active enquiry, quote, engagement, invoice or security matter are not marketing communications.

9. Security and confidentiality

We take reasonable technical and organisational steps to protect information from misuse, interference, loss and unauthorised access, modification or disclosure. Depending on the circumstances, these steps may include reputable service providers, access restrictions, strong passwords, multi-factor authentication where available, device and software updates, backups, secure sharing methods and confidentiality obligations.

No method of internet transmission or electronic storage is completely secure. If you send highly sensitive or commercially critical documents, contact us first so we can agree on an appropriate transfer method. Please do not place confidential plans or personal information into a general website enquiry field when email or an agreed file-sharing method is more suitable.

10. Retention and deletion

We retain personal information and project records for as long as reasonably necessary to deliver services, manage the business, meet contractual, tax, insurance and legal obligations, resolve disputes and maintain appropriate professional records. Retention periods vary according to the record and engagement. When information is no longer required, we take reasonable steps to delete, destroy or de-identify it, subject to backup cycles and lawful record-keeping requirements.

11. Access and correction

You may request access to personal information we hold about you, or ask us to correct information that is inaccurate, out of date, incomplete, irrelevant or misleading. Contact us using the details below and describe the information concerned. We may need to verify your identity before responding.

We will respond within a reasonable period. Access is generally provided without charge, although we may charge a reasonable cost for a complex request where permitted by law and after telling you in advance. In limited circumstances we may refuse access or correction where permitted or required by law; if so, we will explain the reason unless we are not legally permitted to do so.

12. Privacy questions and complaints

If you have a privacy question or complaint, email info@jpsestimating.com.au with the subject line ‘Privacy’. Please include enough detail for us to understand the issue and the outcome you are seeking. We aim to acknowledge a complaint within five business days and provide a substantive response within 30 calendar days, although complex matters may take longer. We will explain any delay.

If the Privacy Act applies and you are not satisfied with our response, you may be able to complain to the Office of the Australian Information Commissioner (OAIC) at www.oaic.gov.au. The OAIC will generally expect you to have raised the matter with us first.

13. External links

Our website may link to third-party websites or services. JPS is not responsible for the privacy practices or content of those third parties. You should review their privacy information before providing personal information.

14. Changes to this policy

We may update this policy when our services, systems, providers or legal obligations change. The current version will be published on our website with its effective date. Material changes may also be communicated directly where appropriate.