Privacy Policy
Last updated: 18 May 2026
This policy explains how Speckless Facility Services Pty Ltd collects, uses, and protects your personal information in accordance with the Australian Privacy Act 1988 and the Australian Privacy Principles.
1. Who We Are
Speckless Facility Services Pty Ltd ("Speckless", "we", "us", "our") is a commercial cleaning and facility services company based in Oakleigh, Victoria, Australia. We operate the marketing website at specklessfs.com.au and a client portal used by our contracted clients.
Our registered address is Unit 4/8B Railway Avenue, Oakleigh VIC 3166 (ABN: 84 647 767 397, ACN: 647 767 397). You can reach our privacy contact at service@specklessfs.com.au.
2. What Information We Collect
We collect personal information only when it is reasonably necessary for our business functions:
From enquiry and contact forms:
—Full name, job title, and company name
—Business email address and phone number
—Your message and service requirements
From client portal accounts:
—Email address and password (credentials stored securely via Supabase Auth)
—Organisation and site details you provide or that we configure on your behalf
—Activity data generated through normal portal use (inspection records, complaint submissions, photo uploads)
Automatically collected:
—Standard web server logs (IP address, browser type, pages visited, timestamps) retained for security and performance monitoring
—No third-party advertising or cross-site tracking cookies are used
3. How We Use Your Information
We use your personal information to:
—Respond to enquiries and provide quotes for cleaning services
—Deliver contracted cleaning and facility services
—Operate and maintain your client portal account
—Send service-related notifications (inspection alerts, complaint updates)
—Meet our legal and contractual obligations
—Improve our website and service quality
We do not use your information for unsolicited marketing without your consent, and we do not sell or trade your personal data to third parties.
4. How We Share Your Information
We share personal information only with trusted service providers who assist us in operating our business, and only to the extent necessary:
—Supabase — database and authentication infrastructure (data stored in AWS ap-southeast-2, Sydney)
—Cloudflare R2 — secure file storage for inspection photos and documents
—Resend — transactional email delivery (portal invitations, notifications)
All providers are bound by data processing agreements and are not permitted to use your data for their own purposes. We do not share personal information with any other third parties unless required to do so by law.
5. Australian Privacy Principles
We are bound by the Australian Privacy Act 1988 (Cth) and the 13 Australian Privacy Principles (APPs). This policy is written to meet our obligations under the APPs, including:
—APP 1 — We are open about how we manage personal information (this policy)
—APP 3 — We collect only what is reasonably necessary
—APP 5 — We notify individuals at the point of collection
—APP 6 — We use information only for the purpose it was collected
—APP 11 — We take reasonable steps to protect information from misuse and unauthorised access
—APP 12 — You may request access to your personal information at any time
—APP 13 — You may request correction of inaccurate information
6. Data Security
We take reasonable steps to protect your personal information from misuse, interference, loss, and unauthorised access. These measures include:
—Encrypted data transmission (TLS/HTTPS) across all web properties
—Authentication via industry-standard secure auth infrastructure (Supabase Auth)
—Access controls limiting staff access to data on a need-to-know basis
—ISO 45001 and ISO 9001 certified operational practices
No method of transmission over the internet is 100% secure. If you believe your data may have been compromised, contact us immediately at service@specklessfs.com.au.
7. Data Retention
We retain personal information for as long as it is needed to fulfil the purposes described in this policy, or as required by law. Specifically:
—Enquiry and contact records: up to 3 years after last contact
—Client portal data: for the duration of the service agreement plus 7 years (to satisfy commercial record-keeping obligations)
—Web server logs: up to 12 months
When data is no longer required, we securely delete or de-identify it.
8. Your Rights
You have the right to:
—Access — request a copy of the personal information we hold about you
—Correction — ask us to correct personal information that is inaccurate or out of date
—Complaints — lodge a complaint if you believe we have mishandled your personal information
To exercise any of these rights, contact us at service@specklessfs.com.au. We will respond within 30 days. If you are not satisfied with our response, you may contact the Office of the Australian Information Commissioner (OAIC) at oaic.gov.au.
9. Cookies
Our website uses only essential cookies required for the site to function (session management for the client portal). We do not use advertising cookies, tracking pixels, or analytics that identify you personally.
You can disable cookies in your browser settings, but this may affect your ability to log in to the client portal.
10. External Links
Our website may contain links to third-party websites. We are not responsible for the privacy practices of those sites. We encourage you to read the privacy policy of any external site you visit.
11. Changes to This Policy
We may update this Privacy Policy from time to time to reflect changes in our practices or legal requirements. The "Last updated" date at the top of this page will always reflect the most recent revision. Material changes will be notified to active client portal users via email.
12. Contact Us
For any privacy-related questions, access requests, or complaints:
Speckless Facility Services Pty Ltd
Unit 4/8B Railway Avenue, Oakleigh VIC 3166
Email: service@specklessfs.com.au
Phone: 03 9003 5000
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