Guardian Doors Privacy Policy

Effective Date: 14 July 2026
Last Updated: 14 July 2026
Document Version: 1.1

1. Introduction

Guardian Doors, operated by OJSC Nominees Pty Ltd (ABN 62 352 807 014) (“we,” “us,” “our,” “Guardian Doors,” or “Company”), is a garage door, roller shutter, automatic gate and commercial door supply, installation and service business based at 9 Deviation Way, Neerabup, Western Australia. This Privacy Policy explains how we collect, use, store, share, and protect personal information across our website, digital platforms, and services — including our AI-powered chat assistant (the “AI Chat Assistant”).

This policy applies to:

• Visitors to guardiandoors.com.au and our website
• Users of our AI Chat Assistant and other digital platforms
• Prospective customers who contact us for quotes or information
• Customers who engage our residential, commercial or government installation, service and repair works
• Anyone who provides information through contact forms, booking systems, our ChatGPT app, or direct communication

By accessing our website, app, or services, you agree to this Privacy Policy. If you do not agree, please do not use our services.

2. Data Categories Collected

2.1 Information You Provide Directly

Contact Forms & Enquiries

• Name
• Email address
• Phone number
• Property address and suburb
• Message content describing your enquiry
• Any other information you voluntarily provide

Quote, Service & Call-Out Booking

• Full name and contact details
• Property address and access details
• Preferred date and time for a quote, installation, service, or emergency call-out
• Type of work required (garage door, roller shutter, automatic gate, commercial door, service/repair)
• Product make, model, or fault description (for service and repair requests)

Job & Installation Data

• Site measurements and product specifications
• Photographs of the property, existing doors, or completed work (with consent)
• Job notes, service history, and warranty records
• Council, strata, or builder approval documentation relevant to your job

Communication & Correspondence

• Email messages and attachments
• Phone call notes and call summaries
• Site visit and technician notes
• Support requests and feedback on our services

AI Chat Assistant Interactions

• Questions and prompts you submit within the app
• Conversation history and AI-generated responses
• Enquiry or fault details submitted through app forms
• Quote or service booking information provided via the app
• Any free-text messages or content you submit

2.2 Information Automatically Collected

Website & App Technical Data

• IP address and approximate geolocation
• Device type, operating system, and browser version
• Pages visited and time spent on each page
• Referring source (how you found us) and exit pages
• Session information and unique identifiers

Analytics & Behavioural Data

• Interaction patterns with our website, app, and content
• Which products or pages you view
• Form submission patterns and completion rates
• Quote request and enquiry conversion data
• Features used and time spent within the AI Chat Assistant

3. AI Tool Interaction Data

3.1 AI Chat Assistant Data Collection

Our AI Chat Assistant helps prospective and existing customers get quick answers about Guardian Doors’ garage doors, roller shutters, automatic gates, and commercial door products, including general guidance on pricing ranges, installation, service and repairs, and how to book a quote or call-out. When you interact with the AI Chat Assistant, we collect the questions and prompts you submit, the responses generated by the AI, conversation history and context, the time and date of interactions, and any contact details you choose to provide.

3.2 How Conversational Data Is Used

Your conversation data may be used to respond to your specific enquiries about products, installation, or repairs, to refine the AI Chat Assistant’s accuracy and relevance, to understand common questions across users, to tailor guidance based on the details you share, and to generate aggregate insights about enquiry trends.

3.3 Storage & Third-Party Processing

Our AI Chat Assistant is provided by HighLevel (HighLevel LLC / LeadConnector LLC), the customer relationship platform behind our website’s chat feature. HighLevel uses its own sub-processors to help deliver the service, including artificial intelligence providers such as OpenAI. HighLevel publishes its current sub-processor list at gohighlevel.com/sub-processors, and that list may change from time to time.

Cloudflare Turnstile sits in front of the AI Chat Assistant to filter spam and automated traffic, and therefore also sees visitor traffic to the assistant.

3.4 Data Retention

We retain conversations with the AI Chat Assistant for 12 months, to support enquiry follow-up, service quality and dispute resolution.

4. How We Use Your Information

4.1 Service Delivery

• Respond to enquiries and provide information about our products and services
• Schedule and manage quotes, installations, service visits, and emergency call-outs
• Order parts, materials and custom-manufactured products
• Maintain service and warranty records
• Deliver relevant answers and guidance through our AI Chat Assistant

4.2 Business Operations

• Maintain accurate customer records and enquiry databases
• Process payments, deposits, and manage billing
• Execute quotations and manage service agreements
• Track job progress, scheduling, and technician allocation
• Document communications and job decisions

4.3 Marketing & Business Development

• Identify potential customers and follow up on enquiries
• Refine our product and service offerings
• Develop targeted marketing campaigns
• Build and maintain enquiry and prospect pipelines

4.4 Analytics & Continuous Improvement

• Analyse website and app usage and user behaviour patterns
• Track which products and content generate interest
• Measure campaign, website, and app effectiveness
• Identify technical issues and usability problems
• Improve website and app functionality and user experience

4.5 Communication

• Send appointment and call-out reminders and confirmations
• Provide quote, job, and installation updates
• Follow up on initial enquiries and quotes
• Request feedback on our services
• Send promotional materials and offers (with consent)

4.6 Compliance & Legal Obligations

• Meet legal requirements under the Australian Privacy Act
• Enforce terms of service and contracts
• Prevent fraud and unauthorised access
• Respond to lawful requests from authorities
• Maintain audit trails and compliance records

5. Data Recipients & Third-Party Sharing

5.1 Data Processors & Service Providers

We share your information with trusted partners who process data on our behalf. Vendor names marked as placeholders below should be confirmed and updated by Guardian Doors before publishing:

5.2 Data Sharing Within Guardian Doors

• Sales and customer service teams receive enquiry information
• Installation and service technicians receive job and site details
• Office and finance staff receive billing and payment information
• Management receives aggregated analytics and business insights

5.3 Data We Do NOT Share

• We do not sell personal information to third parties
• We do not rent or lease contact lists
• We do not share data with unaffiliated marketing companies
• We do not disclose data to data brokers

5.4 Sharing with Legal Authority

We may disclose information if required by law, court order, or government request, or if we believe disclosure is necessary to comply with legal obligations, enforce our terms of service, or protect the rights and safety of Guardian Doors, our users, or the public.

6. Data Retention

6.1 Data Deletion

Upon request, we will delete your personal information within 30 days, except where data is required for legal compliance or tax obligations, is necessary to enforce contracts or complete a job already in progress, has been anonymised or aggregated, or has already been shared with third parties (deletion requires their action).

To request deletion, contact: info@guardiandoors.com.au

7. User Rights & Controls

7.1 Your Privacy Rights

Right to Access — You may request a copy of your personal information. We will provide it within 30 days in a readable format.

Right to Correct — You may request correction of inaccurate or incomplete information. We will update records within 30 days.

Right to Delete — You may request deletion of your personal information. We will delete within 30 days unless legal obligations require retention.

Right to Data Portability — You may request your data in a portable, machine-readable format (CSV, JSON, etc.). We will provide within 30 days.

Right to Opt-Out

• • Opt out of marketing communications by clicking “unsubscribe” in emails
  • Opt out of analytics and tracking via browser settings (some functionality may be limited)

Right to Restrict Processing — You may restrict how we use your data in certain circumstances. We will honour reasonable restrictions while maintaining core service functionality.

7.2 How to Exercise Your Rights

Contact us to exercise any of these rights:

• Email: info@guardiandoors.com.au
• Phone: (08) 9408 1602
• Mailing Address: 9 Deviation Way, Neerabup, Western Australia 6031
• Website: guardiandoors.com.au

Please include your full name, email address, and a clear description of your request. We will respond within 30 days. Complex requests may take an additional 30 days.

8. Security & Data Protection

8.1 Security Measures

Technical Security

• SSL/TLS encryption for data in transit
• Encrypted storage for sensitive data at rest
• Firewalls and intrusion detection systems
• Regular security reviews and vulnerability testing
• Secure authentication for internal systems

Administrative Security

• Access controls limiting data to authorised personnel only
• Staff confidentiality agreements
• Regular privacy and data handling training
• Role-based access control systems
• Audit logs and activity monitoring

Physical Security

• Secure office and warehouse facilities with restricted access
• Backup systems and disaster recovery protocols
• Secure handling of physical documents and job records

8.2 Limitations

While we take security seriously, no system is 100 percent secure. We cannot guarantee absolute protection against all threats. Use our services at your own risk.

8.3 Data Breach Notification

If we discover a breach affecting your personal information, we will notify you without undue delay (within 30 days), provide details of the breach and affected data, suggest steps you can take to protect yourself, and notify relevant authorities where required by law.

9. Children’s Privacy

Our website and AI Chat Assistant are available to users aged 13 and older for informational purposes. Our installation, service, and repair contracts are entered into with property owners or their authorised representatives. We do not knowingly collect information from children under 13. If we become aware that a child under 13 has submitted information, we will delete it immediately.

10. International Data Transfers

Guardian Doors is based in Western Australia, Australia. Your information may be transferred to, stored in, and processed in Australia or in countries where our service providers operate. In particular, our CRM and AI Chat Assistant are provided by HighLevel, which processes and stores data in the United States, with support access from India. Cloudflare, which protects the AI Chat Assistant against spam and automated traffic, and our other hosting and analytics providers may also process data in the United States or other jurisdictions. Where information is transferred outside Australia, we take reasonable steps to ensure it receives a comparable standard of protection. By using our services, you consent to data transfers of this kind.

11. Cookies & Tracking Technologies

11.1 Cookie Types

Essential Cookies (Required) — Session management and authentication, security and fraud prevention, basic website functionality.

Performance & Analytics Cookies (Optional) — Website analytics and traffic tracking, performance monitoring and optimisation, user experience improvement.

Marketing Cookies (Optional) — Personalised content and advertising, retargeting and remarketing campaigns, social media integration.

11.2 Cookie Management

You can control cookies through your browser settings. Most browsers allow you to refuse cookies or alert you when cookies are being sent. Disabling cookies may limit website functionality.

11.3 Third-Party Tracking

Third parties may set their own cookies and tracking pixels on our website. Review their privacy policies for details on how they handle your information.

12. Compliance with Privacy Laws

12.1 Australian Privacy Act Compliance

Guardian Doors complies with the Privacy Act 1988 (Cth) and the Australian Privacy Principles (APPs), including lawful and fair collection of personal information, limited use and disclosure of information, data quality and security standards, user access and correction rights, openness and transparency in practices, and individual privacy complaint handling.

12.2 Other Jurisdictions

If you are located outside Australia and interact with our website, app, or services, we will handle your personal information in accordance with this policy and applicable local laws to the extent they apply, including the EU General Data Protection Regulation (GDPR) and the California Consumer Privacy Act (CCPA) where relevant.

13. Third-Party Links & Services

Our website and app may contain links to third-party websites and services. Guardian Doors is not responsible for their privacy practices or content. Review their privacy policies independently before providing any information.

14. Updates to This Privacy Policy

We may update this Privacy Policy to reflect changes in legal requirements, new features, or business practices. When we make material changes, we will post updates here with a new “Last Updated” date, notify users of material changes via email or prominent notice on our website, and request consent if required by law.

Your continued use of our services constitutes acceptance of updated policies.

15. Complaints & Dispute Resolution

15.1 Contact Guardian Doors First

If you have privacy concerns or complaints:

• Email: info@guardiandoors.com.au
• Phone: (08) 9408 1602
• Mailing Address: 9 Deviation Way, Neerabup, Western Australia 6031

We will investigate and respond within 30 days.

15.2 Regulatory Authorities

If dissatisfied with our response, you may contact the relevant regulatory authority:

Australia (OAIC) — Office of the Australian Information Commissioner. Website: www.oaic.gov.au. Phone: 1300 363 992.

16. Specific Notices for AI/LLM Processing

Our AI Chat Assistant is provided by HighLevel (HighLevel LLC / LeadConnector LLC), which uses its own sub-processors to deliver the service, including artificial intelligence providers such as OpenAI. See Section 3 above for how your conversation data is collected, used and retained, and Section 5.1 for the current list of service providers who process it. HighLevel publishes its current sub-processor list at gohighlevel.com/sub-processors.

17. Limitations & Disclaimers

This privacy policy is for informational purposes and is not a substitute for legal advice. Guardian Doors provides this policy “as-is” without warranties. We are not liable for unauthorised access, data loss, or breaches beyond our reasonable control. For specific legal guidance regarding your privacy rights, consult a qualified privacy attorney.

18. Contact Information

Guardian Doors Privacy & Compliance

• Email: info@guardiandoors.com.au
• Phone: (08) 9408 1602
• Mailing Address: 9 Deviation Way, Neerabup, Western Australia 6031
• Website: guardiandoors.com.au

19. Acknowledgment

By using Guardian Doors’ website, app, services, or platforms, you acknowledge that you have read, understood, and agree to this Privacy Policy and our collection and use of your information as described.