PRIVACY POLICY

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1. WHO WE ARE

Business Name: Cimex Pest Management Location: Melbourne, Victoria, Australia Service Area: All of Melbourne and surrounding suburbs Privacy Contact: admin@cimexpest.com.au Website: cimexpest.com.au , Phone number: 1300 23 20 26

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2. WHAT PERSONAL INFORMATION WE COLLECT

2.1 Information You Provide Directly Name, residential address and property details, phone number, email address, suburb and postcode, type of pest issue and property access notes, payment information (processed securely via Stripe — we do not store card details), and any additional information you provide in contact forms, quote requests, or during service appointments.

2.2 Information Collected During Service Delivery Job records including treatment details, products used, and service history. On-site photographs taken by our technicians for internal job documentation purposes. Pest inspection findings and technician notes. Treatment certificates and chemical application records.

2.3 Information Collected via Our Website Name, phone number, email, and suburb submitted via our free quote form. Name and message submitted via our contact form. Technical data such as browser type, device type, IP address, and pages visited (collected automatically via website analytics).

2.4 Information Collected via Communications Emails, SMS messages, and phone calls you have with us. Responses to service follow-up messages or review requests.

We do not collect sensitive personal information such as health records, financial account numbers, government identifiers, or biometric data unless specifically required and with your explicit consent.

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3. HOW WE USE YOUR PERSONAL INFORMATION

3.1 Service Delivery To book, schedule, and carry out pest management services at your property. To prepare and issue treatment certificates, inspection reports, and job documentation. To manage Shield Plan memberships including scheduling recurring visits and sending renewal reminders. To respond to your enquiries and quote requests.

3.2 Payments and Billing To process payments via Stripe (including Afterpay instalments). To issue tax invoices and maintain accurate financial records via QuickBooks. To follow up on outstanding payments where necessary.

3.3 Business Operations To maintain accurate job and client records within ServiceM8. To manage technician scheduling and route planning. To store on-site photographs for job quality and compliance purposes. To improve our services based on feedback and service history.

3.4 Marketing and Communications To send you service reminders, follow-up messages, and relevant offers via email or SMS. To notify you of Shield Plan renewal dates and upcoming scheduled visits. To send promotional communications about our services - you may opt out at any time (see Section 8).

3.5 Legal and Compliance To comply with our obligations under Victorian and Commonwealth pest management regulations. To maintain chemical application records as required by law. To respond to legal requests or regulatory enquiries if required.

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4. WHO WE SHARE YOUR INFORMATION WITH

We do not sell, rent, or trade your personal information to third parties. We share your information only where necessary to deliver our services:

Stripe - Payment processing for service fees, Shield Plan payments, and Afterpay instalments. Data shared: name, billing address, payment card details (tokenised - we never see or store raw card data).

Formatize - Field service management including job records, client history, scheduling, and technician dispatch. Data shared: name, address, phone, email, job details, service history.

QuickBooks - Accounting and invoicing including tax invoices, financial records, and payment reconciliation. Data shared: name, address, email, invoice amounts, payment records.

Afterpay (via Stripe) - Buy-now-pay-later payment option for annual Shield Plan payments. Data shared: name, email, and payment schedule details managed via Stripe.

All third-party platforms are bound by their own privacy policies. We encourage you to review them: stripe.com/privacy | servicem8.com/privacy | intuit.com/privacy | afterpay.com/privacy

We may also disclose your personal information where required by law - for example, in response to a court order or regulatory investigation.

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5. ON-SITE PHOTOGRAPHY

Our technicians may take photographs during a service visit for job documentation, quality assurance, and compliance record-keeping. All on-site photographs are stored securely within ServiceM8 and accessible only to authorised Cimex personnel. They are used solely for internal documentation purposes and are not shared publicly, posted to social media, or distributed to third parties without your explicit consent.

If you do not wish for photographs to be taken at your property, please advise your technician before the service commences.

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6. WEBSITE DATA & COOKIES

When you visit cimexpest.com.au, we may automatically collect technical information about your visit including your IP address, browser type, device type, and pages viewed. This data is used to understand how visitors use our website and to improve the user experience.

Information submitted via our quote form or contact form is used solely to respond to your enquiry and arrange your service. Our website may use cookies to improve functionality and performance. You can control cookie settings through your browser.

We do not use your website data for targeted advertising and we do not sell website visitor data to any third party.

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7. HOW WE PROTECT YOUR INFORMATION

We implement appropriate technical and organisational measures to protect your information, including secure encrypted connections (HTTPS) on our website, password-protected access to our systems, Stripe's PCI-DSS compliant payment processing (we never store raw credit card numbers), and restricted access to client records for authorised staff only.

If you believe your personal information has been compromised, please contact us immediately at info@cimexpest.com.au.

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8. MARKETING COMMUNICATIONS & YOUR RIGHT TO OPT OUT

We may contact you via email or SMS with service reminders, Yearly Plan renewal notifications, seasonal pest alerts, and promotional offers. You can opt out at any time by clicking Unsubscribe in any marketing email, replying STOP to any marketing SMS, or emailing info@cimexpest.com.au requesting removal.

Opting out of marketing does not affect transactional messages - we will still contact you about your booked services and account matters. We comply with the Spam Act 2003 (Cth).

 

9. DATA RETENTION

Client records and job history: minimum 7 years. Chemical application records: minimum 5 years (required under Victorian pest management regulations). Payment records: 7 years (Australian tax law). Website enquiry data: 12 months from date of enquiry. On-site photographs: duration of client relationship plus 2 years. Marketing opt-out records: retained indefinitely to honour your preferences.

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10. YOUR RIGHTS

Under the Australian Privacy Principles you have the right to: access the personal information we hold about you; request correction of inaccurate or incomplete information; request deletion of your personal information (subject to legal retention obligations); opt out of marketing communications at any time; and lodge a complaint with the Office of the Australian Information Commissioner (OAIC) at oaic.gov.au if you are not satisfied with how we have handled your information.

To exercise any of these rights, contact us at info@cimexpest.com.au. We will respond within 30 days.

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11. CHILDREN'S PRIVACY

Our services are intended for adults aged 18 and over. We do not knowingly collect personal information from children under 18. If you believe we have inadvertently collected such information, please contact us at info@cimexpest.com.au and we will delete it promptly.

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12. CHANGES TO THIS POLICY

We may update this Privacy Policy from time to time. When we do, we will revise the effective date at the top of this document. The most current version is always available at cimexpest.com.au/privacy. If we make significant changes, we will notify existing clients via email where practicable.

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13. CONTACT US

Privacy Contact: Cimex Pest Management Email: admin@cimexpest.com.au Website: cimexpest.com.au/privacy Response time: We aim to respond to all privacy enquiries within 5 business days.

 

If you are not satisfied with our response, you may contact the Office of the Australian Information Commissioner (OAIC): oaic.gov.au | 1300 363 992

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Cimex Pest Management- The science of pest-free living. Version 4.0 | March 2026 | cimexpest.com.au