Privacy policy

1. Who we are and what this policy covers

ACE ENGINEERING GROUP PTY LTD (ABN 19 683 055 058), referred to as ACE, we, us or our, provides structural and mechanical engineering services for bulk materials handling machines and associated infrastructure.

This policy explains how we collect, hold, use and disclose personal information through our website, enquiries, engineering engagements and other business dealings. It covers clients and their representatives, website visitors, resource subscribers, suppliers, contractors and people seeking work with ACE.

Personal information is information or an opinion about an identified individual, or someone who can reasonably be identified. It can include business contact details and personal information contained in project records. We handle this information in accordance with the privacy laws that apply to our business and the commitments in this policy.

2. Personal information we collect

Depending on your dealings with ACE, we may collect:

• Your name, business email address, telephone number, organisation and role.
• Enquiries, correspondence, meeting records and personal information in project documents, drawings, inspection records, photographs or supporting files.
• Contact and payment details needed to manage engagements, invoices and supplier arrangements.
• Qualifications, work history and referee details if you apply for work or offer professional services to ACE.
• Resource requests, interests you choose to provide, and records of email permission, confirmation and withdrawal.
• Website request times, referral or campaign sources, and technical information such as network identifiers, browser details and security logs.

Please provide only information needed for the relevant purpose. We do not ask for sensitive personal information through ordinary website enquiries. If sensitive information is necessary for a particular matter, we will explain the purpose and obtain consent where required by law.

3. How we collect information

We usually collect information directly from you through forms, email, telephone calls, meetings and business dealings. We may also receive relevant information from your organisation, clients, project participants, referees, authorised representatives or publicly available professional sources. Where required, we take reasonable steps to notify you about information collected from another source.

You may browse our website without submitting a form. Where lawful and practical, you may make a general enquiry anonymously or use a pseudonym. If you do not provide information needed for a particular request, we may be unable to respond, provide the resource or deliver the requested service.

4. Why we use personal information

We use personal information to respond to enquiries, prepare proposals, deliver and administer agreed engineering services, communicate with project participants, assess personnel or supplier suitability, manage payments and business records, provide requested resources and administer email preferences. We also use relevant information to protect our systems, investigate concerns and meet legal or professional obligations. Marketing is handled as described in section 7.

5. Project information and confidentiality

Engineering records may contain names, signatures, contact details, photographs or other information about individuals. We use this information where reasonably needed to understand the project, complete the agreed work, maintain the project record and communicate with relevant participants.

Only provide material you are authorised to share. Please tell us about applicable confidentiality restrictions and agree a suitable transfer method before sending sensitive material or large project files. ACE remains responsible for its own handling of the information it receives.

Submitting an enquiry or supplying project material does not authorise ACE to publish it as a case study, testimonial, training example or marketing material. Publication requires appropriate permission or another lawful basis, including compliance with confidentiality and intellectual property obligations. Removing a name or logo alone may not make information anonymous or remove those obligations.

This policy operates alongside our engagement terms and any agreed confidentiality arrangements. It does not grant ACE ownership of material you provide or replace those arrangements.

6. Resource requests and service emails

When you request a resource, we record the details you provide, the resource requested, the request time, the page or campaign source and any optional interests. We may retain the first and most recent request details and a request count.

Requested resources are available to download from the confirmation page. A separate resource delivery email is not currently sent. We may send registration confirmations, welcome messages, enquiry receipts and other communications needed to respond to your request or administer agreed work.

The separate technical updates registration requires you to confirm your email address before the subscription becomes active. An enquiry receipt or registration confirmation does not, by itself, create permission for unrelated marketing.

7. Optional marketing and email preferences

Requesting a resource, selecting a project interest or submitting an enquiry does not automatically subscribe you to marketing emails. Optional marketing checkboxes start unticked. We record the permission wording, when and where it was given, and changes to your preference.

Where a resource form offers three follow up emails over eight days, followed by fortnightly engineering notes and occasional workshop invitations, that permission applies only if you select the optional email choice. Other registrations are governed by the wording shown when you register. Earlier permission retains its original scope unless you agree to a change.

Leaving an optional box unticked on a later request does not cancel an earlier subscription. Use the unsubscribe option or contact us to change that preference. A repeat request does not automatically reactivate a withdrawn or suppressed subscription.

Marketing emails identify ACE and include a simple, free unsubscribe option. You do not need to create an account or log in to unsubscribe. You can also contact anguyen@aceenggroup.com.au. We action unsubscribe requests within five working days and retain the minimum record needed to respect your preference.

Unsubscribing from marketing does not prevent necessary communications about an enquiry you submit or services we provide to you.

8. Who we share information with

We may disclose relevant personal information to:

• ACE personnel, contractors and specialist advisers who need it for the relevant work.
• Clients, asset owners, OEMs and other project participants where needed to deliver or coordinate agreed services.
• Providers of website hosting, data storage, security, email, business administration and AI services used for the purposes described in this policy.
• Professional advisers, insurers, auditors, regulators or other recipients where needed to obtain advice, manage a claim, or meet a legal obligation.

We limit disclosure to information relevant to the purpose and take reasonable steps to establish appropriate handling arrangements. We may also disclose information with your consent or where required or authorised by law.

9. Service providers and overseas handling

Cloudflare supports the delivery and security of our website. Where we use Resend for automated email delivery, it processes recipient addresses, message content and delivery records. OpenAI provides ChatGPT, which ACE uses as described in section 11. Google provides Google Analytics, which we use with your permission as described in section 10.

Personal information may be processed or stored outside Australia, including in the United States. Resend stores its email service data in the United States. Cloudflare also identifies United States processing for cookie information under its default arrangements. Google may also process analytics information outside Australia. The locations relevant to other services depend on the provider and the arrangements used.

A project may also require information to be shared with an overseas client or specialist. We address relevant project specific handling arrangements through the engagement process. Where overseas disclosure is subject to Australian privacy law, we take the steps required by that law. Using this website does not constitute blanket consent to unrelated uses or overseas disclosures.

10. Cookies and website usage information

Our website uses cookies and technical information to support reliable operation and protect against automated misuse. This includes Cloudflare security cookies. Hosting and security providers may process IP addresses and other network or browser information in their technical logs.

We also record the referral or campaign source associated with some enquiries and resource requests to understand how people find our services and assess the usefulness of our communications. These records may be linked to the request and details you submit. Form controls help reduce spam and repeated submissions.

If you choose Allow cookies, we load Google Analytics on public pages to understand website use and improve our content. It uses cookies and similar identifiers to measure visits and pages viewed, referring websites, device and browser details, and approximate location. Analytics does not load before you allow it.

You can decline analytics and continue using the website. Your choice is stored locally in your browser. Use Cookie preferences in the footer to change it at any time. Withdrawing permission stops future analytics collection in that browser; it does not itself delete information already collected. Your choice does not automatically apply to another browser or device, and clearing browser storage may remove it.

We do not intentionally send names, email addresses, enquiry text or uploaded files to Google Analytics. Analytics is excluded from administration and API pages. Page addresses sent by our analytics setup omit query strings and fragments, and referring addresses are restricted to the referring website’s origin. Google Signals and advertising personalisation are disabled, and advertising consent is not granted.

These reports cover visitors who allow analytics and whose browsers send the data. Declined permission, browser settings and blockers can prevent measurement, so the reports are not a complete count of everyone who visits the website.

You can also manage or block cookies through your browser settings. Blocking some cookies may affect access or functionality. If we change our use of analytics or advertising technologies in a way that changes our handling of personal information, we will update this policy and provide any notice or choice required by law.

11. Use of artificial intelligence tools

ACE uses AI assisted tools, including ChatGPT provided by OpenAI, to help draft, summarise and organise business information. Depending on the task, information provided to a tool may include business contact details or relevant parts of correspondence and project records that contain personal information.

We limit personal information to what is reasonably necessary and remove identifying details where practicable. Before using personal information with an AI service, we assess its access, retention, overseas processing and model training arrangements and apply appropriate controls. Confidential project information remains subject to applicable obligations and agreed client requirements.

ACE personnel review AI assisted outputs before relying on them or issuing them externally. This policy does not itself authorise a new use of your information; we obtain any further consent required for the proposed use.

12. Storage security and retention

We hold personal information in electronic business records, email, hosted website and storage services, and paper records where needed. We take reasonable steps to protect it from misuse, interference, loss and unauthorised access, modification or disclosure. Access is restricted according to the relevant role and purpose.

Website enquiries and supporting files are managed through restricted access arrangements. Supplying a document through the enquiry form does not make it public website content. No internet transmission or storage system can be guaranteed completely secure.

We retain information for as long as reasonably needed for its purpose, including project delivery and traceability, applicable recordkeeping obligations, consent and unsubscribe records, and the handling of complaints or legal claims. Different records may require different retention periods.

When information is no longer needed and no lawful retention requirement remains, we take reasonable steps to destroy or deidentify it. Where immediate removal from a backup is not practicable, we restrict the information from further use and take reasonable steps to delete or deidentify it through the backup retention process.

We assess suspected privacy incidents, take steps to contain and address them, and notify affected individuals and regulators where required by law.

13. Access correction and deletion requests

Contact us using the details below to request access to personal information we hold about you, ask us to correct inaccurate, out of date, incomplete, irrelevant or misleading information, or request deletion. We may ask for proportionate information to verify your identity and locate the relevant records.

We aim to respond within 30 days. If more time is needed, we will explain the reason and expected response date. There is no fee to make a request or to correct information. If a reasonable, lawful charge applies to providing access, we will explain it before proceeding.

We consider requests in light of applicable law, other people’s privacy and legitimate retention requirements. Deletion is not automatic where records must be retained for legal, contractual or other lawful purposes. If we refuse a request in whole or in part, we will explain our reasons in writing, to the extent permitted, and explain how to complain.

14. Privacy concerns and complaints

Please contact ACE if you believe your information has been handled improperly. Describe the concern, the relevant circumstances and your preferred contact method. We will acknowledge the complaint, review the matter and advise you of the outcome or proposed next steps.

We aim to provide a substantive response within 30 days. If more time is needed, we will explain why and provide an expected response date. If you are dissatisfied with our response, you may contact the Office of the Australian Information Commissioner at www.oaic.gov.au or on 1300 363 992. The OAIC can explain whether the matter falls within its jurisdiction and the options available.

15. Changes and copies of this policy

We review this policy when relevant handling practices change and publish the current version with its updated date. Where a change requires further notice or consent, we address that before applying the change. Updating this policy does not, by itself, create new marketing permission. You may request a copy of this policy free of charge.

16. Contact ACE

Privacy contact: Director, ACE ENGINEERING GROUP PTY LTD (ABN 19 683 055 058)
Email: anguyen@aceenggroup.com.au | Telephone: +61 415 433 395
Perth, Western Australia | https://aceenggroup.com.au