Privacy policy
1. Who We Are
Sanctum Pod is a trading name operated by Open Supply Pty Ltd (ABN 26 684 172 085).
We are an Australian retailer and importer of modular office pods. We supply office pods and related products and services to businesses, healthcare providers, educational institutions and residential customers throughout Australia.
In this Privacy Policy, “Sanctum Pod”, “Open Supply”, “we”, “us” and “our” refer to Open Supply Pty Ltd.
Our contact details are:
- Legal business name: Open Supply Pty Ltd
- Trading name: Sanctum Pod
- ABN: 26 684 172 085
- Website: sanctumpod.com
- Email: support@sanctumpod.com
- Phone: +61 403 998 528
- Business address: 34 Aspen Circuit, Springvale VIC 3171, Australia
Our website and online store are hosted by Shopify.
2. Purpose and Scope
This Privacy Policy explains how we collect, hold, use and disclose personal information when you:
- Visit or use our website;
- Request a quote or product information;
- Purchase or return a product;
- Arrange delivery, installation or support;
- Create or use an online account;
- Subscribe to our marketing communications; or
- Contact us by email, phone, website form or another channel.
We handle personal information in accordance with the Privacy Act 1988 (Cth) and the Australian Privacy Principles where those laws apply to us.
3. Personal Information We Collect
The personal information we collect depends on how you interact with us and may include:
Identity and contact information
Your name, business name, job title, billing address, delivery address, email address and phone number.
Quote, order and transaction information
Products requested or purchased, quote details, order history, invoices, payment status, returns, refunds, warranty claims and customer service history.
Delivery and installation information
Delivery location, site-access requirements, preferred delivery times, installation instructions and information reasonably required to deliver or install your products safely.
Payment information
Payment information is processed by Shopify and authorised payment providers. We generally receive payment confirmation, transaction references and limited billing information rather than your complete payment card details.
Account information
Your account username, encrypted password, preferences and saved information.
Communications
Information you provide when contacting us, completing a form, requesting support, submitting a review or communicating about an order.
Technical and usage information
IP address, browser type, device type, operating system, pages viewed, referring website, shopping-cart activity, approximate location and information about how you interact with our website.
Marketing preferences
Your subscription choices, advertising preferences and interactions with our emails or advertisements.
Please do not send sensitive information that is not reasonably required for your order, delivery, installation or support request.
4. How We Collect Information
We may collect personal information:
- Directly from you when you purchase, request a quote, create an account, complete a form or contact us;
- Automatically when you use our website, including through cookies, pixels and similar technologies;
- From Shopify, payment providers, delivery providers and installation partners;
- From advertising, analytics and business service providers;
- From publicly available business sources; or
- From another person acting with your authority, such as your employer, colleague or representative.
5. How We Use Personal Information
We may use personal information to:
- Respond to enquiries and prepare quotations;
- Process payments and fulfil orders;
- Arrange freight, delivery, installation, returns and warranty support;
- Create and administer customer accounts;
- Communicate about orders, delivery dates, product updates or service issues;
- Provide customer support;
- Improve our website, products, advertising and customer experience;
- Personalise content and product recommendations;
- Send marketing communications where permitted;
- Measure the effectiveness of advertising;
- Detect and prevent fraud, security incidents and misuse;
- Maintain business, accounting and taxation records;
- Enforce our terms, policies and legal rights; and
- Comply with applicable laws, regulatory requirements and lawful government requests.
We only use personal information for purposes reasonably connected with why it was collected, where you have provided consent, or where otherwise permitted or required by law.
6. Cookies, Analytics and Advertising
Our website uses cookies and similar technologies to operate the store, remember preferences, understand website activity and measure advertising performance.
These technologies may include:
- Essential cookies required for checkout, security and account functions;
- Preference cookies that remember your selections;
- Analytics technologies that help us understand website usage; and
- Advertising technologies used to measure campaigns and, where enabled, personalise advertising.
Shopify, Google and other enabled service providers may receive online identifiers and information about your interaction with our website. These providers handle information according to their own privacy policies.
Where a cookie preference tool is available, you can use it to manage non-essential cookies. You can also adjust your browser settings, although disabling essential cookies may prevent parts of the website from working properly.
We do not sell personal information for money.
7. Marketing Communications
If you subscribe to marketing or otherwise consent to receive it, we may send you information about products, offers and company updates.
You can unsubscribe at any time by:
- Selecting the “unsubscribe” link in an email; or
- Contacting support@sanctumpod.com.
After unsubscribing, you may still receive essential communications concerning your enquiries, quotations, orders, deliveries, warranties or account.
8. When We Disclose Personal Information
We may disclose relevant personal information to:
- Shopify, which hosts and operates our online store;
- Payment processors and fraud-prevention providers;
- Freight companies, couriers, warehouses and installation providers;
- IT, hosting, cloud storage, analytics and customer-support providers;
- Advertising and marketing providers where enabled;
- Accountants, insurers, lawyers and professional advisers;
- Government agencies, regulators or law-enforcement authorities where required by law;
- A purchaser or adviser involved in a proposed sale, merger or restructuring of our business; and
- Other parties where you direct or authorise us to disclose the information.
We only provide service providers with information reasonably necessary for them to perform their services.
We do not disclose personal information to unrelated third parties for their own direct marketing without consent or another lawful basis.
9. Shopify
Our store is hosted by Shopify. Shopify processes information about your use of our store so that it can provide checkout, payment, security, account and other ecommerce services.
Information submitted through our website may be transmitted to Shopify and its service providers in Australia and overseas. In some circumstances, Shopify may process information for its own purposes.
You can learn more through the Shopify Consumer Privacy Policy and Shopify Privacy Portal.
10. Overseas Disclosure
Some of our technology, payment, cloud, analytics and advertising providers operate outside Australia. Personal information may therefore be disclosed to or processed by recipients in countries including Canada and the United States, and other countries in which our providers operate.
When we disclose personal information overseas, we take reasonable steps appropriate to the circumstances to protect the information and require service providers to handle it securely.
11. Security and Retention
We use reasonable administrative, technical and physical safeguards designed to protect personal information against loss, misuse, interference and unauthorised access, modification or disclosure.
However, no internet transmission or storage system is completely secure. Please do not send payment-card details or other sensitive information through unsecured email or contact forms.
We retain personal information only for as long as reasonably necessary to:
- Complete transactions and provide support;
- Maintain warranty, taxation and accounting records;
- Resolve disputes;
- Prevent fraud; and
- Meet our legal obligations.
Information that is no longer required is deleted, destroyed or de-identified where reasonably practicable.
12. Access, Correction and Other Privacy Choices
Subject to applicable law, you may request:
- Access to personal information we hold about you;
- Correction of inaccurate or incomplete information;
- Withdrawal of consent where processing is based on consent;
- Removal from direct-marketing communications; or
- Deletion of information where a deletion right applies.
To make a request, contact support@sanctumpod.com. We may need to verify your identity before completing the request.
We generally aim to respond within 30 days. If we cannot fulfil a request, we will explain the reason where required by law.
13. Third-Party Websites
Our website may link to third-party websites, social media platforms or services. We do not control those third parties and are not responsible for their privacy or security practices.
You should review the privacy policy of any third-party website before providing personal information.
14. Children’s Privacy
Our products and Services are not directed to children under 18. We do not knowingly collect personal information directly from children without the involvement of a parent, guardian or authorised adult.
If you believe a child has provided personal information to us, please contact us.
15. Privacy Complaints
If you have a concern about how we have handled personal information, please contact our Privacy Officer:
Privacy Officer
Open Supply Pty Ltd
34 Aspen Circuit
Springvale VIC 3171, Australia
Email: sales@sanctumpod.com
Phone: +61 403 998 528
Please include enough information for us to investigate your concern. We will acknowledge and investigate the complaint and aim to provide a response within 30 days.
If you are not satisfied with our response, you may contact the Office of the Australian Information Commissioner.
16. Changes to This Policy
We may update this Privacy Policy when our business practices, service providers or legal obligations change. The revised policy will be published on this website with an updated date.
17. Contact Us
For privacy questions, requests or complaints, contact:
Open Supply Pty Ltd trading as Sanctum Pod
ABN 26 684 172 085
34 Aspen Circuit, Springvale VIC 3171, Australia
Email: sales@sanctumpod.com
Phone: +61 403 998 528