How we handle personal information

Who we are

Valeo Technology designs sound, scent and sensory environments for workplaces, healthcare, education and hospitality. This website, valeotechnology.com, is operated by Valeo Technology Pty Ltd in Sydney, Australia. Our Singapore company, Valeo Tech Pte Ltd, serves clients in Singapore and the wider region. In this policy, “we”, “us” and “our” mean both companies, and the policy applies to personal information we collect through this website and in the course of enquiries that begin here.

We handle personal information consistently with the Australian Privacy Principles in the Privacy Act 1988 (Cth), where they apply, and, for our Singapore company, with the Personal Data Protection Act 2012 (Singapore).

What we collect

Most of this site can be read without giving us any personal information.

If you use the enquiry form or email us, we collect what you choose to give us: your name, your work email address, your company, the role you select, and what you write about the space you are working on. If you telephone us, we may keep a note of your name, number and what you asked.

If you send us a floor plan or other project material by email, we hold that material as described under “Material you send us” below.

We do not collect personal information about you from other sources for marketing purposes. Where we look up a company you have named, to understand a project, we use publicly available information about the organisation, not about you.

How we collect it

Directly from you, through the enquiry form, by email or by telephone.

Our website does not use analytics tools and does not set cookies of its own. The site is served through a global content delivery network operated by Cloudflare, Inc., which handles page requests and keeps standard server logs, including the IP address of the device requesting a page, for the purposes of delivering the site securely and defending it against abuse. Those logs are held by the provider on its own infrastructure, which is not limited to Australia, and are not used by us to identify visitors.

Some pages embed video hosted by Vimeo and YouTube. We use the settings those services provide to limit tracking (Vimeo’s do-not-track parameter and YouTube’s privacy-enhanced mode). The player is loaded from the hosting service when you open a page that carries one, and when you play a video the hosting service may set its own cookies and collect information under its own privacy policy.

Why we collect it, and what we do with it

We use the personal information you give us to reply to your enquiry, to prepare the indicative response our contact page describes, to arrange a conversation or a site visit if you ask for one, and, if a project proceeds, to carry out the engagement.

We do not sell personal information. We do not add enquiries to a marketing list, and we do not send marketing email. If that ever changes, we will ask for your consent first.

The tools and partners we use to prepare a response

We may use specialist design, formulation and document-production tools to prepare responses, proposals and design documents. In the ordinary enquiry workflow, we do not provide your contact details to those tools. If a project proceeds, we may share relevant contact details with project partners where needed to deliver the work.

Floor plans, site information and project material may be reviewed using specialist platforms or by project partners where needed to prepare or deliver the response. The floor plan itself is handled as confidential project material, and the terms on which we hold it are in “Material you send us” below.

Where your information is stored

Our enquiry form opens an email in your own mail program, addressed to info@valeotechnology.com, so your enquiry travels to us as ordinary email and no third-party form service handles it. Our email and our documents are held in Microsoft 365, and the tenant’s data for email, document storage and Teams is stored in Australia. Personal information you submit to us by email is stored in Australia, and our project records are kept on systems located in Australia.

The exception, described above, is the content delivery network that serves the pages of this site, whose server logs are not confined to Australia.

Material you send us

Floor plans, reflected ceiling plans, photographs and project descriptions sometimes carry more than the drawing: a title block naming the drafter, a room schedule naming occupants, a marked-up plan with staff names. We look before we use a drawing and we remove or ask about anything that identifies a person that the design does not need. Unannounced projects stay with us, and we name nobody and no project without written permission. The intellectual property in what you send us stays yours.

Disclosure

We disclose personal information only where it is needed to do what you have asked of us or to run our business: to a consultant, an audiovisual partner, a supplier or an installer who is working with us on your project, and only what they need for their part of it; and to the technology providers that run our email, document storage, website hosting, security and business systems, who handle it on our behalf under their own contractual obligations. We may disclose personal information where the law requires it.

Overseas: apart from the content delivery network described above, we do not disclose personal information to overseas recipients. Our email and document storage are Microsoft 365 services with the data stored in Australia.

Installed systems on client sites

This policy is about this website. The soundscaping systems we design for client sites use acoustic sensors. Acoustic data is processed into metadata for sound levels, frequency and events. It is not conversation recording. How a client handles that metadata on its own premises is governed by the client’s own policies and our engagement with them, not by this website policy.

How long we keep it

We keep enquiry records for three years after our last contact with you, unless a project proceeds, in which case the records form part of the project file and are kept for as long as we are required to keep business records. You can ask us to delete an enquiry sooner, and we will unless the law requires us to keep it.

Security

We take reasonable steps to protect the personal information we hold from misuse, interference, loss, unauthorised access, modification and disclosure. Access to our systems is limited to the people who need it. If a data breach occurs that is likely to result in serious harm, we will notify the people affected and the relevant regulator in accordance with the law.

Access and correction

You can ask us what personal information we hold about you, ask us to correct it, or ask us to delete it, by emailing info@valeotechnology.com. We will respond within 30 days. There is no charge for making a request. If a permitted charge applies to giving access, we will tell you first.

Complaints

If you believe we have handled your personal information in a way that breaches this policy or the law, write to us at info@valeotechnology.com and tell us what happened. We will acknowledge your complaint within seven days and aim to resolve it within 30. If you are not satisfied with our response, you can complain to the Office of the Australian Information Commissioner at oaic.gov.au. In Singapore, you can complain to the Personal Data Protection Commission at pdpc.gov.sg.

Singapore

Valeo Tech Pte Ltd is a Singapore company and handles personal data in accordance with the Personal Data Protection Act 2012. Our contact for data protection matters is privacy@valeotechnology.com. Personal data collected from Singapore enquiries is stored in Australia, on the systems described above.

Children

This website and our services are directed at organisations and the people who work in them. We do not knowingly collect personal information from children.

Changes to this policy

We will publish any change to this policy on this page and update the effective date. Material changes to how we handle personal information already collected will be told to the people affected.

Contact

Valeo Technology Pty Ltd, Sydney, Australia. info@valeotechnology.com. +61 2 9145 0100.