Legal
Privacy Policy
1. About this policy
This policy explains how Westholm Core Pty Ltd, ABN 33 693 241 244 (Westholm, we, us or our), handles personal information collected through the WESTHOLM website and related correspondence. Westholm Core Pty Ltd is the sole operator accountable for this website. This policy is written to follow the Australian Privacy Principles, and we aim to handle personal information consistently with them.
2. Information we collect
The website is primarily an information site. We collect personal information in two ways: when you choose to send it to us, through the website’s enquiry form or by email; and, as technical information, when you visit the website.
An enquiry may collect:
- your name, email address and any other contact details you provide;
- the organisation you represent, if you tell us;
- the contents of your message; and
- correspondence and records created when we respond.
When you visit the website, our hosting provider, Vercel Inc., processes your IP address, and the approximate location derived from it, to deliver the site and keep it secure, and keeps request logs for a limited period. Vercel’s processing takes place primarily in the United States. Website analytics (see section 4) add aggregate visit statistics. We use this information to deliver, secure and improve the website; we do not use it to identify individual visitors. The website’s own code does not set cookies or use browser storage.
We do not ask you to provide sensitive information, identity documents, financial credentials, passwords or confidential third-party information. Please do not include these.
3. The enquiry form
The website has an enquiry form. When you use it, we collect the name, email address and message you enter, and your organisation if you choose to provide one. We collect these details to reply to you. If you do not provide a name, email address and message you will not be able to send the form, and we may be unable to respond; you can write to us by email instead.
When you press Send, your enquiry is delivered by email to contact@westholm.com.au through a third-party email delivery provider, Resend (Plus Five Five, Inc., San Francisco, United States). Resend’s standard retention period for message content and delivery logs is 30 days, and data it deletes can remain in its backups for up to seven days after that. Resend uses service providers based in the United States, including a trust-and-safety service that may review a sample of emails. Your enquiry is not stored in any website database.
A copy is kept in our email system, a Google Workspace mailbox (Google may store data in the United States or other countries), for as long as needed to deal with the correspondence, as described in section 8. Because these providers are outside Australia, your enquiry is disclosed to overseas recipients (see section 7).
4. Website analytics
The website uses Vercel Web Analytics, a service provided by Vercel Inc. (United States), to measure how the website is used. For each visit it records the time, the page address, the referring page, filtered query parameters, the visitor’s approximate location (country, region and city), and the operating system, browser and device type.
Web Analytics does not use cookies. A visit is identified by a hash of the incoming request that is valid for one day and then reset, and Web Analytics does not use advertising or cross-site tracking. Vercel processes this information in the United States or other countries (see section 7).
We use these statistics only to understand and improve the website.
5. How we use information
We collect, hold, use and disclose personal information to respond to your enquiry, to operate, secure and maintain the website, to understand in aggregate how the website is used and improve it, to keep necessary business and correspondence records, to prevent misuse and security incidents, and to comply with legal obligations. Sending an enquiry does not subscribe you to marketing; we will not send electronic marketing without a lawful basis and any consent required by law.
6. Sharing information
We may share personal information where reasonably necessary with:
- website hosting, security and analytics providers, including Vercel Inc., so far as needed to operate, protect and measure the website;
- our email delivery provider, Resend (Plus Five Five, Inc.), and the service providers it uses, which deliver enquiries sent through the enquiry form to our inbox (see section 3);
- the provider of our email system, Google (Google Workspace), which stores the email we send and receive;
- Westholm Developments Pty Ltd, where an enquiry concerns a matter it is responsible for and sharing is necessary to respond;
- authorities or others where required or authorised by law; and
- another party with your consent.
Westholm does not sell personal information.
7. Overseas disclosure
We are likely to disclose personal information to overseas recipients, because the providers we use operate outside Australia. Where practicable, the countries are:
- United States: Vercel Inc. (website hosting and Web Analytics; Vercel processes analytics data in the United States or other countries), and Resend (Plus Five Five, Inc.) and its service providers (delivery of enquiries sent through the form); and
- United States or other countries: Google (Google Workspace), which stores the email we send and receive.
8. Retention and security
We hold personal information in our email system (a Google Workspace mailbox) and in the records we create when we respond to you. The website does not keep a database of enquiries. Resend keeps message content and delivery logs for its standard 30-day retention period, and deleted data can remain in its backups for up to seven days after that (see section 3); Vercel keeps request logs for a limited period (see section 2).
We take reasonable steps to protect personal information from misuse, loss and unauthorised access, and we keep it only for as long as reasonably necessary for the purpose it was collected, legitimate recordkeeping, dispute management, security or legal obligations. No internet system is completely secure; please do not send sensitive or confidential material by email.
9. Access and correction
You may ask to access the personal information we hold about you, or ask us to correct information that is inaccurate or out of date, by writing to contact@westholm.com.au. We may need to verify your identity, and some legal exceptions may apply. We will respond within 30 calendar days.
10. Enquiries and complaints
Please direct privacy enquiries and complaints, including a complaint about how we have handled your personal information, to contact@westholm.com.au with enough detail for us to understand the matter. We will look into your complaint and reply to you in writing within 30 calendar days. If Australian privacy law applies and you are not satisfied with our response, you may be entitled to contact the Office of the Australian Information Commissioner at oaic.gov.au.
11. Before new features are activated
This policy describes the website as it currently operates: an information site with an enquiry form and website analytics. It must be reviewed and updated before any change to what the enquiry form collects or where it sends enquiries, before any change to website analytics (such as adding cookies or further tracking), and before any AI-based feature, marketing or other enquiry-handoff functionality is activated, including any use of an AI provider, retention settings or additional overseas processing that such changes or features would introduce.
12. Changes
We may update this policy when the website, its features, providers or legal requirements change. The published version will show its effective date, and material changes will be reviewed before they take effect.