Privacy
Policy

Forma Inspect is committed to protecting the privacy and personal information of our clients, website visitors, and business contacts. This Privacy Policy explains how we collect, use, store, disclose, and protect personal information.

We handle all personal information in accordance with the Australian Privacy Principles (APPs) contained in the Privacy Act 1988 (Cth). This policy applies to all services provided by Forma Inspect, operated by Marere Te Kanawa (Registered Building Practitioner), based in Melbourne, Victoria.

By using our website or engaging our services, you consent to the collection and use of your personal information as described in this policy.

We collect personal information that is necessary for the delivery of our inspection services. This may include:

• Full name
• Email address
• Phone number
• Property address (for inspection purposes)
• Real estate agent or property manager details (name, email, phone, agency — where provided by you)
• Property details (type, bedrooms, bathrooms, storeys, estimated size)
• Inspection preferences (service type, tier selection, add-ons, urgency)
• Payment information (processed securely — we do not store card details)
• Any additional details or messages you provide through our forms or correspondence

We do not collect sensitive information such as health records, tax file numbers, government identifiers, or financial account details through our website.

We collect personal information in the following ways:

• Through our website booking and enquiry forms (formainspect.com.au)
• Via email correspondence or phone communication
• Through our third-party booking and CRM platforms
• Indirectly, through real estate agents or property managers acting on your behalf

We only collect information that is reasonably necessary for the purpose for which it is collected.

Personal information we collect is used for the following purposes:

• Processing and confirming inspection bookings
• Conducting property inspections and preparing reports
• Communicating with clients regarding inspections, reports, and follow-up
• Coordinating access with real estate agents where you have authorised this
• Issuing invoices and processing payments
• Responding to enquiries submitted through our website or contact channels
• Improving our services, systems, and website
• Complying with legal obligations

We will not use your personal information for direct marketing unless you have provided express consent. You may withdraw that consent at any time by contacting us at info@formainspect.com.au.

Where a client selects the Standard inspection tier, Forma Inspect reserves the right to make a de-identified version of the inspection report available to other prospective buyers enquiring about the same property.

Before any such sharing occurs, all personally identifiable information — including the client's name, email address, phone number, and any other identifying details — is permanently removed from the report. Only the property address, inspection date, and report findings are retained in the de-identified version.

Reports prepared under the Private inspection tier are never shared, resold, or made available to any third party under any circumstances.

We take reasonable steps to protect personal information from misuse, interference, loss, and unauthorised access, modification, or disclosure. Personal information is stored using the following platforms and systems:

• Notion — booking pipeline, CRM, and client records
• Microsoft Outlook / Gmail — email communications
• InspectEasy — inspection report preparation and delivery
• Base44 — website and enquiry management platform

Access to client data is restricted to the sole operator of Forma Inspect and is not shared with other staff or external contractors without necessity. We use secure platforms and apply reasonable technical safeguards. However, no method of electronic transmission or storage is completely secure, and we cannot guarantee absolute security.

We do not sell, trade, or rent personal information to third parties. We may disclose personal information in the following limited circumstances:

• To real estate agents or property managers where you have authorised us to coordinate access on your behalf
• To payment processors for the purpose of invoicing and payment collection
• To our technology service providers (e.g. Notion, InspectEasy) solely for the purpose of delivering our services
• Where required or authorised by Australian law, regulation, or court order
• To professional advisors (legal or accounting) where necessary for business operations, under confidentiality obligations

We take reasonable steps to ensure third-party service providers handle personal information in accordance with the APPs.

Our website may use cookies and analytics tools (such as Google Analytics) to monitor traffic, improve user experience, and understand how visitors interact with our content. These tools may collect non-identifying data such as browser type, device, pages visited, and session duration.

No personally identifiable information is collected through cookies unless you have submitted it through a form. You may disable cookies through your browser settings at any time, though this may affect website functionality.

Under the Australian Privacy Principles, you have the right to:

• Request access to the personal information we hold about you
• Request correction of any inaccurate, incomplete, or outdated information
• Request deletion of your personal information (subject to our legal retention obligations)
• Withdraw consent to marketing communications at any time
• Make a complaint if you believe your privacy rights have been breached

To exercise any of these rights, please contact us at info@formainspect.com.au. We will respond within a reasonable timeframe, typically within 30 days.

We retain client personal information and inspection records for a minimum of 7 years from the date of inspection, consistent with our professional obligations and applicable limitation periods under Victorian law.

After this retention period, personal information will be securely deleted or de-identified. Inspection report content (de-identified) may be retained for quality assurance and benchmarking purposes.

If you have a concern about how we have handled your personal information, please contact us in the first instance at info@formainspect.com.au. We will acknowledge your complaint promptly and endeavour to resolve it within 30 days.

If you are not satisfied with our response, you may lodge a complaint with the Office of the Australian Information Commissioner (OAIC) at www.oaic.gov.au or by calling 1300 363 992.

Forma Inspect reserves the right to update this Privacy Policy at any time to reflect changes to our practices or legal requirements. Updated versions will be published at formainspect.com.au/privacy with a revised effective date. Continued use of our services following any update constitutes acceptance of the revised policy. We encourage you to review this policy periodically.

For any questions, requests, or complaints regarding this Privacy Policy or the handling of your personal information, please contact: