Privacy Policy

Effective Date: 18 September 2026

Website: https://www.vanscopefitouts.com.au/

1.0 Overview & Commitment to Privacy

1.1 VanScope Fitouts ("we", "us", "our") respects your privacy and is committed to managing your personal information in an open, transparent, and legally compliant manner.

1.2 This Privacy Policy explains how we collect, use, store, disclose, and protect your personal information in accordance with the Privacy Act 1988 (Cth), the 13 Australian Privacy Principles (APPs), and the Spam Act 2003 (Cth).

1.3 By accessing our website (https://www.vanscopefitouts.com.au/), creating a customer account, requesting a quote, booking a vehicle fitout, purchasing through our online store, or communicating with our workshop team, you consent to the collection and handling of your personal information as described in this policy.

2.0 Business Details & Privacy Contact

3.0 Anonymity & Pseudonymity (APP 2)

3.1 Where practicable, you have the option of dealing with us anonymously or using a pseudonym (for example, when making general phone or online inquiries about custom fitout options).

3.2 However, when you request a formal quotation, book a vehicle fitout, create a customer account, place an order through our online store, sign an Approved Scope of Work, or deliver a vehicle to our workshop, it becomes impracticable for us to assist you without verifying your identity, contact details, and vehicle specifications.

4.0 Personal Information We Collect (APPs 3 & 4)

We collect personal information that is reasonably necessary for our business functions and services. Depending on your interactions with VanScope Fitouts, this may include:

  • 4.1 Contact & Identity Information: Your name, phone number, email address, residential/business address, and preferred contact methods.

  • 4.2 Vehicle & Custom Build Specifications: Vehicle make, model, registration number, Vehicle Identification Number (VIN), existing electrical configurations, dimensions, layout preferences, and technical specifications for custom campervan conversions, work van fitouts, or ute canopy setups.

  • 4.3 Transaction & Financial Data: Invoicing history, deposit records, payment confirmations, and bank transfer details. (Note: Online or terminal credit card payments are processed securely through PCI-DSS compliant third-party gateways; we do not retain credit card details on our local systems).

  • 4.4 Online Store & Customer Account Data: If you create a customer account or make a purchase through our online store, we collect your login credentials (stored in encrypted form), order history, cart contents, shipping/billing addresses, and any communication preferences associated with your account.

  • 4.5 Workshop & Service Records: Written correspondence, phone consultation notes, pre-fitout vehicle inspection reports, photos of vehicle condition, warranty registration records, and after-sales service logs.

  • 4.6 Digital & Analytics Data: IP address, device type, browser settings, pages visited, and traffic interaction data collected automatically when you browse our website, including data collected through our e-commerce platform's built-in analytics.

  • 4.7 Social Media Interaction Data: If you interact with us via our Facebook or Instagram pages (for example, by sending a message, commenting, or engaging with an ad), the relevant platform may share limited interaction and contact data with us, subject to that platform's own privacy policy.

  • 4.8 Testimonials & Reviews: With your separate, explicit consent, we may collect and publish customer names, photos, and review content (including reviews submitted via Google) on our website to showcase completed projects. This use is separate from the operational purposes described in Section 6 and will occur only where you have agreed to it.

  • 4.9 Unsolicited Personal Information: If we receive personal information that we did not solicit and which is not necessary for our business functions, we will securely destroy or de-identify that information as soon as practicable, in accordance with APP 4.

5.0 How We Collect Personal Information

We collect personal information primarily directly from you through fair and lawful means:

  • 5.1 Direct Submissions: When you submit a quote request form on our website, email us, call our team, or visit our Coburg North workshop.

  • 5.2 Online Store & Accounts: When you create a customer account, log in, add items to your cart, or complete a purchase through our website.

  • 5.3 Consultation & Handover: When you complete a pre-fitout inspection form, approve a project scope, or sign a vehicle handover agreement.

  • 5.4 Post-Installation & Warranty: When you register components for manufacturer warranties or request ongoing technical support.

  • 5.5 Automated Website Tools: Via standard server log files, cookies, and digital analytics tools during your website visits.

  • 5.6 Social Media: When you interact with our official Facebook or Instagram pages.

6.0 Purposes of Collection, Use, & Disclosure (APP 6)

We collect, hold, use, and disclose your personal information for the primary purpose of delivering custom van fitout services and managing our operations, including:

  • 6.1 Project Design & Quotation: Calculating power/electrical loads, designing custom cabinetry layouts, evaluating space and payload requirements, and issuing tailored project quotes.

  • 6.2 Fitout Execution & Workshop Operations: Performing custom carpentry, electrical system installations, appliance fitting, and quality assurance checks on your vehicle.

  • 6.3 Component Procurement: Ordering specialised third-party appliances and components (such as lithium batteries, solar power systems, fridges, diesel heaters, or awnings) required for your custom build.

  • 6.4 Online Store Operations: Processing orders placed through our website, managing customer accounts, and fulfilling purchases of van fitout products and accessories.

  • 6.5 Account Management & Billing: Processing progress payments, issuing tax invoices, and fulfilling statutory accounting obligations.

  • 6.6 Warranty & Ongoing Support: Managing voluntary artistry warranty claims, facilitating component supplier warranty support, and advising on maintenance.

  • 6.7 Customer Communications: Sending operational updates regarding project progress, scheduling vehicle drop-offs or collection, and responding to inquiries.

  • 6.8 Marketing & Reputation (with consent): Publishing testimonials, reviews, and project photos to showcase our work, only where separate consent has been obtained.

7.0 Third-Party Disclosures & Overseas Transfers (APP 8)

7.1 Local Disclosures: We do not sell, rent, or trade your personal information. We disclose personal information to third parties only where necessary to operate our business or deliver your fitout:

  • Component Manufacturers & Distributors: For warranty registration or direct delivery of custom parts.

  • Specialist Subcontractors: Licensed trade professionals (such as specialised auto-electricians or vehicle certifiers) engaged to assist on your project.

  • Professional Advisors & Service Providers: Secure payment processors, accounting software providers, IT/hosting services, insurers, and legal advisors operating under confidentiality obligations.

  • Legal Compliance: Statutory bodies, law enforcement, or courts where required or authorised by Australian law.

7.2 Overseas Data Handling: Our website and online store are hosted and operated using the Shopify platform, which stores and processes data on secure servers located overseas (including in the United States and Canada). We may also use overseas-based website analytics and social media advertising tools (such as Meta/Facebook and Google services). Where overseas processing occurs, we take reasonable steps to ensure service providers adhere to data security standards aligned with the Australian Privacy Principles, and we encourage you to review the privacy policies of these third-party platforms for further detail on their handling of your data.

8.0 Direct Marketing & Spam Act Compliance (APP 7)

8.1 We may occasionally send operational news, project showcases, or promotional information where you have consented or where you would reasonably expect to receive such communications.

8.2 In accordance with the Spam Act 2003 (Cth), all commercial electronic messages include a functional "Unsubscribe" mechanism. You can opt out of marketing communications at any time by emailing info@vanscopefitouts.com.au with the subject "Unsubscribe".

9.0 Data Security & Storage Controls (APP 11)

9.1 Safeguards: We take all reasonable steps to protect your personal information from misuse, interference, loss, unauthorised access, modification, or disclosure.

  • Digital Security: Password-protected systems, encrypted cloud storage, firewall protections, and SSL certificate protocols on our website and online store.

  • Physical Security: Restricted physical access to workshop project files, keys, and vehicle documentation at our Coburg North workshop.

9.2 Data Retention & Destruction: We retain personal information only for as long as necessary to fulfil the purposes outlined in this policy or to satisfy statutory record-keeping rules (such as Australian Tax Office requirements). Once no longer required, we securely destroy data or permanently de-identify it.

9.3 Data Breach Notification: In the event of an eligible data breach involving personal information, we will comply with the mandatory reporting obligations under the Notifiable Data Breaches (NDB) scheme (Part IIIC of the Privacy Act 1988).

10.0 Access to & Correction of Information (APPs 12 & 13)

10.1 Requesting Access: You have the right to request access to the personal information we hold about you by contacting our Privacy Officer in writing. We will respond within a reasonable timeframe (typically within 30 days).

10.2 Requesting Correction: If you notice that any personal information we hold is inaccurate, out of date, incomplete, or misleading, please notify us. We will take prompt steps to correct our records.

11.0 Website Cookies & Analytics

11.1 Our website uses cookies and similar tracking technologies — including those provided by our e-commerce platform (Shopify), website analytics tools, and social media advertising services — to operate the shopping cart and checkout, improve site performance, analyse traffic trends, and customise user experience.

11.2 You can configure your browser to block or alert you about cookies. Disabling cookies may affect certain website features, including your ability to complete a purchase through our online store.

12.0 Privacy Complaints & External Review

12.1 Internal Complaint Process: If you have a privacy concern or complaint, please write to our Privacy Officer at info@vanscopefitouts.com.au. We will acknowledge your request within five (5) business days and investigate the matter in good faith.

12.2 OAIC Escalation: If you are not satisfied with our response after 30 days, you may refer your complaint to the Office of the Australian Information Commissioner (OAIC):

  • Website: www.oaic.gov.au

  • Phone: 1300 363 992

  • Post: GPO Box 5218, Sydney NSW 2001

13.0 Changes to This Policy

We reserve the right to amend this Privacy Policy at any time to reflect updates in legal requirements, technology, or business operations. The current version will always be accessible on our website with an updated "Effective Date".

14.0 Privacy Contact Information

For formal privacy requests, access applications, or questions regarding this Privacy Policy, please contact:

Privacy Officer — VanScope Fitouts