Privacy Policy

Last Updated: October 14th, 2026

Entity Name: Manpost Pty Ltd (trading as “Specialized Heating & Cooling” / “Specair”)

Contact Phone: 1300 669 397 / (03) 9743 7633

1. Commitment to Privacy

Manpost Pty Ltd (“Specair”, “we”, “us”, or “our”) is committed to protecting your privacy and managing personal information in an open, transparent, and secure manner. This Privacy Policy outlines how we collect, hold, use, and disclose personal information in accordance with the Privacy Act 1988 (Cth), the Australian Privacy Principles (APPs), and the Spam Act 2003 (Cth). This policy applies to personal information gathered through our website (specair.com.au), our online HVAC quoting and sizing tools, in-home consultations, showroom visits, service agreements, and communications with our technical and customer support teams.

2. Personal Information We Collect

The types of personal information we collect depend on the nature of your interaction with us: Contact Information: Full name, billing address, site/installation address, email address, telephone numbers. Property & Technical Data: Property type (residential, multi-storey, commercial), architectural plans, ceiling height, roof space access, existing ducting/electrical setup, gas infrastructure, and photograph uploads of switchboards, flues, or outdoor condenser locations. Transaction & Billing Records: Details of products and services quoted, purchased, or serviced, payment transaction references, deposit confirmations, and warranty registration details. (Note: Credit/debit card numbers processed over the phone or online are handled by secure, PCI-DSS compliant third-party payment gateways and are never stored on our web servers.) Government Incentive & Rebate Documentation: Proof of ownership, rates notices, electrical meter numbers (NMI), gas meter numbers (MIRN), household eligibility declarations, and signed assignment forms required for the Victorian Energy Upgrades (VEU) program, Solar Victoria, or Small-scale Technology Certificates (STCs). Digital Interaction Data: IP addresses, browser types, device identifiers, referring URLs, pages visited, and interaction data captured via cookies, pixels, and web analytics.

3. How We Collect Personal Information

We collect personal information through lawful and fair means, primarily directly from you: 1. Direct Submissions: When you complete a contact form, utilize our online quoting tools, book an on-site technical inspection, accept a quote, or call our customer service hotline. 2. On-Site Assessments & Service Visits: When our licensed technicians and estimators visit your property to evaluate heating/cooling requirements, capture installation photos, or complete compliance audits. 3. Automated Technologies: When you interact with specair.com.au, through standard server logs, Google Analytics, and tracking tags (see Section 8 below). 4. Authorised Third Parties: Occasionally from building contractors, architects, property managers, or landlords acting on your behalf with your authorization.

4. Purposes of Collection, Use, and Disclosure

We collect, hold, use, and disclose your personal information only for purposes directly related to our business functions and services, including: Providing accurate HVAC load assessments, equipment sizing, and customized quotations. Scheduling and executing physical deliveries, installations, duct changeovers, and ongoing maintenance. Testing, commissioning, and issuing statutory compliance documentation, including Victorian Building Authority (VBA) Compliance Certificates and Certificates of Electrical Safety (COES). Processing and lodging government rebate claims and energy efficiency certificates (e.g., VEU, Solar Victoria) on your behalf. Managing warranty claims and manufacturer registrations with equipment distributors (e.g., Daikin, Panasonic, Samsung, Bonaire, Brivis). Communicating appointment confirmations, arrival windows, follow-ups, and customer satisfaction surveys. Complying with our legal and safety obligations under Victorian and Commonwealth building, electrical, plumbing, and occupational health and safety laws.

5. Disclosure of Personal Information to Third Parties

We do not sell, rent, or trade your personal information. We disclose personal information only to trusted third parties necessary to deliver our products and statutory services: Licensed Trades & Subcontractors: Accredited refrigeration mechanics, plumbers, and electricians engaged by Specair to complete or inspect your installation. Equipment Manufacturers & Distributors: To register equipment serial numbers for 5–7 year manufacturer warranties and process spare parts or warranty service calls. Government & Statutory Regulators: The Victorian Building Authority (VBA), Energy Safe Victoria (ESV), the Essential Services Commission (ESC), and the Clean Energy Regulator for certificate lodgement, safety compliance, and rebate auditing. Service Providers: Cloud hosting services, CRM and dispatch platforms, SMS notification services, and payment processors located within Australia or operating under strict contractual privacy standards. Professional Advisers & Law Enforcement: Legal, accounting, and insurance advisers, or government authorities where required or authorized by Australian law.

6. Cross-Border Data Disclosures

Our primary operational databases, customer management tools, and service records are hosted within Australia. However, some cloud software providers (such as website analytics, enterprise email, or automated backup platforms) may store data on secured overseas servers (commonly in the United States or New Zealand). Where cross-border disclosures occur, we take reasonable steps to ensure the recipient handles your personal information in accordance with standards substantially similar to the Australian Privacy Principles.

7. Storage, Security, and Data Retention

1. Security Measures: We implement industry-standard physical, electronic, and managerial protections to safeguard your personal data against misuse, interference, loss, unauthorized access, modification, or disclosure. These measures include SSL/TLS encryption for website transmission, multi-factor authentication for internal systems, and restricted physical access to office archives. 2. Statutory Retention: Due to Victorian building regulations and statutory warranties (Domestic Building Contracts Act 1995 (Vic)), we are legally required to retain installation contracts, site notes, and compliance certificates for statutory limitation periods (typically 7 to 10 years). 3. Destruction & De-identification: When personal information is no longer needed for any lawful or business purpose, we take reasonable steps to securely destroy or permanently de-identify it.

8. Cookies, Analytics, and Remarketing

1. Cookies: specair.com.au uses cookies—small data files placed on your browser—to remember your session preferences, ensure our quoting calculators function correctly, and analyze traffic patterns. 2. Analytics & Advertising: We use third-party analytics services (such as Google Analytics) and marketing tags (e.g., Meta Pixel, Google Ads). These tools aggregate anonymized usage patterns to help us improve site navigation and serve targeted advertisements to users who have previously visited our site. 3. Opting Out: You can configure your browser to reject cookies or prompt you before accepting them. Disabling cookies will not prevent you from viewing general site information, though interactive sizing tools may experience reduced functionality.

9. Direct Marketing and Communication Preferences

We may send you service announcements, seasonal maintenance reminders (such as evaporative cooler winterization or pre-summer checkups), and promotional offers. All direct marketing communications comply with the Spam Act 2003 (Cth). Every promotional email or SMS includes a functional, immediate opt-out/unsubscribe facility. You may also opt out of promotional messages at any time by contacting us directly. Opting out of marketing does not affect essential operational messages regarding active orders, delivery schedules, or safety notices.

10. Accessing and Correcting Your Personal Information

Under APPs 12 and 13, you have the right to request access to the personal information we hold about you and to request that inaccuracies be corrected. Access Requests: You can request access by contacting our Privacy Officer in writing. We will verify your identity before releasing records. We respond to access requests within a reasonable timeframe (typically within 30 days) and will not charge an application fee, though a reasonable administrative charge may apply for retrieving archived paper files. Correction Requests: If you believe that any information we hold is inaccurate, incomplete, or out-of-date, please contact us. We will take prompt, reasonable steps to correct it. Exceptions: In limited circumstances prescribed by law (such as where access would prejudice legal proceedings or unreasonably impact the privacy of others), we may decline an access or correction request, providing written reasons for our decision.

11. Complaints and Dispute Resolution

If you have concerns about our handling of your personal information, or believe we have breached the Australian Privacy Principles: 1. Submit a Complaint: Contact our Privacy Officer in writing using the details provided below, setting out the specifics of your complaint. 2. Our Investigation: We will acknowledge receipt of your complaint within seven (7) business days and complete an internal investigation within thirty (30) days. We will provide our written resolution or response to you. 3. OAIC Escalation: If you are not satisfied with our response, you may lodge a formal complaint with the Office of the Australian Information Commissioner (OAIC): Website: www.oaic.gov.au Phone: 1300 363 992 Post: GPO Box 5288, Sydney NSW 2001

12. Changes to this Privacy Policy

We may update this Privacy Policy periodically to reflect operational changes, technical advancements, or amendments to Australian privacy legislation. Any revised policy will be posted on this page with an updated “Last Updated” date.

13. Privacy Officer Contact Details

For all privacy-related inquiries, access requests, or complaints, please reach out to: Privacy Officer Manpost Pty Ltd (Specair) Phone: 1300 669 397 / (03) 9743 7633