Onyx Vault — Privacy Policy
Last Updated: September 2026
1. Introduction & Commitment
Onyx Vault (“we”, “us”, “our”) is committed to protecting your privacy and handling your personal information with care, transparency, and integrity.
This Privacy Policy explains how we collect, hold, use, disclose, and safeguard your personal information in accordance with the Privacy Act 1988 (Cth), the Australian Privacy Principles (APPs), and the Spam Act 2003 (Cth).
By booking our services, accessing our website, communicating with us, or providing your personal details, you consent to the practices described in this Privacy Policy.
2. Information We Collect
We collect information reasonably necessary to schedule, perform, and invoice our mobile vehicle detailing services. This includes:
Contact Information: Full name, mobile phone number, email address, and residential or workplace address.
Service Location & Access Details: Specific property access instructions (e.g., security gate codes, parking bay numbers, concierge instructions, strata contact details).
Vehicle Details: Vehicle make, model, year, colour, registration plate number, paint finish type, and Vehicle Identification Number (VIN) where required.
Vehicle Condition & Photographic Records: High-resolution digital photographs and video recordings of your vehicle’s exterior and interior taken before, during, and after detailing (used to document pre-existing damage, record condition, verify service quality, and for portfolio/marketing purposes).
Billing & Transaction Data: Records of services provided, quotes, invoices, payment method details, and transaction references. (Note: Credit/debit card numbers are processed directly through secure, PCI-DSS-compliant third-party payment gateways; Onyx Vault does not store raw credit card numbers).
Communications & Feedback: Records of inquiries, SMS messages, phone conversations, customer feedback, Google reviews, and dispute resolutions.
Website & Technical Data: IP addresses, browser types, device information, and browsing behaviour collected via cookies, Google Analytics, and tracking pixels when you visit our website.
3. How We Collect Your Information
We collect personal information directly from you wherever reasonable and practicable:
Direct Interactions: When you request a quote, submit a booking form on our website, call, text, email, or message us via social media platforms (such as Instagram or Facebook).
On-Site Collection: When our technicians inspect and document your vehicle at your chosen service location.
Automated Website Tools: Via digital cookies, web beacons, and server log files when navigating our site.
Public & Third-Party Channels: Publicly available business directories, social media interactions, or commercial partners assisting with bookings.
4. Purpose of Collection and Use
We collect and use your personal information for purposes including:
Service Delivery: Scheduling appointments, dispatching technicians, navigating to your location, and performing requested detailing services.
Quality Assurance & Risk Management: Documenting pre-existing scratches, paint defects, faded clear coats, mechanical issues, or loose parts to protect both you and our business.
Customer Communication: Sending booking confirmations, arrival notifications, service reminders, invoices, and payment receipts via SMS and email.
Payment Processing: Facilitating secure payments, issuing refunds where applicable, and recovering outstanding debts.
Marketing & Promotions: Sending seasonal maintenance tips, service offers, and updates. We only send marketing communications in compliance with the Spam Act 2003 (Cth), and you may opt out at any time.
Marketing Content: Showcasing before-and-after detailing transformations on our social media and website (license plates and personal identifiers are obscured unless you provide express permission).
Legal Compliance: Fulfilling our statutory, tax, insurance, and regulatory obligations.
5. Disclosure to Third Parties
We do not sell, rent, or trade your personal information. We only disclose personal information to trusted third parties to the extent necessary to operate our business, such as:
Service Providers: Providers of cloud booking software, CRM systems, SMS messaging gateways, invoicing and accounting platforms (e.g., Xero), and email hosting services.
Payment Gateways: Secure merchant processors (e.g., Stripe, Square, Afterpay, banking institutions) to process transactions.
Professional Advisers: Insurers, legal counsel, accountants, and debt collection agencies where reasonably required.
Legal & Regulatory Authorities: Law enforcement, courts, or regulatory bodies when required or authorized by law, or to investigate suspected illegal activity or fraud.
6. Overseas Data Transfers
Some of our third-party software providers, cloud storage systems, and analytics vendors host servers located outside of Australia (for example, in the United States, New Zealand, or Singapore).
When we transfer personal data to overseas recipients, we take reasonable steps to ensure that the recipient adheres to privacy standards comparable to the Australian Privacy Principles.
7. Storage, Security & Retention
Security Controls: We implement reasonable physical, technical, and organizational measures to safeguard your personal information against unauthorized access, loss, misuse, modification, or disclosure. Digital records are stored behind encrypted, password-protected systems.
Data Retention: We retain personal information and vehicle records only for as long as necessary to fulfill the purposes for which it was collected, resolve disputes, and comply with tax and record-keeping laws.
Destruction: When personal data is no longer needed, we take reasonable steps to securely destroy, erase, or permanently de-identify the records.
Data Breach Notification: In the event of an eligible data breach that is likely to result in serious harm, we will notify affected individuals and the Office of the Australian Information Commissioner in accordance with the Notifiable Data Breaches (NDB) scheme.
8. Direct Marketing & Opt-Out Rights
You can opt out of receiving promotional and marketing communications from us at any time by:
Clicking the “Unsubscribe” link in any promotional email.
Replying “STOP” to promotional SMS messages.
Contacting us directly at info@onyxvault.com.au.
Please note: Opting out of marketing does not affect essential operational messages, such as booking confirmations, arrival status updates, or invoice notices.
9. Access, Corrections & Your Rights
Under the Australian Privacy Principles, you have the right to:
Request Access: Ask for a copy of the personal information we hold about you.
Request Corrections: Ask us to update or correct inaccurate, out-of-date, or incomplete information.
Request Deletion: Request the erasure of your personal data, subject to our statutory record-retention obligations (such as tax compliance).
To submit a request, please contact our Privacy Officer in writing using the contact details below. We will verify your identity before processing your request and respond within a reasonable timeframe (typically within 30 days).
10. Cookies & Third-Party Analytics
Our website may use cookies, tracking pixels, and web analytics services (such as Google Analytics and Meta Pixel) to monitor website traffic, analyze user patterns, and measure promotional campaigns.
Cookies do not identify individual users directly, but they identify your internet browser. You can configure your browser to block or delete cookies; however, some website functions may not operate as intended.
11. Complaints Procedure
If you believe that Onyx Vault has breached the Australian Privacy Principles or mishandled your personal information:
Submit a Complaint: Contact us in writing via email at info@onyxvault.com.au detailing your concern.
Investigation: We will investigate your matter and provide a written response within 30 days.
Escalation: If you are not satisfied with our resolution, you have the right to 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 5218, Sydney NSW 2001
12. Updates to this Policy
We may revise this Privacy Policy periodically to reflect operational changes, customer feedback, or legal updates. The current version will always be available on our website, with the "Last Updated" date displayed at the top.
13. Contact Information
For all questions, data access requests, or privacy concerns, please contact:
Privacy Officer — Onyx Vault
📧 Email: info@onyxvault.com.au
📞 Phone: 0448 964 791
📩 Instagram: @onyxvalt_
By engaging Onyx Vault or using our digital channels, you acknowledge that you have reviewed and understood this Privacy Policy.