Version 1.0 · Effective 11 October 2026. This policy applies to everyone who books Kapow Pest Control or uses this website. If anything here concerns you, ring 02 5765 0078 and ask.

1. Who we are, and what this covers

Kapow Pest Control (ABN 22 022 813 471) provides pest control across Newcastle, Lake Macquarie and the Hunter. This policy covers the personal information we collect through this website, through our office, and through our technicians on the job.

It describes what our systems actually do, so it names real things rather than talking in general terms. If anything here does not match your experience of us, tell us.

2. What we collect when you book

Your name, email address and phone number.
The address of the property — street, suburb and postcode.
What the job is: the service, the property type and size, the pest, and anything you tell us about the problem.
How we get in, whether anyone will be home, and any parking or access notes.
Whether there are pets on site, and anything we need to know to treat safely around them.
Whether anyone at the property has a sensitivity or medical condition affected by what we use. See clause 3.
Which version of our terms you accepted, and when.

You do not have to give us any of it, but without an address and a contact number we cannot quote a job or turn up to it. You are welcome to ring instead of using the website.

3. Health and other sensitive information

Asthma, a pregnancy, a respiratory condition, an allergy — where you tell us, that is health information, and the law treats it more carefully than a phone number.

We collect it only because we cannot treat a property safely without it, we use it for that and nothing else, it is never used for marketing, and it is seen only by the office and the technician on your job. You can ask us to remove it at any time.

4. Photographs

Our technicians photograph the areas they treat, the bait stations they install and anything that needs evidencing on a report. Those sit with the job record.

Photographs you send us for a warranty claim. Clause 7 of our Terms & Conditions asks for two photos before a recall visit — the affected area, and the pest itself. We use them to work out what is happening and what to bring. They are attached to your job and are not used in advertising, on social media or on this website unless you have told us we may.

5. Information about other people

Where an owner or an agent books a job at a rented property, we record the occupant's name and contact details so the technician can arrange access and so we can send the preparation instructions to the person who has to follow them. Where an agency instructs us, we hold the agent's name and email on the job.

If you give us somebody else's details, please make sure they know. The rights in clause 12 are theirs too — a tenant can ask us what we hold about them, and can ask us to correct it.

6. What the website itself records

We keep a simple log of how the site is used: the page, the event (a page view, a phone tap, a booking step), the site you arrived from, any campaign tags on the link, a random session id that lives in your browser tab and disappears when you close it, and device facts such as screen size and scroll depth.

What that log does not contain. No name, no email address, no phone number, no street address and no IP address. It records how pages are used, not who used them, and it is not joined to your customer record.

We do not sell or rent anybody's information to anyone, for any purpose.

7. What we use it for

Quoting, booking, doing and invoicing your job.
Telling you what is happening — confirmation, preparation instructions, a message when the technician is on the way, your service report and your receipt.
Warranty: knowing what was treated, with what, and when, so a claim can be assessed and honoured.
The chemical application records a licensed pest management business is required to keep.
Service reminders when a treatment is due, unless you have turned those off.
Understanding which parts of our website work, in the aggregate.
Marketing — but only where you have opted in. See clause 8.

8. Marketing, and how to stop it

Messages about a job you have booked are part of the service and go to every customer. Opting out of marketing never stops those.

Marketing is express opt-in. We record whether you consented and the date you did it, every marketing email carries a one-click unsubscribe that works without you logging in to anything, and you can opt out any time by emailing newcastle@kapowpestcontrol.com.au or replying STOP to a text. Service reminders can be turned off separately — ask and we will switch them off on your record without touching anything else.

9. Who else sees it

A small number of suppliers help us run the business. Each gets only what it needs, none may use it for anything else, and none is given your information for its own marketing.

Supabase — our database and the storage holding reports and job photographs.
Vercel — hosts this website and the booking endpoints.
Stripe — card payments. Card details are entered on Stripe's own page and go straight to them: we never see or hold a card number.
Resend — sends our email. Twilio — sends our SMS.
Our accountant and bookkeeping software, for invoicing and tax records.
Where an account is seriously overdue and we have given the written notice clause 15 of our terms requires, a debt collection agency.

We will also disclose information where the law requires it — a court order, a regulator, or a genuine safety emergency.

10. Where it is stored, and for how long

Your information is stored in Australia. Our database and file storage sit in Sydney (ap-southeast-2). Some suppliers in clause 9 are overseas companies and may process limited information outside Australia in the course of delivering an email, a text message or a card payment.

Customer and job records, including chemical application records: kept for at least seven years. Pest management records must be retained, warranties run from them, and tax law requires the invoices.
Emails we sent you: we keep the date, time, subject, recipient and whether it was delivered permanently, so we can always tell you what you were sent and when. The body of the email itself is deleted after twelve months.
Job photographs and reports: kept with the job record.
The website usage log: holds nothing identifying anyone (clause 6).

11. Keeping it safe

Access is restricted to the people who need it: the office, and the technician assigned to your job. The database enforces that at the row level rather than relying on the screens in front of it. Everything moves over an encrypted connection, card details never touch our systems, and administrative access needs a login we control.

No system is perfect. If something goes wrong and a breach is likely to cause you serious harm, we will tell you and the Office of the Australian Information Commissioner, as the Notifiable Data Breaches scheme requires.

12. Getting a copy, or having it corrected

You can ask what we hold about you and we will give you a copy. You can ask us to fix anything wrong. You can ask us to delete what we are not required to keep.

Email newcastle@kapowpestcontrol.com.au or ring 02 5765 0078. We will ask a couple of questions to be sure it is you, and come back within a reasonable time — usually a few days, and within 30 days at the outside. There is no charge.

13. If the business changes hands

If Kapow is ever sold or merged, customer records would transfer with it, because a new owner has to be able to honour your warranty and know what was treated at your property and with what. Any buyer would take on the obligations in this policy, and we would tell you.

14. Complaints

If you think we have mishandled your information, tell us first: newcastle@kapowpestcontrol.com.au or 02 5765 0078. We will acknowledge it and respond within 30 days.

If you are not satisfied with how we deal with it, you can take it to the Office of the Australian Information Commissioner at oaic.gov.au or 1300 363 992.

15. Children

Our services are booked by adults and this website is not aimed at children. We do not knowingly collect information from anyone under 18, other than the ordinary case of a parent telling us who is in the house so we can treat it safely.

16. Changes to this policy

If this policy changes we publish the new version here with a new version number and date, and the old one stops applying from that date. A change affecting how we use information you have already given us will be told to you directly, not just posted here.

17. Contact

Kapow Pest Control — 14 Argyll Cres, Edgeworth NSW 2285
newcastle@kapowpestcontrol.com.au · 02 5765 0078 · ABN 22 022 813 471

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