Privacy Policy

Hillvale Photo
43–45 Edward Street
Brunswick VIC 3056
Australia

Privacy contact: print@hillvale.com.au

When you place or manage a print order, we may collect:

• your name
• email address
• phone number
• shipping address, if you choose delivery
• pickup or fulfilment details
• uploaded image files, including files imported from a link you provide (such as a Dropbox link)
• image filenames, print sizes, finishes, borders and quantities
• order totals, payment status and payment references
• order status history, such as paid, printing, ready, picked up or shipped
• tracking details for shipped orders
• emails and notifications sent about your order
• technical information needed to keep the website working, such as upload session details, browser session data, logs and security records

We may also keep internal records connected to orders, payments, fulfilment, support, refunds, disputes, system maintenance and security.

Uploaded image files — including files imported from a link you provide, such as a Dropbox link — are used only to produce, check and fulfil your print order.

Hillvale staff may view uploaded files where needed for print production, quality control, troubleshooting or customer support. We do not use uploaded customer files for marketing, social media, samples, training material or any other public purpose unless you give us permission.

Temporary upload files for abandoned or incomplete orders are generally deleted within 24 hours.

Uploaded image files for completed orders are generally deleted within 30 days after the order has been picked up or shipped.

We may also delete uploaded image files after 30 days, even if an order has not been collected or completed, unless we need to keep them temporarily to resolve a production, support, payment, legal or safety issue.

We collect and use personal information to:

• receive and process print orders
• produce and quality-check prints
• contact you about your order
• process payments
• organise pickup or shipping
• provide tracking information
• respond to questions, support requests, refunds or disputes
• keep order, payment and business records
• protect the website and business from misuse, fraud or technical issues
• improve and maintain our print ordering system

We do not sell your personal information.

Payments are processed by Square.

Hillvale does not store full card numbers or card security codes. We may store payment status, payment references and related payment records so we can confirm payment, manage refunds or disputes, and support your order.

Square may handle your personal information in accordance with its own privacy policy and terms.

For shipped orders, we share the details needed to send your order with our fulfilment and delivery providers, including Starshipit and Australia Post.

This may include your name, shipping address, phone number, email address, order reference, tracking number and delivery details.

We may send transactional emails about your order, including order confirmation, pickup-ready notifications, shipping updates, support messages, refunds or other important service information.

These emails are sent via a third-party email provider and are part of the order process. They are not marketing emails.

We only send marketing emails if you choose to opt in, for example by joining our mailing list.

You can unsubscribe from marketing emails at any time using the unsubscribe link in the email. Choosing not to receive marketing emails will not affect transactional emails about an order you have placed.

We may use cookies, local storage and similar browser technologies to keep the website working, maintain checkout sessions, remember an in-progress order, support upload sessions, and protect the site from misuse.

We do not currently use analytics or marketing cookies. If we do in the future, we will update this policy and, where required, ask for consent.

We may share personal information with service providers who help us run the print ordering system and fulfil orders, including:

• payment providers, such as Square
• fulfilment and shipping providers, such as Starshipit and Australia Post
• email providers used for transactional or marketing emails
• website hosting, database, storage, backup and security providers
• professional advisers, such as accountants, legal advisers or insurers, where required

We only share the information needed for those services. We may also disclose information where required by law, to respond to a legal request, to protect our rights, or to investigate fraud, security or safety issues.

We keep uploaded image files for a short period only, as described above.

We may keep order records, payment references, email logs, fulfilment records, tracking details, status history and related system logs for longer where reasonably needed for customer support, accounting, tax, fraud prevention, dispute handling, system security and business record-keeping.

Backup copies may retain some records for a limited period before being automatically replaced or deleted.

We take reasonable steps to protect personal information from misuse, interference, loss, unauthorised access, modification or disclosure.

No website, storage system or internet transmission is completely secure. If we become aware of a data breach that is likely to cause serious harm, we will take steps required under applicable law.

You can contact us to request access to personal information we hold about you, or to ask us to correct information that is inaccurate, out of date, incomplete or misleading.

To help us find your information, please include the email address used for the order and, if available, your order number.

You can contact us to request deletion of personal information connected to your order.

In many cases, uploaded image files will already have been deleted under our file retention process. We may need to keep some order, payment, fulfilment or business records where required or reasonably needed for accounting, tax, dispute handling, fraud prevention, legal compliance or business record-keeping.

If you have a question, concern or complaint about how we handle personal information, contact us at print@hillvale.com.au.

We will review your request and respond within a reasonable time.

We may update this Privacy Policy from time to time. The latest version will be published on this page with the updated date.