Privacy Policy
Last updated: 6 September 2026 · Version 2.0
Lewis Kolb Homes ("we", "us") provides independent guidance to people building a new home in Western Australia. We take your privacy seriously and handle personal information in accordance with the Australian Privacy Principles in the Privacy Act 1988 (Cth).
How we collect information
We collect personal information directly from you when you complete a form on our website, create a portal account, use the client portal, upload documents, request a callback, submit a referral, or contact us by phone, email or Facebook. We collect some technical information automatically when you use the website, through cookies and the analytics tools described below. Occasionally we receive information about you from a third party you have authorised - for example a mortgage broker you are already working with, or a friend who refers you to us (in which case we only receive your name and phone number, and we tell you who referred you when we call).
What we collect
- Contact and identity details - your name, phone number, email address and, where you give them, your birth year, marital status and residential situation.
- Build preferences - the suburbs, designs, budget range, land details and timing you tell us about, and any designs you favourite in the portal.
- Finance details you choose to give us through the client portal - such as income, employment, dependants, debts, savings, deposit information, residency status and whether you have had prior credit issues, so we can help you understand what you can afford and prepare your details for a broker.
- Referral details - if you refer a friend, we collect your details and your friend's name and phone number. Only make a referral if your friend is happy for us to call them; we use their details solely to make that contact.
- Documents you upload - only image and PDF files are accepted.
- Account details - if you create a portal account, your email address, login records and your saved checklist, wishlist and favourite designs.
- Technical information - IP address, browser and device type, pages visited and referring website, collected through the cookies and analytics tools described below.
We do not seek to collect sensitive information (such as health or biometric information). If you volunteer it - for example in a form's notes field - we handle it with the same protections as your finance details and only use it for the purpose you gave it.
You can use the public parts of the website without identifying yourself. Providing information in our forms is always your choice, but if you leave out details we reasonably need - for example finance details needed to assess your borrowing position - we may not be able to provide that part of the service.
Why we collect it
- To respond when you contact us and to provide the guidance you ask for.
- To assess your borrowing position and connect you, with your consent, with a mortgage broker or one of our partner builders.
- To manage referrals, including paying referral rewards.
- To improve the website.
We only collect what we need for these purposes.
Cookies, analytics and advertising
The website uses:
- Essential storage - your browser's local storage keeps you signed in to the client portal and remembers your progress. The site does not work fully without it.
- Analytics - Google Tag Manager and Google Analytics, which use cookies to tell us which pages are visited, how visitors arrive and roughly where they are (derived from IP address). This helps us improve the site.
- Advertising measurement - the Meta (Facebook) Pixel, which tells us when a visit or an enquiry came from one of our Facebook ads so we can measure whether the ads work. It records events such as pages visited and that a form was submitted - never the contents of your forms.
Google and Meta may combine this usage data with other information they hold about you and may use it to show relevant advertising on their platforms. You can block or clear cookies in your browser without losing access to the site, and can manage personalised advertising at Meta ad preferences and Google ad settings. We do not use reCAPTCHA or any other tracking tools beyond those listed.
Marketing
We do not operate an email or SMS marketing list. We only contact you about your own enquiry, referral or build. If that ever changes, we will only send marketing with your consent and every message will include a simple way to opt out, as required by the Spam Act 2003.
Who we share it with
We do not sell your personal information, and we do not pass your details to a builder or broker until you tell us to. We only disclose personal information where reasonably necessary to provide our services, where you have authorised it, where required or authorised by law, or as described below:
- With your consent - a mortgage broker (to assess your finance options) or one of our partner builders (to prepare your build). Depending on your project this can extend to parties working on it, such as land agents, building designers or surveyors - always at your direction.
- Service providers who process data for us - our form-delivery provider (Web3Forms), our email provider, our secure database and file-storage provider (Supabase), and our analytics and advertising partners (Google and Meta, as described above).
- Where the law requires us to - for example to a regulator or under a court order.
Overseas disclosure
Some of our service providers process or store data outside Australia: Web3Forms, Google and Meta process data in the United States, and Supabase hosts our database on infrastructure that may be located in the United States or Singapore. Before disclosing personal information overseas we take reasonable steps, as required by Australian Privacy Principle 8, to ensure the recipient handles it consistently with Australian privacy law.
How we store and protect it
- Portal information is stored in a secured database with row-level access controls: only you (signed in to your account) and authorised Lewis Kolb Homes staff can read your records.
- Uploaded files are held in a private storage bucket. They are not publicly listable, and downloads only work through expiring signed links.
- Executable and other risky file types are refused at upload.
- Data is transmitted over HTTPS.
No internet service is perfectly secure, but we review our access controls and test them regularly.
If something goes wrong
If a data breach occurs that is likely to result in serious harm, we will notify you and the Office of the Australian Information Commissioner as required by the Notifiable Data Breaches scheme, tell you what happened and what we are doing about it.
How long we keep it
We retain personal information only as long as reasonably necessary for the purposes above - while we are helping you, and afterwards to keep business and financial records, resolve any disputes and meet legal obligations. As a guide, we keep client records for up to 2 years after our last contact unless the law requires longer. When information is no longer required we take reasonable steps to securely delete or de-identify it.
Access, correction and deletion
You can ask us at any time to see the personal information we hold about you or correct it. You can also request deletion: where permitted, we will delete or de-identify your records and uploaded files, though we may need to retain certain information where required or authorised by law or to establish, exercise or defend a legal claim. Email admin@kolbhomes.com.au or call 0413 115 319 and we will respond promptly.
Complaints
If you have a concern about how we have handled your information, contact our privacy contact: Lewis Kolb, admin@kolbhomes.com.au, 0413 115 319. Tell us what happened and what outcome you are looking for; we will acknowledge your complaint within 7 days, investigate, and respond within 30 days. If you are not satisfied with our response, you can complain to the Office of the Australian Information Commissioner (OAIC) at oaic.gov.au or 1300 363 992.
Changes to this policy
We may update this policy from time to time. The latest version will always be on this page, with the date above.
Contact
Lewis Kolb Homes
Email: admin@kolbhomes.com.au
Phone: 0413 115 319