This policy explains how Superior Gems Pty Ltd (ABN 70 688 623 681), trading as Superior Gems ("we", "us"), collects, uses, shares and protects personal information. It covers this website and the Superior Gems trade portal.
We are an Australian business and handle personal information under the Privacy Act 1988 (Cth) and the Australian Privacy Principles (APPs). Part of our operations team works in India, so where India's Digital Personal Data Protection Act 2023 (DPDP Act) applies, we also follow it.
We trade only with businesses. The website and trade portal are not meant for anyone under 18, and we do not knowingly collect information about children.
1. What we collect
- Business details: business name, ABN or overseas registration number, trading address, website, and the type of business you run.
- Contact details: names, job titles, email addresses and phone numbers of the people we deal with.
- Addresses: billing, delivery and registered addresses.
- Verification (KYC) records: identity and ownership documents, such as company extracts, director and beneficial-owner details, and photo ID, collected to verify your business and to meet anti-money-laundering and sanctions obligations.
- Orders and invoices: holds, requests, orders, quotes, invoices, shipping records and problem reports.
- Payments: payment records, amounts, dates and the bank reference you send. We do not store full card numbers.
- Messages and voice notes: what you send us through Messages & Support in the trade portal, by email or by phone, including any voice notes you record.
- Login and technical logs: sign-in times, IP addresses, device and browser type, and security events such as failed logins.
We collect most of this from you directly. We may also check public registers (for example ABN Lookup or ASIC), sanctions lists and credit or trade references you give us.
2. Why we collect it
- To assess trade applications and verify your business.
- To run your account: show trade prices, take holds and orders, issue invoices, arrange shipping and answer questions.
- To meet our legal obligations, including tax, anti-money-laundering and counter-terrorism financing, sanctions and record-keeping laws.
- To keep the trade portal secure, detect misuse and fix faults.
- To send stock or market updates, only if you ask for them. You can stop them at any time.
If you do not give us the information we ask for, we may not be able to open an account or fulfil an order.
3. Who we share it with
We do not sell personal information. We share it only as needed with:
- Suppliers: only the details needed to fulfil your order, such as the stone, quantity and, where they ship direct, a delivery name and address.
- Carriers: FedEx and Malca-Amit, who receive delivery names, addresses, phone numbers and shipment details.
- Hosting and infrastructure: cloud providers that host this website and the trade portal and store their data on our behalf
- Bot protection: Cloudflare Turnstile may check sign-in, the application form and the website's enquiry forms. It uses your IP address and browser signals to tell people from automated traffic, and sets no tracking cookie.
- Email delivery: an email delivery provider, which sends account and order emails.
- Our team: staff in Australia and our operations team in India, who can see only what they need for their role.
- Professional advisers and authorities: our accountants, lawyers and auditors, and government or regulators (such as the ATO or AUSTRAC) where the law requires.
4. Overseas disclosure
Your information may be stored or accessed outside Australia, in:
- India, where our operations team works;
- Singapore, where our database and files are hosted;
- the countries our email and network providers operate in, and the countries of the suppliers who fulfil your order (India, the USA, Canada and Hong Kong).
We take reasonable steps, including contract terms and access controls, so overseas recipients handle your information consistently with the APPs.
5. How we protect it
Data is encrypted in transit, access is limited by role and protected by sign-in, and we keep logs of who accessed what. KYC documents are uploaded through the trade portal, never requested by email. If a data breach is likely to cause serious harm, we will notify you and the Office of the Australian Information Commissioner (OAIC) under the Notifiable Data Breaches scheme.
6. How long we keep it
- Tax, financial, invoice, payment and KYC records: 7 years after the transaction or the end of the business relationship, as tax and anti-money-laundering laws require.
- Messages and voice notes: while your account is open and for 2 years after it closes.
- Login and IP logs: 12 months.
After that, we delete or de-identify the information.
7. Your rights
Access and correction. You can ask for a copy of the personal information we hold about you and ask us to correct it. You can update your own contact details on the Account page of the trade portal.
Deletion. To ask us to delete your information, email sales@superiorgems.com.au or send a request through Messages & Support in the trade portal. We will delete what we can and tell you what we must keep by law, and for how long.
India. If the DPDP Act applies to you, you can also ask for a summary of your data and how it is processed, withdraw consent, nominate someone to act for you, and raise a grievance with our grievance officer at sales@superiorgems.com.au.
We reply within 30 days. We may need to confirm your identity first.
8. Complaints
Please contact our privacy officer first. If you are not satisfied with our response within 30 days, you can complain to the Office of the Australian Information Commissioner at oaic.gov.au or on 1300 363 992. In India, after using our grievance process, you can approach the Data Protection Board of India.
9. Cookies
We use essential storage only. See our cookie policy.
10. Contact us
Privacy officer: Superior Gems Pty Ltd
Email: sales@superiorgems.com.au
Phone: +61 410 058 909
Post: Suite 9, Level 2, 424–430 George St, Sydney NSW 2000
11. Changes
We may update this policy. The date at the top shows when it last changed.