We comply with the Privacy Act 1988 (Cth) (Privacy Act) and its Australian Privacy Principles (APPs), which set out standards for the collection, use, disclosure and handling of Personal Information.
Personal Information is defined in the Privacy Act. It is information or an opinion about an identified individual, or an individual who is reasonably identifiable, whether the information or opinion is true or not and whether the information or opinion is recorded in a material form or not.
The kinds of Personal Information we collect and hold vary depending on the services we are providing and includes Dealer Customer Information and Dealer Personnel Information so that not all of the Personal Information we collect will be collected for every individual.
Dealer Customer Information includes Personal Information relating to a motor vehicle dealer's customers as follows:
Dealer Personnel Information includes Personal Information relating to a motor vehicle dealer's personnel as follows:
We only collect Personal Information by lawful and fair means and where it is reasonably necessary for, or directly related to, one or more of our functions or activities.
We collect Personal Information in the following ways:
Data from motor vehicle dealers - we obtain Dealer Customer Information and Dealer Personnel Information from motor vehicle dealers so that we may provide services to them in relation to information storage and handling and performance measurement of their personnel.
We also may collect Personal Information from individuals in the following ways:
Autologs website - any consumer-directed website operated by Autologs; and
Hardcopy forms - we obtain Dealer Customer Information via hardcopy forms collected by motor vehicle dealers, with their customers' consent.
We hold the Personal Information we collect within our own data storage devices or with a third party provider of data storage. We discuss the security of your Personal Information below.
We collect, hold, use and disclose your Personal Information where it is reasonably necessary for, or directly related to, one or more of our functions or activities, to offer and administer our various products and services or otherwise as permitted by law. We do not use or disclose Personal Information for any purpose that is unrelated to our services and that you would not reasonably expect (except with your consent).
The Autologs service and its purposes are described on our website at www.autologs.com.au. These purposes include:
Collection, handling and storage services for motor vehicle dealers
We provide collection, handling and storage services to motor vehicle dealers including document and compliance review; record management; and business performance reporting. We collect and hold:
obtained from motor vehicle dealers for the purposes of providing these services.
More generally, our purposes include responding to enquiries; providing assistance; maintaining and administering our products and services; providing quality assurance and training; performing administrative operations (including accounting and risk management); and any other purpose identified at the time of collecting your information.
Third party disclosure
We usually disclose Personal Information to third parties who assist us or are involved in the provision of our services and Personal Information is disclosed to them only in connection with the services we provide or with your consent. The third parties include our related companies and our representatives who provide services for us, our agents or contractors, our legal, accounting and other professional advisers, data warehouses and consultants and our alliance and other business partners and any other parties where permitted or required by law.
If we give third parties (including their agents, employees and contractors) your Personal Information, we require them to only use it for the purposes we agreed to.
If we do propose to disclose or use your Personal Information other than for the purposes listed above, we will first seek your consent prior to such disclosure or use.
If you choose not to provide us with the information we have requested, we may not be able to provide you with our services or products or properly manage and administer services and products provided to you or others.
You have the option of not identifying yourself or using a pseudonym provided we are not required or authorised by or under an Australian law, or a court/tribunal order to deal with individuals who have identified themselves or it is not impracticable for us to deal with you on this basis.
It will generally be impracticable for you to deal with us anonymously or using a pseudonym if you wish to use our services or have us arrange a product for you.
When you provide us with Personal Information about other individuals, we rely on you to have made them aware that you will or may provide their information to us, the purposes we use it for, the types of third parties we disclose it to and how they can access it (as described in this document). If you have not done this, you must tell us before you provide the relevant information.
If we give you Personal Information, you and your representatives must only use it for the purposes we agreed to.
Where relevant, you must meet the requirements of the APPs set out in the Privacy Act, when collecting, using, disclosing and handling Personal Information on our behalf.
You must also ensure that your agents, employees and contractors meet the above requirements.
We endeavour to protect any Personal Information that we hold from misuse, interference and loss, unauthorised access, modification and disclosure.
We maintain physical security over our paper and electronic data stores and premises, such as locks and security systems. We also maintain computer and network security; for example, we use firewalls (security measures for the internet) and other security systems such as user identifiers and passwords to control access to computer systems where Personal Information is stored.
We also use third party facilities for storage. We require at least the same level of security to be provided by those third party facilities.
We do not disclose information to persons located overseas.
We will take reasonable steps to ensure that the Personal Information we hold about you is accurate, complete and up to date, whenever it is collected, used or disclosed.
The accuracy of Personal Information depends largely on the information you provide to us or your motor vehicle dealer, so we rely on you to:
You are entitled to access your Personal Information if you wish and request correction if required except in some exceptional circumstances provided by law. For example, we may refuse access where the:
Where providing access would reveal evaluative information generated by us in connection with a commercially sensitive decision-making process, we will provide an explanation for the decision rather than direct access to the information.
If we refuse access or to give access in the manner requested by you we will let you know why in writing and provide you with details about how to make a complaint about the refusal.
If we make a correction to your Personal Information we may retain a copy of the previous information for our records or as required by law.
If you wish to access your Personal Information please contact us.
In most cases we do not charge for receiving a request for access to Personal Information or for complying with a correction request.
You are able to visit our website without providing any Personal Information. We will only collect Personal Information through our websites with your prior knowledge for example where you submit an enquiry or application online.
Email addresses are only collected if you send us a message and will not be automatically added to a mailing list.
A cookie is a small string of information that a website transfers to your browser for identification purposes. The cookies we use may identify individual users.
If you believe:
then you have the right to make a complaint about the matter.
In the first instance, your complaint should be addressed in writing to us (see the How to contact us section for contact details). We will investigate the matters raised by you and respond directly to you.
If you are dissatisfied with our response, or you have not received a response from us of any kind to your complaint within 30 days, you should refer the matter to the Office of the Australian Information Commissioner (OAIC) in accordance with the Act. OAIC can be contacted on 1300 363 992 or at www.oaic.gov.au.
Autologs Pty Limited
PO Box 6646
Baulkham Hills BC NSW 2153
Level 2, 216-14 Lexington Drive
Bella Vista NSW 2153
Phone: +61 2 9877 0300
Fax: +61 2 9877 0277
You can also obtain information on privacy issues in Australia on the Office of the Australian Information Commissioner ("OAIC") website at www.oaic.gov.au or by contacting the OAIC by email at firstname.lastname@example.org or by calling on 1300 363 992.