Co-Operative Motors Pty. Ltd. Privacy Policy At Co-Operative Motors Pty. Ltd. we want to provide the best possible service to customers - including the way in which we might use any personal information you may provide the dealership. You can be assured that any of your personal information entrusted to us is treated in a manner consistent with new privacy laws. Who is Co-Operative Motors Pty. Ltd.? Our company has served the motoring public of Tasmania since 1913 and is proud to be the authorised dealer for Toyota, Lexus, Daihatsu and Hino products including vehicle sales and service. As well as new products the company sells used vehicles of all makes as well as a range of finance and insurance products. What does "personal information" mean? Personal information is any information about you that identifies you or by which your identity can be reasonably determined. Why we collect your personal information It may be necessary for us to collect your personal information for a range of reasons. By collecting personal information we, Meet statutory requirements (i.e. service reminder) To forward relevant information (i.e. service reminder, product recall) Assess a claim made by you under a warranty Provide vehicle finance and insurance Maintain an account for spare parts Maintain vehicle service records. In some instances, if we do not collect and make use of your personal information, we are unable to do business with you. How do we collect your personal information? We collect your personal information directly from you. Collection may take place in a number of ways such as when you complete a sale document for the purchase of a motor vehicle. Often personal information is collected during the course of our relationship with you. Examples of personal information collection during our relationship may be when you open a company account or purchase a vehicle on terms. Sometimes personal information may be collected about you from other sources. Examples of where we may receive personal information about you from another source and why this would happen are:- A credit reference about you from a credit reporting agency in the course of assessing your application for a loan or credit. In most cases we will require you to specifically consent to any collection, use or disclosure of your personal information by Co-Operative Motors Pty. Ltd.. Your consent will usually be required in writing but we may accept your verbal consent in certain circumstances. Sometimes your consent may be implied through your conduct with us such as when you continue a telephone call to our Call Centre after you have heard the recorded message that tells you that the call may be recorded for quality control or training purposes. However, no matter how your personal information is collected it is dealt with by Co-Operative Motors Pty Ltd in accordance with this Privacy Policy. How we use your personal information We use the personal information that we collect so that we can conduct our business of providing a total motoring service to our customers. To enable us to do this we may share your personal information with the related companies within the Co-Operative Motors Group including our principals Toyota, Lexus and Hino. Direct Marketing From time to time we may use your personal information to provide you with the related companies new vehicles or services. If you do not want to receive any of this information just contact us by calling 03/6230 1901. Once you have told us you no longer wish to receive information about our products and services, we will not send you any further material. You can, however, change your mind about receiving information about our products and services at any time - either way, you just need to let us know. Co-Operative Motors Pty. Ltd. does not disclose your personal information to any party outside Co-Operative Motors for the purposes of allowing them to direct market their products or services to you. Often the law requires us to provide you with certain information about a vehicle that you have purchased from us (i.e. product recall). You will continue to receive this type of information from us even if you have decided not to receive information about our products and services generally. Do we disclose your personal information to anyone? Co-Operative Motors Pty. Ltd. does not disclose your personal information other than in circumstances related to the purchase, service or financing of your vehicle. Sometimes we are required or authorised by law to disclose your personal information. For example we may disclose your personal information to a Court in response to a subpoena or to the Australian Taxation Office following a direction issued under taxation laws. We may also disclose your personal information where you have consented to us doing so. Your consent to the disclosure of your personal information may be given explicitly such as in writing or verbally or may be implied from your conduct such as when you discuss details of the relationship you have with us publicly with the media. Generally however we do not disclose your personal information to a party outside Co-Operative Motors Pty. Ltd. unless that party is contracted to Co-Operative Motors Pty. Ltd. to provide services or activities on our behalf and that party is bound by the same privacy rules we follow. Some examples of parties outside Co-Operative Motors Pty. Ltd. to whom we may disclose your personal information and the reason for disclosure are:- Mail service providers for the mailing of service reminders etc. external companies providing vehicle finance after market product etc. Insurers for the purposes of insuring your vehicle Ensuring your personal information is up-to-date We rely on the personal information we hold about you to efficiently conduct our business of providing retail motor services. For this reason, it is very important that the personal information we collect from you is accurate, complete and up-to-date. During the course of our relationship with you we will ask you to tell us of any changes to your personal information however you can contact us at any time to update your personal information or to tell us that the information we hold about you is inaccurate or incomplete. Is my personal information secure? The protection of your personal information is a priority for Co-Operative Motors Pty. Ltd. This is why we take all reasonable precautions to safeguard your personal information from loss, misuse, unauthorised access, modification or disclosure. We employ a number of means to protect your personal information including:- External and internal premises security Restricted access to personal information Entering into confidentiality agreements with all employers, contractors and third party organisations Maintaining technology products to prevent unauthorised computer access. Regular viewing and testing of our technology in order to improve the level of security Furthermore, when we no longer require your personal information it is our practice to securely destroy the information or delete it from our system. What is a Commonwealth identifier? A Commonwealth identifier is a Commonwealth Government or Commonwealth Government agency designated identification number such as your Tax File Number (TFN) or Medicare number. Co-Operative Motors Pty. Ltd. does not use Commonwealth identifiers as a means of identifying the personal information that we may have collected about you. We only use Commonwealth identifiers as a means by which you may prove your identity, say when you are establishing a credit account with us or for purposes required by law such as when we supply your TFN to the Australian Taxation Office if asked. Do I have to be identified at all? Generally it is not possible for us to do business with you unless we have identified you and in some cases, such as when you wish to open a credit account with us, the law requires that you identify yourself to us. Wherever it is lawful and practicable to do so, we may offer you the opportunity to deal with us anonymously. Does my personal information leave Australia? Co-Operative Motors Pty. Ltd. does not send personal information outside Australia unless it is authorised to do so by law. Our Privacy Policy may change from time to time Co-Operative Motors Pty. Ltd. constantly reviews all its policies and procedures to keep up to date with changes in the law, technology and market practice. As a result we may change this privacy policy from time to time. This Privacy Policy was last amended on 21st December 2001 Concerns or requests for access? If you have a question about this Privacy Policy you can contact us in any of the following ways:- By visiting 267 Argyle Street, Hobart By telephoning: (03) 6230 1901 By writing to: Co-Operative Motors Pty. Ltd. GPO Box 86 Hobart Tas 7001 Can I complain about a breach of my privacy? If you believe that Co-Operative Motors Pty. Ltd. has not protected your personal information as set out in this Privacy Policy you may lodge a complaint with us in any of the following ways, By telephoning: (03) 6230 1901 By writing to: Co-Operative Motors Pty. Ltd. GPO Box 86 Hobart Tas 7001 What if I am not satisfied with Co-Operative Motors Pty Ltd response? It you are not satisfied with the result of your complaint to Co-Operative Motors Pty. Ltd. you can refer your complaint to the Federal Privacy Commissioner. You can contact the Federal Privacy Commissioner: By telephoning 1300 363 992 Or by writing to: Director of Complaints Office of the Federal Privacy Commissioner GPO Box 5218, Sydney, NSW 1042