Purpose of this Policy
What kinds of Personal Information does Ken Mills Toyota collect?
Personal Information is any information or an opinion, in any form and whether true or not, about an identified individual or an individual who is reasonably identifiable.
The kinds of personal information that we collect and hold about you will depend on the circumstances of collection, including whether we collect the information from you as a customer, supplier, contractor, stakeholder, job applicant, sponsorship applicant or in some other capacity.
For example, if you are a customer or a potential customer, we may collect your name, address, email address, telephone number, date of birth, licence number, vehicle purchase details and service history. If you deal with us in some other capacity (for example, as a supplier or a stakeholder), we may collect your name, contact details and any other information you choose to provide to us.
We will only collect sensitive information about you with your consent (unless we are otherwise allowed or required by law to collect that information). Sensitive information includes information about your health, race, ethnic origin and religious beliefs.
If we are not able to collect your personal information, we may not be able to provide you with our products or services or do business with you or the organisation with which you are connected.
How does Ken Mills Toyota collect personal information?
Where possible, Ken Mills Toyota will collect your personal information directly from you. This may take place in a number of ways, such as when you enquire about a vehicle, part or vehicle service via phone, internet or in person, or ask us to provide a quotation for any of the products or services we sell.
Our website may also offer interactive facilities, such as customer enquiry or comment forms and competition entry forms, where personal information may be collected. If you enter our competitions using your social media account (where available), we may collect information about you from your social media profile.
In addition, we may obtain personal information of customers and prospective customers from third parties such as our contractors and regulatory authorities, and from marketing and similar lists which are legally acquired by us.
How does Ken Mills Toyota use personal information?
Ken Mills Toyota (including its related bodies corporate) collects personal information for a range of purposes relating to the products and services it offers. Those purposes include:
- responding to enquiries regarding vehicles and vehicle sales, products and accessories and services we offer
- receiving feedback and dealing with complaints
- processing orders and administering accounts
- considering job applicants for current and future employment
- vehicle warranties and product recalls
- marketing and promotional activities
- managing our relationships with our suppliers and stakeholders
- meeting our regulatory and legal obligations.
We may also use your information for other purposes required or authorised by or under law (including purposes for which you have provided your consent).
In conducting our activities, we may sometimes need to disclose your personal information to others. Examples of the types of organisations we may need to disclose information to are:
- Toyota Australia and related bodies corporate (including parent company Toyota Motor Corporation in Japan)
- Other Toyota dealers
- parts suppliers
- Transport Registration Authorities
- insurers and financiers
- a person/company outside Ken Mills Toyota who is contracted to provide a particular service on either behalf of us or Toyota Australia.
Some examples of the kinds of organisations with which we contract are:
- mailing houses for bulk mailing of letters and notices;
- printers for marketing material;
- organisations that assist us to conduct promotions or market research;
- information technology service providers;
- customer service centre providers; and
- accountants, lawyers and other service providers.
Some of the service providers and companies in the Toyota group are located overseas, including parent company Toyota Motor Corporation in Japan. As a result, personal information collected and held by Toyota may be transferred overseas. In particular, Toyota use service providers located overseas to store customer data, including in the US, the UK and Sweden.
Sometimes, the law requires us to disclose personal information. For example, information may be disclosed to a court in response to a subpoena or to a Government agency such as a vehicle licensing authority or the Australian Taxation Office.
We may also disclose your personal information to other third parties and for other purposes with your consent. That consent may be written, verbal or implied from your conduct.
From time to time, we may use personal information to inform our customers, prospective customers and other persons with whom we interact about our products and services, or about special offers, promotions and events that we think may be of interest to you. We may provide this information using any contact number or address provided, including without limitation by post, phone, email and SMS. We will generally give you the opportunity to express a wish not to receive direct marketing communications. Your consent to receive direct marketing communications in the above ways will be deemed if you do not opt out when we offer you the opportunity to do so, and will remain current for an indefinite period of time unless and until you advise us otherwise. You can opt-out of receiving direct marketing at any time (see below).
Ken Mills Toyota does not disclose personal information to organisations outside Ken Mills Toyota or Toyota Australia and its related companies for the purposes of allowing them to direct market their products.
If the law requires us to provide you with information about our products or services, we will provide that information even if you have elected not to receive information about our products and services generally.
How can you opt out of receiving direct marketing?
You can let us know at any time if you do not want the personal information we hold about you to be used or disclosed for any of the above purposes, or you do not wish to be contacted in any of the above ways, by contacting us in any of the ways set out at the bottom of this policy. In some circumstances we may need to contact you to obtain additional information, to verify your identity or to clarify your request.
Ensuring personal information is up-to-date
We rely on the personal information we hold in conducting our business. Therefore, it is very important that the information we hold is accurate, complete and up-to-date.
We take reasonable steps to ensure that the personal information we hold is accurate, complete, up-to-date and relevant whenever we collect or use it. This means that from time to time, we will ask you to tell us if there are any changes to your personal information. If you find that information we hold about you is incorrect, please contact us immediately (in any of the ways set out at the bottom of this policy) and we will take reasonable steps to correct it.
Security of personal information
We may store your information in hardcopy and/or in electronic form. Security of personal information is important to us and we take reasonable precautions to protect personal information from misuse, interference and loss, and from unauthorised access, modification or disclosure.
Some of the ways we protect personal information include:
- external and internal premises security;
- restricting access to personal information only to staff who need it to perform their day to day functions;
- maintaining technology products to prevent unauthorised computer access or damage to electronically stored information, such as requiring identifiers and passwords, firewalls and anti-virus software; and
- Maintaining physical security over paper records.
Access to personal information by individuals
You can request access to the personal information we hold about you by contacting us in any of the ways set out at the bottom of this policy, and we will generally provide you with access subject to some exceptions permitted by law.
We may charge an access fee to cover the reasonable cost of retrieving the information and supplying it to you.
Access to personal information may be refused in a number of circumstances, such as where the information relates to anticipated legal proceedings or the request for access is frivolous or vexatious. If we deny or restrict your access, we will explain why.
Privacy and cookies
The type of personal information we collect on our website depends on how you make use of the site.
When visiting our site, you will not be required to provide us with any personal information unless you request information about a product or service or respond to a competition or promotion. In that case, we will ask you to provide your contact details along with other information required to respond to your request or allow you to enter the competition or promotion. If you provide your personal information, cookies may collect and store that information and unless you tell us that you don’t want to be contacted for direct marketing purposes, we may use your information for that purpose. Ken Mills Toyota will use and disclose personal information collected by cookies in accordance with the Australian Privacy Principles.
If you send us an email
If you send us an email containing personal information, we will take reasonable steps to ensure the confidentiality of that information. The content of emails is sometimes monitored by our Internet Host for maintenance and fault detection purposes. We may also monitor email for legal compliance purposes. Emails may also be sent to our suppliers or contractors when they relate to product or service enquiries or complaints. They also treat the information confidentially, but do record the information in Ken Mills Toyota’s internal customer databases.
Although we take steps to protect information sent by email, email is not a secure method of communication and if you are concerned about sending your personal information to us in this manner you may prefer to contact us in any of the ways set out at the bottom of this policy.
If you have any concerns or complaints about the manner in which we have collected or handled your personal information, please let us know. You can make a complaint by emailing firstname.lastname@example.org or contacting our Customer Relations Manager. We will investigate your complaint and respond to you in writing within 30 days. If you are not satisfied with our response, you can contact us to discuss your concerns or lodge a complaint with the Australian Information Commissioner (www.oaic.gov.au).
Third Party Websites
Our website may contain links to websites which are owned or operated by third parties independent of Ken Mills Toyota. Those websites should contain their own privacy statements and their owners or operators are responsible for informing you about their security and privacy practices.
You can contact Ken Mills Toyota by:
Emailing us at: email@example.com
Writing to us at: PO Box 543, Kingaroy QLD 4610. Call us on 07 41622300