We collect different types of Personal Information depending on the
nature of our engagement with you from several different sources
including:
The primary purposes for which we collect Personal Information from
you is to provide you with our products and services and to best
manage our relationship with you. We may also collect your Personal
Information for reasons associated with these primary purposes. Rest
assured, we will endeavour to only collect Personal Information by
lawful and fair means.
The security of your Personal Information is very important to us and
we have systems in place to protect the Personal Information we hold.
We store the Personal Information we collect in both hard copy as well
as electronic formats in secure storage with restricted access.
We are committed to treating the personal information we collect in
accordance with the Australian Privacy Principles (“APPs”) in the
Privacy Act 1988 (Cth) (“Privacy Act”). The APPs regulate the
manner in which Personal Information is handled throughout its life
cycle, from collection/receipt to use and disclosure, storage,
accessibility and disposal.
Under the Privacy Act, and throughout this Privacy Policy (“Policy”),
‘Personal Information’ means information or an opinion, whether true
or not, and whether recorded in a material form or not, from which
your identity is apparent or can reasonably be ascertained.
This Policy sets out how we handle Personal Information. In this
Policy, ‘Penrite’, ‘we’, ‘us’ and ‘our’ refers to Penrite Oil Co Pty
Ltd and includes any entity carrying on business in Australia that is
part of the Penrite group of entities.
We may need to update, replace or revoke this Policy from time to time
to reflect our current privacy practices or changes
in the law. When we make any material changes to this Policy, we will
post the updated policy on our website.
Scope
This Policy applies to all employees, contractors, agents,
clients, customers, and suppliers of Penrite, users of our
website, and all related bodies corporate of Penrite operating in
Australia. It also applies to the collection of any personal or
sensitive information of prospective employees, clients, and
suppliers, and those individuals will also be made aware of its
terms at the time of engagement.
Employees, contractors, and agents of Penrite are required to
familiarise themselves with this Policy. This Policy does not form
part of the contracts of engagement of employees, contractors,
and/or agents with Penrite.
Personal Information We Collect
The types of Personal Information we collect depends on the nature
of our engagement with you, whether you are or would like to
become a client or supplier, or because you work for us.
Examples of Personal Information we may collect include:
General identification information such as names, job title,
occupation, date of birth and gender;
Contact details such as name, residential address, email
address, phone number, and Internet Protocol (IP) address;
Usernames and passwords;
Employment and/or Engagement related information;
Pre-employment information including application forms, resume
details, reference-checking, pre- employment medical report
(with the prospective employee’s consent) and test results
(including psychological and drug testing and criminal records
check);
Credit card, bank account, tax file number, or other payment
information;
Any other Personal Information you voluntarily provide us
with; and
Voice recordings – please note all calls are recorded and
monitored.
Where it is reasonable and practicable to do so, Penrite will
collect Personal Information about an individual from that
person directly.
The Privacy Act also protects your ‘sensitive information’.
Sensitive information includes information about a person’s
racial or ethnic origin, political opinions, religious beliefs
or affiliations, philosophical beliefs, membership of a
professional or trade association, membership of a trade
union, sexual orientation or practices, or criminal record,
biometric information and templates, where that information is
capable of identifying an individual or could reasonably be
ascertained from that information.
Penrite will not collect sensitive information about an
individual unless the information is reasonably necessary and
the individual has consented, or such collection is required
or authorised by law.
We destroy or de-identify your Personal Information when it is
no longer necessary for its purpose and we are not required by
law to keep it.
Collecting Personal Information
Generally, we collect your Personal Information in a number of
ways including:
From you when you provide us with this information by
telephone or by completing an online enquiry through our
website, application forms, customer service satisfaction
surveys, contracts or any other document provided by you to
us;
From third parties such as credit reporting agencies;
From publicly available sources of information; and
From our own records.
Through our website we can obtain your Personal Information if
you send such information in an email or when you complete an
on-line enquiry. When you look at our website, we may make a
record of your visit.
The following information may be logged for statistical
purposes:
Your internet protocol address;
The date and time of your visit to our site;
The pages that you have accessed or downloaded; and
The type of browser you were using.
Tracking technologies such as cookies may be used on our
website to recognise a user’s browser each time that user
visits our website. Cookies are pieces of information that a
website transfers to a computer’s hard disk for record keeping
purposes.
Most web browsers are set to accept tracking technologies such
as cookies. These tracking technologies do not purposefully
identify the user. If you do not wish to receive any cookies
you may set your browser to refuse them. However, your use of
our website may be affected.
Please note that our website does not provide systems for
secure transmission of Personal Information across the
Internet except where otherwise indicated. You should be aware
that there are inherent risks in transferring Personal
Information over the Internet and that we accept no
responsibility for Personal Information provided in unsecured
websites.
Use and Disclosure of your Personal Information
We use your Personal Information for purposes that relate to:
Providing you with our products;
Managing and administering the provision of our products
Providing quality assurance for our products;
Communicating with you and responding to your enquiries and
feedback regarding our business and products;
Monitoring the performance of our business, employees,
contractors and agents;
Marketing, promotional, and educational activities;
Managing and enforcing the terms and conditions of engagement
with you;
Reviewing, managing and enhancing our employee services;
Considering and making offers of employment;
Tracking and logging information for statistical purposes and
personalising your experience;
Developing insights used in reports or other content developed
by us;
Complying with any work heath and safety requirements and
other legal obligations; and
Managing our database.
Your Personal Information may be shared between Penrite and
its related entities. Normally we will not disclose your
Personal Information to third parties unless:
You have previously consented or agreed to such disclosure;
It is necessary to provide you with the goods requested and
such disclosure is made on a confidential basis;
It is required by law or required for co-operation with any
government authority (such as the Australian Taxation Office);
or
It is necessary for the purposes mentioned above or a closely
related purpose that you would reasonably expect.
When we do this, we require these parties to take appropriate
measures to protect that information and to restrict how they
can use that information.
In some cases, we may share your Personal Information with
Penrite’s related body corporate in New Zealand, Penrite Oil
NZ Ltd. You consent to the disclosure of your Personal
Information to this entity. As such, APP 8.1 contained in
Schedule 1 of the Privacy Act will not apply.
We will not sell, rent, or trade your Personal Information
without you prior consent where that consent is required by
law. You do however consent to our use and disclosure of your
Personal Information incidental to a sale of our business to a
third party or where we outsource duties including database
management to an external service provider for the purpose of
rendering the required services.
Employee Records
‘Employee record’ means a record of personal information relating
to the employment of the employee. Examples of employee records
include information about an employee contained in or recorded
about: health, training, discipline or resignation of the
employee, termination of the employment, terms and conditions of
employment, personal and emergency contact details, employee
performance or conduct, hours of employment, salary or wages,
membership of a professional or trade association, trade union of
membership, leave (including annual, long service,
personal/carer’s, maternity, paternity or other leave), taxation,
banking or superannuation.
Please note that the handling of Personal Information by Penrite
is exempt from the Privacy Act if the Personal Information relates
directly to an employee record of a current or former employee.
This means that Penrite does not need to comply with the APPs when
it handles current and past employee records.
Penrite will only use Personal Information contained in an
employee record for the purpose of managing the employment
relationship or a purpose sufficiently related to that purpose
(unless the individual concerned consents to some other use).
Where practical, Penrite will only use Personal Information
contained in a record if it is accurate, complete, and up to date.
In many instances, we rely upon the subject individual to provide
accurate and complete information and where that individual is an
employee of Penrite it is their responsibility to advise Penrite
should their circumstances change over time.
Your Consent
You consent to your Personal Information being used in accordance
with this Policy by making enquiries via telephone or by visiting
our website or participating in an on- line enquiry. We will
endeavour not to use or disclose your Personal Information in a
way, which is unreasonably contrary to your expectations.
If you would prefer that we not use your Personal Information in
any way set out in this Policy, please contact us. However, you
should be aware that if you do not consent to certain uses and
disclosures of your Personal Information, we may not be able to
provide our products to you.
Access to Personal Information
You may request to access the Personal Information that we hold
about you upon written request. Penrite will allow access (or
partial access) unless it considers that there is a sound reason
under the Privacy Act or other relevant law to withhold the
information.
If your request for access is not granted, we will explain our
reasons in writing to you and provide you with details of how you
may make a complaint about our decision. Penrite will respond to
your request in a reasonable period of time.
Any such disclosure will be made in confidence and it will be a
condition of that disclosure that no Personal Information will be
used or disclosed.
A nominal fee may apply to enable us to recover the reasonable
costs of making such information available to you.
In the event that our business is sold, we may transfer Personal
Information to the purchaser of the business. Employees will be
advised of any such transfer.
Where the Personal Information is contained in an employee record,
access shall be limited as prescribed by the terms of
Inspection of Records by Employees of this Policy.
Correction to Personal Information
Having regard to the purpose for which Personal Information is
held, Penrite shall endeavour to ensure that the information is
accurate, up to date, complete, relevant, and not misleading. This
shall include Penrite correcting any Personal Information which it
holds or which it has disclosed to a third party either at its own
initiative or at the request of an individual, providing that to
do so is not unreasonable in the circumstances.
We rely upon the accuracy of your Personal Information to provide
our products to you and manage our relationship with you.
To assist us with this, please contact us immediately if any of
your Personal Information ceases to be current. Similarly, if
for any reason you believe that the information we have about
you is not accurate and complete, please contact Penrite’s
Accounts Department on ar@penriteoil.com or 1300 736 748 to request that certain
information be corrected.
Where Penrite does not agree to amend Personal Information held
about you, Penrite will provide you with reasons for its decision
and details of how you may make a complaint about Penrite’s
decision.
Security of your Personal Information
We regard the security of your Personal Information as paramount.
To this end, we take all reasonable steps to protect your Personal
Information from loss, misuse, unauthorised access, modification,
or disclosure. Personal information is stored either
electronically or in hard copy and appropriate information
security measures are in place to protect this information.
Only authorised people within our organisation are entitled to
access your Personal Information for approved purposes.
Records of Personal Information about an individual will be stored
from the later of, the date of collection or while they work for
Penrite, and 7 years thereafter.
Inspection of Records by Employees
Employees may be granted access to view their specific Personal
Information held by Penrite in certain situations. The specific
information includes:
wage and overtime records;
leave records;
industrial instruments regulating the employment relationship,
including: contracts, letters of offer, the name of any
industrial instrument (e.g. enterprise agreement or modern
award);
superannuation records and contributions made by Penrite; and
workers’ compensation records.
To make a request to inspect such records, employees are
required to contact the HR Manager who will assess the request
and if satisfied the request falls within one of the
abovementioned categories, will make these records available.
In all other circumstances, employees do not have the right to
access their Personal Information held on file by Penrite as
this is an exemption under the Act.
Under no circumstance will an employee be granted access to
another employees’ Personal Information held by Penrite unless
the access is by a manager of the employee concerned.
Breaches of the Policy
All known or suspected breaches of this Policy must be reported as
soon as practicable to Human Resources and/or your Manager. Any
failure by an employee to report a known or suspected breach may
be grounds for disciplinary action.
A complaint and/or disclosure about an alleged breach of this
Policy should be submitted in writing to Human Resources and/or
your Manager. Any reports of a breach of this Policy will be taken
seriously and be investigated by Penrite.
Once you have complained to Penrite about a concern of mishandled
information, if you are not satisfied with our response/findings
you may lodge a complaint with the Office of the Australian
Information Commissioner (“OAIC”) online, by mail, fax, or email.
For more information please visit the OAIC website at https://www.oaic.gov.au/privacy/privacy-complaints/
Changes to our Privacy Policy
From time to time, we may decide to amend, update, replace or
revoke this Policy, at our absolute discretion. When this occurs,
we will post the new version of the Policy on our website. We
encourage you to periodically view this Policy so that you remain
informed as to how we are protecting your Personal Information.
How to Contact Us
Should you have any queries or concerns in relation to our information
handling practices, or if you wish to discuss any aspect of this
policy, please do not hesitate to contact:
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