Whitsunday Motors Pty Ltd trading as Filby’s Motors (ABN 960 011 0428 872) aims to provide its customers with the best possible products and service. To achieve this, we aim to make efficient use of the personal information we collect from our customers.  We also want our customers and other persons with whom we interact to have confidence that in handling personal information, we afford that information an appropriate level of privacy, consistent with the Australian Privacy Principles.

This statement sets out our policy for dealing with your personal information. This privacy policy does not cover personal information collected or held by Toyota about its employees.

WHAT KINDS OF PERSONAL INFORMATION DOES FILBY’S MOTORS 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, dealer, supplier, contractor, stakeholder, job applicant, community grant 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, and date of birth, license number, vehicle purchase details and service history. If you deal with us in some other capacity (for example, as a dealer, a supplier or a stakeholder), we may collect your name, contact details and any other information you choose to provide to us.

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 organization with which you are connected.

If you provide us with personal information about another person (such as a joint vehicle owner), please make sure that you tell them about this privacy policy.

Sensitive information such as race, health, religion, professional memberships, criminal records or sexual orientation may only be collected with consent.  Consent mean express consent (may be verbal or written) or implied consent (indirectly given by that person’s action or some cases inaction)

HOW DOES FILBY’S MOTORS COLLECT PERSONAL INFORMATION?

Where possible, Toyota will collect your personal information directly from you? This may take place in a number of ways, such as when you interact with us in writing (including if you give us a written order), or ask us to provide a product or service or otherwise deal with us over the telephone or internet.  Regardless of who provides personal information to us, it will always be handled by Toyota in accordance with this privacy policy and the Australian Privacy Principles.

HOW DOES FILBY’S MOTORS USE PERSONAL INFORMATION?

Filby’s Motors 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
• providing customer support
• considering job applicants for current and future employment
• vehicle warranties and product recalls
• marketing and promotional activities
• product development and market research
• Meeting our regulatory and legal obligations

We may also use your information for other purposes required or authorized 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 organizations we may need to disclose information to be:

• Toyota Motor Corporation Australia (including parent company Toyota Motor Corporation in Japan)
• parts suppliers
• insurers and financiers
• A person outside Toyota Motor Corporation or Filby’s Motors who is contracted to us to provide a particular service on our behalf.

Some examples of the kinds of organizations with which we contract are:

• mailing houses for bulk mailing of letters and notices;
• printers for marketing material;
• organizations that assist us to conduct promotions or market research;
• information technology service providers;
• customer service center providers; and
• Accountants, lawyers and other service providers.

Some of Toyota Motor Corporation’s service providers and companies in the Toyota group are located overseas, including their 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.

In providing such information to any Cross-Border entities we:

Take reasonable steps in the circumstances to ensure that the overseas recipient doesn’t breach the Principles; OR

Reasonably believe that the overseas recipient is subject to a law that is substantially similar to these Principles and the individual can access or enforce that law; OR

You will be informed that if you consent to the disclosure, the business is not being required to ensure that the overseas recipient is compliant with the Principles; AND

after being so informed the individual consents to the disclosure.

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 also disclose driver and vehicle information to the National Exchange of Vehicle and Driver Information System (NEVDIS)

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.

DIRECT MARKETING

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).

Filby’s Motors does not disclose personal information to organizations outside Toyota and its related companies for the purposes of allowing them to direct market their products. However, we may join Toyota Motor Corporation and other business associates of Toyota in joint marketing of our respective products and services to customers.

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 unauthorized 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 unauthorized 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.

If you believe the Dealership has breached any Principles of the Privacy Act

If you believe the Dealership has breached the Privacy act you can lodge a complaint in writing to:

The General Manager

Filby’s Motors

PO Box 120, Proserpine, Q., 4800

The Dealership will respond within 30 days with a view to resolve any issues.  If you are unsatisfied with the response you receive from the Dealership, you can make a complaint to the Office of the Australian Information Commissioner (QIAC).

CONTACTING US

You can Filby’s Motors by:

Emailing us at:  filbys@filbysmotors.com.au

Writing to us at: PO Box 120, Proserpine, 4800 QLD

Telephoning us on 07 49 459 444