Publication date: Version 2.3, June 2023
Collection of your personal information
At all times we try to only collect the information we need for the particular function or activity we are carrying out.
The main way we collect personal information about you is when you give it to us. For example, we collect personal information such as contact details, vehicle ownership and registration details, vehicle service history request, etc. when you:
- contact us to ask for information (but only if we need it)
- request a vehicle valuation
- make a complaint about a privacy breach to us
- report a matter for investigation
Collecting sensitive information
Sometimes we may need to collect sensitive information about you, for example, to handle a complaint. This might include information about your financial history, criminal history, or to otherwise verify vehicle ownership rights and financial services institutions and vehicle debts specifically associated with the vehicle under consideration and offered by you for sale to our company.
In the course of handling and resolving a request, evaluation or review, we may collect personal information (including sensitive information) about you indirectly from publicly available sources or from third parties such as:
- your authorised representative, if you have one
- financial organisations directly linked to the vehicle in question, government organisations with respect to vehicle registration status, road worthiness, written off vehicle register status and other relevant information sources to assist in providing a legal valuation and legal vehicle ownership transfer, as appropriate.
We also collect personal information from publicly available sources to enable us to contact stakeholders who may be interested in our services or in participating in our vehicle evaluations.
Where possible, we will allow you to interact with us anonymously or using a pseudonym. For example, if you contact our Enquiries line with a general question we do not need to know your name unless we need it to adequately validate ownership of a specific vehicle.
However, for most of our functions and activities we usually need your name and contact information and enough information about the particular vehicle or matter to enable us to fairly and efficiently handle your inquiry, request, evaluation or quotation.
Collecting through our online platforms
There are a number of ways in which we collect information though our online platforms, including our website at AirCar.com.au.
We use Google Analytics to collect data about your interaction with our website. The sole purpose of collecting your data in this way is to improve your experience when using our site. The types of data we collect with these tools include:
- your device’s IP address (collected and stored in an anonymized format)
- device screen size
- device type, operating system and browser information
- geographic location (city)
- referring domain and out link if applicable
- search terms and pages visited on our website
- date and time when pages were accessed on our website
If your web browser has Do Not Track enabled, Google Analytics will not track your visit.
Cookies are small data files transferred onto computers or devices by websites for record-keeping purposes and to enhance functionality on the website.
Most browsers allow you to choose whether to accept cookies or not. If you do not wish to have cookies placed on your computer, please set your browser preferences to reject all cookies before accessing our website.
The cookies from our website are generally created by Google Analytics.
You can set your browser to refuse all or some browser cookies, or to alert you when websites set or access cookies.
At AirCar, we believe in being fully transparent offering details on how we collect and use any data related to you personally.
Explaining a “cookie”: A cookie is a small file placed onto your device that enables us to identify your device and secure your access.
There are two main types of cookie: persistent cookies & session cookies.
A persistent cookie will recognise you as an existing user: e.g. can remove the need to sign in each time you visit the site.
Session cookies will only apply for as long as your current website visit or browser session.
These cookies are essential to allow you to move around our website, remember login or registration details and shopping cart information (where applicable).
A system for collection of anonymous information on how our site visitors use of website (i.e. Google Analytics). This data does not store or retain any identifiable personal data.
Again, these cookies collection anonymised information to remember; Relevant information including the Country you visit the site from, language preference, product line search preferences.
Targeting or Advertising Cookies:
These cookies are usually placed by third-party advertising networks aimed to remember sites you visit and to deliver relevant advertising targeted at your areas of interest.
Social Media Cookies:
Social Media Cookies are not within our control and allow you to share your website interaction on social media channels including Facebook, Twitter etc. Please refer to their respective privacy policies.
Web beacons collect anonymised and limited information to track campaign effectiveness.
The privacy use of a Cookie is compliant with the General Data protection Regulations (GDPR).
Authenticate: To deliver the most appropriate information and personal experience.
Security: Tailored to support security features and to identify malicious activity.
Preferences, features and services: To identify language and communications preferences, aid easier form completion and customise content.
Advertising: To deliver relevant advertising and provide retargeting to visitors who saw an ad, took action, completed a purchase or a download.
Performance, Analytics and Research: To aid research and analytics to understand and improve, products, features and services.
Cookies and Advertising
Cookies, pixels and tags help to serve relevant ads to visitors by identifying your device, your usage, your browsing behaviour, log data (your IP address).
The General Data Protection Regulations (GDPR) governs the use of personal information and information collected cannot be shared with any 3rd party advertisers without your consent.
The use and Control of Cookies and third-party cookies
You can control cookies through your browser settings preferences.
To decline to receive cookies, simply change your browser settings on your computer or other device. Most browsers also provide functionality that lets you review and erase cookies.
Browser manufacturers provide help pages relating to cookie management in their products.
Please see below for more information.
For other browsers, please consult the documentation that your browser manufacturer provides.
Embedded videos on our website
Embedded videos on our website use YouTube’s Privacy Enhanced Mode. When you play an embedded video from our website, the video and associated assets will load from the domain www.youtube-nocookie.com, and other domains associated with Google’s YouTube player. If the domain www.youtube-nocookie.com is blocked, a local version of the video will be played instead, if available.
Email lists, registrations and feedback
We will collect information that you provide to us when signing up to mailing lists, requesting vehicle evaluations, registering for our events, or when submitting feedback on your experience with our website. We may use third parties to provide these functions. When registering for an event, you may be required to give personal information including your name, address, telephone number and email address. You may also be required to provide financial information such as loan institution an amounts outstanding regarding the specific vehicle. If payment is agreed, a bank account number for transfer or similar may also be requested.
You will receive relevant marketing communications from us if you have:
- requested information from us or purchased goods or services from us; or
- if you provided us with your details and ticked the box at the point of entry of your details for us to send you marketing communications; and
- in each case, you have not opted out or unsubscribed from receipt of that marketing.
We will obtain your express opt-in consent before we share your personal data with any third party for marketing purposes.
You have the right to withdraw consent to marketing at any time by emailing us at: firstname.lastname@example.org
Where you opt out of receiving our marketing communications, this will not apply to personal data provided to us as a result of a product/service purchase, warranty registration, product/service experience or other transactions or where we have a legal obligation to retain your financial transaction data.
CHANGE OF PURPOSE
We will only use your personal data for the purposes for which we collected it, unless we reasonably consider that we need to use it for another reason and that reason is compatible with the original purpose.
If you wish to find out more about how the processing for the new purpose is compatible with the original purpose, please email us at: email@example.com
If we need to use your personal data for a purpose unrelated to the purpose for which we collected the data, we will notify you and we will explain the legal ground of processing.
We may process your personal data without your knowledge or consent where this is required or permitted by law.
DISCLOSURES OF YOUR PERSONAL DATA
We may be required to share your personal data with the parties set out below for the purposes set out in the table above:
- Service providers who provide auditing, accounting, advertising, marketing, communications, IT and system administration services.
- Professional advisers including lawyers, bankers, auditors and insurers who provide consultancy, banking, legal, insurance and accounting services.
- Road Traffic Authorities, Revenue & Customs, regulators and other authorities based in Australia and other relevant jurisdictions who require reporting of processing activities in certain circumstances.
- Third parties to whom we sell, transfer, or merge parts of our business or our assets.
We require all third parties to whom we transfer your data to respect the security of your personal data and to treat it in accordance with the law.
We only allow such third parties to process your personal data for specified purposes and in accordance with our instructions.
3rd PARRTY SUPPLIERS: Transfer and storage of your information
Information you submit to subscribe for our newsletter will be stored outside both Australia and the European Economic Area on Ontraport servers, currently in the United States of America.
We have put in place appropriate security measures to prevent your personal data from being accidentally lost, used or accessed in an unauthorised way, altered or disclosed.
In addition, we limit access to your personal data to those employees, agents, contractors and other third parties who have a business need to know such data.
They will only process your personal data on our instructions and they are subject to a duty of confidentiality.
We have put in place procedures to deal with any suspected personal data breach and will notify you and any applicable regulator of a breach where we are legally required to do so.
We will only retain your personal data for as long as necessary to fulfil the purposes we collected it for, including for the purposes of satisfying any legal, accounting, or reporting requirements.
To determine the appropriate retention period for personal data, we consider the amount, nature, and sensitivity of the personal data, the potential risk of harm from unauthorised use or disclosure of your personal data, the purposes for which we process your personal data and whether we can achieve those purposes through other means, and the applicable legal requirements.
By law we have to keep basic information about our customers (including Contact, Identity, Financial and Transaction Data) for six years after they cease being customers for tax purposes.
In some circumstances:
- you can ask us to delete your data: see below for further information.
- we may anonymise your personal data (so that it can no longer be associated with you) for research or statistical purposes in which case we may use this information indefinitely without further notice to you.
YOUR LEGAL RIGHTS
Under certain circumstances, you have rights under data protection laws in relation to your personal data. These include the right to:
- Request access to your personal data.
- Request correction of your personal data.
- Request erasure of your personal data.
- Object to processing of your personal data.
- Request restriction of processing your personal data.
- Request transfer of your personal data.
- Right to withdraw consent.
If you wish to exercise any of the rights set out above, please email: firstname.lastname@example.org
Usually, you will not have to pay a fee to access your personal data (or to exercise any of the other rights). However, we may charge a reasonable fee if your request is clearly unfounded, repetitive or excessive. Alternatively, we may refuse to comply with your request in these circumstances.
We may need to request specific information from you to help us confirm your identity and ensure your right to access your personal data (or to exercise any of your other rights).
This is a security measure to ensure that personal data is not disclosed to any person who has no right to receive it. We may also contact you to ask you for further information in relation to your request to speed up our response.
We try to respond to all legitimate requests within one month. Occasionally it may take us longer than a month if your request is particularly complex or you have made a number of requests.
In this case, we will notify you and keep you updated.
This website may include links to third-party websites, plug-ins and applications.
Clicking on those links or enabling those connections may allow third parties to collect or share data about you. We do not control these third-party websites and are not responsible for their privacy statements.
When you leave our website, we encourage you to read the privacy notice of every website you visit.
Cookies and Google:
Google Analytics cookies are classified as first party cookies as they are set by our website domain, although Google collects and processes information from our use of Google Analytics.
For information on how Google uses data from cookies it uses, click here
Providing information to Google Inc.
Google collects information through our use of Google Analytics on our website.
Google uses this information, including IP addresses and information from cookies, for a number of purposes. Information is shared with Google on an aggregated and anonymised basis.
Providing information to 3rd party organisations:
Accountants: Our Australian based accountants receive shared information required for tax purposes. For example, invoices we issue and receive for the purpose of completing tax returns and end of year accounts.
Business partners: Our partners may include Australian based businesses we work with which provide goods and services complementary to our own or which allow us to provide goods or services which we could not provide.
Independent contractors: Occasionally, we may use independent contractors to support our business. Your information may be shared with independent Australian contractors only where it is necessary for them to perform the function we have hired them to perform in relation to our business.
Transmission of information to use by email
Transmission of information over the internet is not entirely secure, and if you submit any information to us over the internet (whether by email, via our website or any other means), you do so entirely at your own risk.
We cannot be responsible for any costs, expenses, loss of profits, harm to reputation, damages, liabilities or any other form of loss or damage suffered by you as a result of your decision to transmit information to us by such means.