- About this document
- IFC Global Logistics Pty Ltd (ACN 051 694 074);
- IFC Warehousing & Distribution Pty Ltd (ACN 119 121 461); and
- Cloud Logistics Solutions Pty Ltd (ACN 132 468 458)
“IFC”, “we”, “us” and “our” including any corporate entity owned or controlled by these entities.
- Personal or sensitive information we collect
We may collect personal information that you have supplied to us such as your name, age, date of birth, address, and other contact details. We may also collect sensitive information from you with your consent (in specific circumstances) or without your consent where a “permitted general situation” (as defined in the Privacy Act) applies.The type of information we may collect depends on your dealings with us and may include:
- Name, contact details, residential address, date of birth, employment position, residency status;
- Identification information – e.g. your driver’s licence, ASIC/MSIC card, proof of age card, passport, your device’s IP address, licence plate number;
- From our website: search terms, pages visited, date and time pages accessed, downloads, time spent on page, bounce rate, referring domain and out link (if applicable), device type, operating system and browser information, device screen size, geographic location (city).
- Employment information in relation to employees or prospective employees, contractors and consultants – e.g. current and historical, employee, reference and emergency contact details, employment contracts, proof of Australian citizenship, copies of academic qualifications and police record checks, taxation details, medical certificates;
- Biometric information including your faceprint where facial recognition technology is used;
- Information provided to us via client surveys.
- Collection & Use
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. We may collect personal information from you or from third parties by:
- You contacting us to ask for information (but only if we need it);
- You engaging our services;
- Asking you to complete client questionnaires;
- You using our website and interacting with our social media sites;
- You communicating with us through correspondence;
- You participating in a meeting or in consultation with us;
- You asking for access to information IFC holds about you or other information about our operation;
- You applying for a job vacancy at IFC;
- You attending our premises;
- Conferring with third parties such as (but not limited to) Australian Border Force, and vendors of goods;
- Using “cookies” or other similar tracking technologies and web analytics on our website that track website usage, preferences and personal account information; and
- Requesting information from a publicly available source.We collect personal information from you to be able to provide our functions and activities, specifically our warehousing and distribution services including for our corporate clients, and Australian Border Force and Customs including:
- Handling and storing goods in a safe and secure manner;
- Complying with and maintaining our obligations to provide secure facilities for goods including Customs controlled goods;
- Communicating with Australian Border Force and other government authorities regarding Customs matters;
- Controlling access to goods to secure against unlawful or unauthorised movement, alteration or interference during movement of the goods into or out of the IFC premises, and while goods are stored in those premises, and while goods are being transported;
- Communicating with customers of our clients regarding despatch of goods;
- Communicating with our clients regarding handling and storage of their goods;
- Liaising with third parties on your behalf such as, government organisations, insurance;
- Conducting publicity campaigns;
- Handling complaints;
- Managing employee records;
- Running our website and social media accounts;
- Conducting training to improve efficiencies and provision of our services;
- Assessing suitable candidates for career opportunities within IFC
- Assessing personnel, both current and prospective employees and contractors, to ensure compliance with IFC’s obligations under agreements and licenses.
Sometimes we may need to collect sensitive information about you, for example, to enable us to make sure our warehousing facility remains secure from unauthorised persons entering.
In the course of performing our warehousing and distribution functions and activities, we may collect personal information (including sensitive information) about you indirectly from publicly available sources or from third parties. We collect personal information from publicly available sources to enable us to contact stakeholders who may be interested in our services.
We use Analytics Services to collect data about your interaction with our website. If your web browser has Do Not Track enabled, the Analytics Services will not track your visit. These web analytics providers are hosted in multiple different countries and are available on request.
We will collect information that you provide to us when signing up to mailing lists and registering for our events, or when submitting feedback on your experience with our website. We use Mailing Lists services that are available on request. When subscribing to our mailing list, you will be asked to give your express consent that the Mailing Lists Services may use your data for analytics purposes. Analytics are performed when you click on links in the email, or when you download the images in the email. They may include which emails you open, which links you click, your mail client (eg. Outlook or iPhone), if your action occurred on ‘mobile’ or ‘desktop, and the country geolocation of your IP address.
We use social networking services such as Facebook, LinkedIn, and YouTube to communicate with the public about our services. When you communicate with us using these services we may collect your personal information, but we only use it to help us to communicate with you and the public. The social networking service will also handle your personal information for its own purposes. These services have their own privacy policies. You can access the privacy policies for Facebook, LinkedIn, and Youtube (a Google company) on their websites.
We store your personal information in one or more of the following places: on cloud servers located in Australia hosted by Microsoft Azure, MYOB Online, and/or WiseTech Global.
We may disclose your personal information for the following purposes:
- To enable you to access and use our services and in turn provide our services to you;
- To provide you with direct marketing materials that may be of interest to you such as articles or product brochures or correspondence from our business partners;
- For purposes where you consent to such disclosure or for a related purpose where you would reasonably expect such disclosure; and
- In order to comply with any Australian Border Force and Customs obligations and requirements;
- Any circumstance otherwise authorised by the APPs and/or the Privacy Act.We will only use sensitive information for the primary purpose it was obtained for or for a secondary purpose that is directly related to the primary purpose that you would reasonably expect or if you agree (or where otherwise required by law).We may disclose your personal and sensitive information to third parties, including the following entities:
- Our representatives, advisers, employees, agents and related bodies corporate;
- third party suppliers and service providers such as the providers for the operation of our website or business services, including our website servers, data cloud servers, those that manage our databases and IT;
- Specific third parties authorised by you to receive information held by us;
- Australian Border Force;
- As required by law, including Customs-related law (as defined in section 4B of the Customs Act 1901 (Cth)) or directed by legal decision/process; and
- Any industry body, tribunal, court or otherwise connected with any complaint regarding our services.To protect the personal information we disclose we:
- Enter into a contract or MOU which requires the service provider to only use or disclose the information for the purposes of the contract or MOU;
- Include special privacy requirements in the contract or MOU, where necessary.
As stated above, web traffic information is disclosed to Analytics Services when you visit our website. The Analytics Services store information across multiple countries. When you communicate with us through a social network service such as Facebook, or LinkedIn, the social network provider and its partners may collect and hold your personal information overseas.
- Security and storage
We take our security obligations seriously and your personal information is regarded as confidential and may be held in both hard copy and/or electronic versions. We will take all reasonable steps to safeguard your information so that it is not misused, lost, modified, accessed by unauthorised persons or disclosed without authorisation.All personal information collected that is held in electronic versions is held on our cloud storage, on servers with external third party providers located in Australia. We retain effective control over any personal information held on our cloud, and the information is handled in accordance with the Australian Privacy Principles.We take steps to protect the security of the personal information we hold from both internal and external threats by:
- Regularly assessing the risk of misuse, interference, loss, and unauthorised access, modification or disclosure of that information;
- Taking measures to address those risks, including, for example, keeping records of when someone has added, changed or deleted personal information held in our electronic databases and regularly check that staff only access those records when they need to;
- Conducting regular internal and external audits to assess whether we have adequately compiled with or implemented these measures.
We destroy personal information in a secure manner when we no longer need it.
As responsible data custodians we are familiar with the requirements of the Notifiable Data Breaches scheme and are committed to responding to data breaches in accordance with our obligations under the Privacy Act. We will notify the Office of the Australian Information Commissioner and you if there is unauthorised access to, unauthorised disclosure of, or loss of, personal information held by us and the access, disclosure or loss is likely to result in serious harm to any of the individuals to whom the information relates in accordance with the Privacy Act.
- Accessing, Updating and Correcting Your Personal and Sensitive Information
You have a right to ask for access to your personal information, subject to exceptions allowed by law. If you would like to do so, please provide us with a request in writing to the contact details listed below. Depending upon the complexity of the request, we will endeavour to respond to you within 30 days of receiving your request.We reserve the right to charge a fee for searching for, and providing access to, your information on a per request basis. This fee will not be excessive, and may include the cost of:
- staff searching for, locating and retrieving the requested information, and deciding which personal information is relevant to the request;
- staff reproducing and sending the personal information;
- the postage or materials involved in giving access; and/or
- using an intermediary, if necessary.We will let you know the likely amount of this charge when you make the require and discuss options with you for changing your request to minimise the charge. For example, changing the way you receive the information – by email rather than post.Where we cannot provide you with access to all of your personal information, we will provide you with reasons why. We may also require your identity to be verified when you send in your request and prior to sending any substantive response. The steps appropriate to verify an individual’s identity will depend on the circumstances. We will seek the minimum amount of personal information needed to establish an individual’s identity.To ensure that the personal information we collect is accurate, up-to-date and complete we:
- Record information in a consistent format;
- Where necessary, confirm the accuracy of information we collect from a third party or a public source;
- Promptly add updated or new personal information to existing records; and
- Regularly audit our contact lists to check their accuracy.
We also review the quality of personal information before we use or disclose it.
If at any time you believe that information we hold about you is incomplete, inaccurate, irrelevant, misleading or not up-to-date, please contact us and we will take reasonable steps to correct the information if we consider it is incorrect, in accordance with the Privacy Act, unless there is a law that allows or requires us not to.
If we make a correction and we have disclosed the incorrect information to others, you can ask us to tell them about the correction. We must do so unless there is a valid reason not to.
If we refuse to correct your personal information, you can ask us to associate with it (for example, attach or link) a statement that you believe the information is incorrect and why.
- Complaints and Inquiries
- Att: Penny Oliver
35 Jordan Close, Altona, Victoria, 3018, Australia
+61 3 8398 0600
- Att: Penny Oliver
Please make sure to include your name and return contact details with any inquiry.
If you have a complaint, you should first complain to us in writing.
If we receive a complaint from you about how we have handled your personal information, we will determine what (if any) action we should take to resolve the complaint.
We will endeavour to respond to your complaint or inquiry within 30 days from when it is received.
If you are not satisfied with our response to your complaint or inquiry or the way in which your complaint was handled, you can contact the Office of the Australian Information Commissioner (OAIC) at www.oaic.gov.au.
Policy Effective: 1st July 2023