AJ & SM Nominees pty ltd
acn 104 093 370 / abn 61 344
MANAGEMENT OF PERSONAL
information” is information or an opinion about an identified
individual, or about an individual who is reasonably identifiable.
In the course of
doing business, we endeavour to collect business information only.
However, the collection of personal information in some instances is
necessary or unavoidable.
information we collect and hold
The kinds of personal
information we collect from you or about you depend on the
transaction you have entered into with us, the goods / services you
or your organisation have contracted us to provide, and the goods /
services you or your organisation are interested in.
The kinds of personal
information that we commonly collect and hold from you or about you
include: your name, address, phone, fax and mobile numbers, email
address, date of birth, drivers licence details, bank account
details, credit card details, vehicle details, vehicle registration,
vehicle maintenance history and vehicle financing details.
When you browse our
website or contact us electronically, we may record: geographical
tagging, cookies, and statistical data.
We may collect sensitive information from you or about you where
there is a legal requirement to do so, or where we are otherwise
permitted by law. In all other situations, we will specifically
seek your consent.
How we collect and
hold personal information
We aim to collect
personal information only directly from you, unless it is
unreasonable or impracticable for us to do so. For example, we
collect personal information from you or about you from:
correspondence that you submit to us;
telephone calls and meetings with us;
vehicle sale and purchase contracts, vehicle or parts
/ accessories order forms, finance applications, vehicle service and
maintenance requests and warranty requests that you submit to us;
questionnaires and feedback surveys that you complete;
your participation in our interactive membership,
rewards and loyalty programs; and
your activity on our website and social media
However, in some
instances, we may receive personal information about you from third
parties, such as our Head Office or franchisor and the manufacturer
of your vehicle.
You can be anonymous
or use a pseudonym when dealing with us, unless:
the use of your true identity is a legal requirement;
it is impracticable for us to deal with you on such
Why we collect, hold, use and disclose personal information
We collect, hold, use
and disclose personal information from you or about you where it is
reasonably necessary for us to carry out our business functions and
activities. For example, we collect, hold, use and disclose your
personal information as necessary to conduct vehicle inspections and
test-drives, to sell or trade in vehicles, to provide vehicle
servicing, repairs and warranty, to assess vehicle financing
applications or to refer you to vehicle financing businesses, and to
administer our rewards programs.
Our business is part of a franchise network. We routinely disclose
your personal information to our franchisor as part of the operation
of the franchise network.
Within our business,
we also collect, hold, use and disclose your personal information
for related purposes that you would reasonably expect, such as our
administrative and accounting functions, ID checks, record keeping,
vehicle service work, warranty and repair work, vehicle financing,
the operation of our rebate and loyalty schemes, statistical
collation, social media analysis and website traffic analysis. We
also collect, hold, use and disclose your personal information for
the purposes of marketing and promotions, providing you with
information about other goods and services offered by us, newsletter
communications, market research and feedback surveys and
Where we wish to use
or disclose your personal information for other purposes, we will
obtain your consent.
We operate various
marketing and promotional campaigns, either through our own business
or with the assistance of external marketing agencies and other
contractors. Where we use your personal information for marketing
and promotional communications, you can opt out at any time by
notifying us. Opt out procedures are also included in our marketing
We may also disclose
your personal information to third parties (including government
departments and vehicle registration authorities) where required or
permitted by law.
If we do not collect,
hold, use or disclose your personal information, or if you do not
consent, then we may not be able to answer your enquiry, complete
the transaction you have entered into, or provide the goods /
services that you or your organisation have contracted us to
How we hold and store personal information
information is held and stored on paper, by electronic means or
both. We have physical, electronic and procedural safeguards in
place for personal information and take reasonable steps to ensure
that your personal information is protected from misuse,
interference, loss and unauthorised access, modification and
Data held and stored on paper is stored in lockable
filing cabinets, lockable offices and secure premises with monitored
Data held and stored electronically is protected by
internal and external firewalls, and limited access to data via file
Data held and stored “in the cloud” is protected by
internal and external firewalls and limited access via file
passwords. We also require our IT contractors and other third
parties to implement privacy safeguards.
Data stored or archived off-site is contained within
secure facilities. We also require our storage contractors to
implement privacy safeguards.
Where we disclose personal information to third
parties (including our Head Office, franchisor and other affiliated
businesses located locally and overseas), we take reasonable steps
to ensure that our contractual arrangements with them include
specific privacy requirements.
Our staff receive regular training on privacy
We will retain your
personal information whilst it is required for any of our business
functions, or for any other lawful purpose.
We use secure methods
to destroy or to permanently de-identify your personal information
when it is no longer needed:
Paper records are commonly sent for secure
Electronic records are deleted from all locations, to
the best of our ability, or encrypted and/or placed beyond use.
Our business is
affiliated with other businesses located overseas, such as vehicle
manufacturers and original equipment manufacturers. In the course
of doing business with you, we are likely to disclose some of your
personal information to overseas recipients. However, we will only
do so where:
it is necessary to complete the transaction you have
entered into; and
you have provided consent; or
we believe on reasonable grounds that the overseas
recipient is required to deal with your personal information by
enforceable laws which are similar to the requirements under the
it is otherwise permitted by law.
access and correction
We have procedures in
place for dealing with and responding to requests for access to, and
correction of, the personal information held about you.
In most cases, we
expect that we will be able to comply with your request. However,
if we do not agree to provide you access or to correct the
information as requested, we will give you written reasons why. For
further information, please contact us www.essendonnissan.com.au
To assist us to keep
our records up-to-date, please notify us at firstname.lastname@example.org
of any changes to your personal information.
We have procedures in
place for dealing complaints and concerns about our practices in
relation to the Privacy Act and the APPs. We will respond to your
complaint in accordance with the relevant provisions of the APPs.
For further information, please contact us www.essendonnissan.com.au
288 Wirraway Rd, Essendon Fields, Vic 3041
03 9379 6643
03 9374 1460