Privacy Policy

PURPOSE

This Privacy Statement explains in general terms how Icehouse Logistics Pty Ltd (Icehouse Logistics or our, us, we) protects the privacy of your personal information. We comply with the Australian Privacy Principles (APPs) and, if we engage in credit reporting activities, the Credit Reporting Regime and the Credit Reporting Privacy Code (CR Code) as contained in the Privacy Act 1988 (Cth) (Privacy Act). The APPs, the Credit Reporting Regime and the CR Code detail how personal information, credit information and credit eligibility information may be collected, used, disclose, stored and destroyed, and how you may gain access to or make complaints about the personal information held about you.

  • Personal information is information and/or an opinion (including information or opinion forming part of a database), whether true or not, and whether recorded in a material form or not that specifically identifies you, or which can be used to reasonably identify you, from the information or opinion.

  • Sensitive Information, a sub-set of personal information, is information or an opinion about specific matters, such as your racial or ethnic origin, your sexual orientation or practices, your medical and health history, and your criminal record etc.

  • Credit Information includes a range of information and matters relating to your personal credit history and credit worthiness. It also includes “Credit Eligibility Information”, which is information and assessments compiled based on your credit information.

 

What Information Do We Collect?

The kinds of personal information that we commonly collect and hold from you or about you include:  your name, address, phone, mobile numbers, email address, date of birth, drivers’ licence, port licence or other identification document details, bank account details, credit card details, workers compensation detail, insurance documents, assessment reports and referee details. This information will be collected by lawful and fair means, in accordance with the Privacy Act.

The kinds of credit information and credit eligibility information that we commonly collect and hold from you or about you include: your name, name of your company or employer, such as ABN/ACN details, trading address, trading name and web address, accounts contact, operation contact, full name and address of the company’s directors/proprietors or partners, type of business, bank account details and the full name and address and phone or email of three (3) of your trade reference. 

We collect and hold information relating to your personal current credit liabilities, previous credit payments and defaults, current and previous Court proceedings and insolvency actions against you and information about your credit worthiness. We hold reports and information disclosed to us by a credit reporting body (such as CreditorWatch,). We also compile our own, internal credit file about you on the basis of such information.  This information relates to an assessment of your personal credit worthiness.

Drivers using the Icehouse Mobility App

For our Drivers, we collect information, including but not limited to: first and last name, drivers licence details, address (business or personal), email address, GPS location, time zone, photo uploads (taken on the spot using the camera, not accessed from the photo library), log in name, user settings and password. Whilst using the App, we collect your precise or approximate location from your mobile device if you have enabled us to do so. In a case of an error in the Icehouse Mobility App, we collect information on your phone called ‘Log Data’. This Log Data may include information such as your device Internet Protocol (“IP”) address, device name, operating system version, the configuration of the Icehouse Mobility App, the time and date of your use of the Icehouse Mobility App, and other statistics.

Whilst using the Icehouse Mobility App, we may collect information through cookies. Cookies are files with a small amount of information that are commonly used as anonymous unique identifiers. These are sent to your browser from the websites that you visit and are stored on your device’s internal memory.

The Icehouse Mobility App does not use these “cookies” explicitly. However, it may use third party code and libraries that use “cookies” to collect information and improve their services. You have the option to either accept or refuse these cookies and know when a cookie is being sent to your device. If you choose to refuse our cookies, you may not be able to use some portions of the Icehouse Mobility App.

HOW DO WE COLLECT 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, application forms, contracts that you submit to us, telephone calls and meetings with us, from your activity on our website, and our Icehouse Mobility App (applicable to our Drivers only).

However, in some instances we may receive personal information about you from third parties, such as your employer, colleagues, referees, and/or credit reporting bodies etc. In this circumstance, we will inform you.

You can be anonymous or use a pseudonym when dealing with us, unless the use of your true identity is a legal requirement, or it is impracticable for us to deal with you on such basis.

We will collect credit information directly from you (e.g., from application forms and contracts that you submit to us). We will also collect credit information about you from specific requests that we make to credit reporting bodies.  In some instances, we may receive credit information about you from other credit providers with whom you deal. Credit eligibility information will be disclosed to us by credit reporting bodies in response to our request. 

If we receive unsolicited personal information about you:

  • we will assess whether we could have collected the information directly from you; and
  • if not, then we will destroy or remove identifying components in the information as soon as practicable, but only if lawful and reasonable to do so.

Drivers using the Icehouse Mobility App

For our Drivers, we collect personal information whilst you are using the Icehouse Mobility App. The information is collected when the Icehouse Mobility App is running in the foreground (Icehouse Mobility App open and on-screen) or background (Icehouse Mobility App open but not on screen) of their mobile device.  We collect this information from the time you log into the Icehouse Mobility App and begins a trip or has an active trip in your ‘Trips’ screen, until such time that you end that trip or logs out of the Icehouse Mobility App.

WHY DO WE COLLECT 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:

  • provide our services to you or to our customers;
  • set up and manage your account;
  • process your contract, payments and other transactions;
  • operate our warranty, service and maintenance records;
  • to market and promote our services;
  • send you payment reminders and information about our other services that may benefit you or be of interest to you; and
  • collecting precise or approximate location information from the Icehouse Mobility App to improve efficiency of our transportation fleets and track vehicles for delivery compliance.

Some of the personal information and credit information we collect is essential for us to be able to accurately identify who we are dealing with. Other types of personal information we collect help us to profile who our client is and what their interests are.

We are authorised or required by various laws to collect certain personal information in the course of our business.  For example, for some aspects of our business, we are bound to comply with the National Consumer Credit Protection laws, and the Anti-Money Laundering and Counter-Terrorism Financing laws.

We collect, hold, use and disclose credit information and credit eligibility information from you or about you for the purpose of fraud checks, assessing your account application, administering our service offerings, and collecting overdue payments.  We will disclose credit information about you to credit reporting bodies for purposes related to assessing your credit worthiness, and reporting on payment defaults.  We may disclose credit eligibility information to other credit providers and to guarantors, where we have obtained your consent.

We may also collect, hold, use and disclose your personal information in circumstances that are required or permitted by law, where that is necessary for us to comply with our legal obligations. For example, we will share your personal information with government departments and enforcement bodies where required or permitted by law or legal process (eg, when necessary to prevent physical harm or financial loss, or in connection with an investigation of suspected or actual fraud or illegal activity.

If you have been or are likely to be the victim of fraud (including identity fraud), and a credit reporting body holds credit information about you, then under the consumer credit laws, you have rights to request that the credit reporting body puts in place a ban period on your consumer credit report. The ban period can last for 21 days after you make this request.  You can contact the credit reporting bodies for further information, and to action this request.

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.  

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 services that you have contracted us to provide.

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 communications.

We may also disclose your personal information, credit information and credit eligibility information to third parties (including debt collectors, government departments and enforcement bodies) where required or permitted by law.

If our business is acquired or merged with another company, your personal information may be transferred to the new owners so that we may continue to fulfill our services to you. Where we wish to use or disclose your personal information for other purposes, we will obtain your consent.

Drivers using the Icehouse Mobility App

For our Drivers, we use the information to comply with the Australian transportation safety requirement, improve efficiency of our transportation fleets and track vehicles for delivery compliance.

WHO WE SHARE YOUR PERSONAL INFORMATION WITH

We only share personal information about you in limited circumstances stated in this policy and with appropriate safeguards on your privacy:

  1. Employees, and Independent Contractors: We may disclose information about you to our employees, and individuals who are our independent contractors that need to know the information in order to help us provide our services or to process the information on our behalf. We require our subsidiaries, employees, and independent contractors to follow this Privacy Policy for personal information that we share with them.

 

  1. Third Party Vendors: We may share information about you with third party vendors who need to know information about you in order to provide their services to us, or to provide their services to you or your site. This group includes vendors that help us provide our services to you (like payment gateway providers that process your credit and debit card information, fraud prevention services that allow us to analyse fraudulent payment transactions, chat email and postal delivery services that help us communicate with you, those that help us understand and enhance our Services (like analytics providers), and companies that make products available on our websites, who may need information about you in order to, for example, provide technical or other support services to you.

 

  1. Icehouse Mobility App Developers (For our Drivers only): We may share information to our developer who will facilitate our Icehouse Mobility App, who will provide the Icehouse Mobility App on our behalf, who will perform app related services and to assists us in analysing how our Icehouse Mobility App is used.

Storage of your personal information

Your personal information, credit information and credit eligibility information is held and stored on paper (in secured premises), by electronic means or both.  We have physical, electronic and procedural safeguards in place and take reasonable steps to ensure that your personal information, credit information and credit eligibility information is protected from misuse, interference and loss and from unauthorised access, modification and disclosure.

Destroying your personal information

We will retain your personal information, credit information and credit eligibility 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, credit information and credit eligibility information when it is no longer needed.  Paper records are commonly sent for secure destruction. Electronic records are deleted from all locations to the best of our ability or encrypted and/or placed beyond use.

OVERSEAS DISCLOSURE

Our business is affiliated with other businesses who outsource services located overseas. Therefore, we may disclose some of your personal information, credit information and credit eligibility information to overseas recipients in the course of assisting us with the conduct of our business. 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 APPs; or
  • it is otherwise permitted by law.

Our business affiliates outsource services in the Philippines.

Requests for access and correction

If you want to access any of the personal information, credit information or credit eligibility information that we hold about you or if you wish to correct it, please contact us. In most cases, we expect that we will be able to comply with your request under the Privacy Act and other relevant laws. However, if we do not agree to provide you access or correct the information as requested, we will give you written reasons why.

To assist us to keep our records up-to-date, please notify us of any changes to your personal details.

DATA BREACHES

If we suspect that a data breach has occurred, we will undertake an assessment into the circumstances of the suspected breach within 30 days after the suspected breach has occurred. Where it is ascertained that a breach has occurred and where required under the Privacy Act, we will notify the Privacy Commissioner and affected individuals as soon as practicable after becoming aware that a data breach has occurred.

Complaints and Concerns

If you want to complain about our Privacy Policy, and our privacy and data protection practices, please contact us.  We will respond to your complaint in accordance with the Privacy Act, the APPs or the CR Code (as applicable). 

How To Contact Us

Privacy Officer
Icehouse Logistics Pty Ltd
23 Wonderland Drive
Eastern Creek NSW 2766
Ph: (02) 7903 4000
Email: privacy@icehouselogistics.com.au

Last updated: 15th December 2023