1. About this Privacy Policy
IntelliTrac Pty Ltd ATF The Calapai Family Trust trading as IntelliTrac (IntelliTrac, we, us or our) is committed to protecting personal information and handling it in an open and transparent manner.
This Privacy Policy explains how we collect, hold, use and disclose personal information in accordance with the Privacy Act 1988 (Cth) and the Australian Privacy Principles. It applies to personal information we handle through our websites, products, software platforms, mobile applications, customer support, sales and marketing activities, recruitment, and other business operations.
This policy is intended to be read together with any collection notice, service terms, contract, product notice or other privacy information we provide when we collect personal information.
2. Who we are
IntelliTrac provides telematics, GPS fleet tracking, fleet management, field service, video telematics, car pooling, key management, dispatching, operational software, hardware, maintenance and support services to business, government and other organisational customers.
Contact details
Privacy Officer / Managing Director
IntelliTrac
11 Scholar Drive
Bundoora VIC 3083
Australia
Telephone: +61 3 9467 6188
3. The kinds of personal information we collect and hold
The kinds of personal information we collect and hold depend on how a person interacts with us and the products or services involved. This may include:
3.1 Business contact and customer relationship information
- name, job title, employer and business contact details
- postal address, telephone number and other contact details
- records of enquiries, quotations, sales, contracts, support requests and communications
- billing, invoicing, account and transaction information
3.2 User account and service administration information
- usernames, user identifiers, authorised user details and account permissions
- login, authentication and audit information
- customer support records, training records and service history
3.3 Telematics, fleet and operational service data
Where our services are used by customers to manage vehicles, assets, drivers, employees or contractors, information handled through our systems may include:
- driver or user identifiers
- vehicle, asset and device identifiers
- GPS location, trip, journey, time, speed, heading and event information
- ignition, odometer, engine, battery, sensor, diagnostics and vehicle activity data
- driver behaviour, fatigue, compliance, inspection, pre-start, post-trip and form data
- job, dispatch, route, work order, key access, pool booking and operational records
- images, video, audio or event-linked camera data where video telematics or related services are used
- other information configured or uploaded by the customer or its authorised users
Some of this information may be personal information where it identifies, or is reasonably identifiable as relating to, an individual.
3.4 Website and digital interaction information
- information submitted through website forms, demo requests, newsletter sign-ups, account forms and support forms
- device, browser, IP address, pages viewed, access times, referring website and other analytics information
- cookie and similar technology data, where used
3.5 Recruitment information
Where a person applies for employment or contractor opportunities with us, we may collect information such as resumes, employment history, qualifications, referee details and other information supplied as part of the application process.
3.6 Sensitive information
We do not generally seek to collect sensitive information unless it is reasonably necessary for our functions or activities and permitted by law. If sensitive information is collected, for example through a customer-configured form, incident report or employment process, we will handle it in accordance with the Privacy Act and any additional requirements that apply.
4. How we collect personal information
We may collect personal information:
- directly from individuals, for example when they contact us, complete a form, request a demonstration, subscribe to communications, create an account, use our products or services, attend an event, or apply for a role
- from our customers, business partners, resellers, related entities or service providers
- through the operation of our products, platforms, mobile applications, devices, cameras, software and support systems
- from publicly available sources, where lawful and appropriate
- automatically through our websites, applications and systems, including through cookies, analytics tools and server logs
Where it is reasonable and practicable, we collect personal information directly from the individual concerned.
5. Why we collect, hold, use and disclose personal information
We may collect, hold, use and disclose personal information for purposes including:
- providing, operating, administering, supporting, maintaining and improving our products and services
- setting up and managing customer accounts, user accounts, subscriptions, licences, billing and payments
- responding to enquiries, demonstrations, support requests, feedback and complaints
- configuring, delivering and supporting telematics, fleet, video, car pooling, dispatch, field service and related solutions
- authenticating users, managing access, maintaining security, detecting misuse and keeping audit records
- communicating with customers, users, suppliers and partners
- sending service notices, product updates, safety notices, system notifications and administrative communications
- conducting business planning, quality assurance, training, reporting, analytics, research and product development
- marketing our products and services, subject to applicable law and opt-out rights
- assessing job applications and managing recruitment
- complying with legal, regulatory, insurance, audit, taxation, accounting and contractual obligations
- protecting our lawful interests, rights, property, systems, customers and personnel
We will not use or disclose personal information for a purpose unrelated to the purpose for which it was collected unless permitted by law.
6. Personal information handled for customers
Many IntelliTrac services are provided to business, government and other organisational customers. In those circumstances, our customer may provide personal information to us, or configure our systems to collect or process information, about its employees, drivers, contractors, customers or other personnel.
Where we handle personal information on behalf of a customer:
- the customer is generally responsible for deciding why and how the information is collected and used
- the customer is responsible for ensuring it has authority to provide the information to us and for giving any notices it is required to give to affected individuals
- we handle the information in accordance with our contract with the customer, the customer's lawful instructions and applicable privacy law
Individuals who have questions about how their employer or another organisation uses IntelliTrac services should contact that organisation in the first instance. We will assist our customers with privacy enquiries where appropriate and lawful to do so.
7. Who we may disclose personal information to
We may disclose personal information to:
- related bodies corporate and other members of the IntelliTrac group
- customers and their authorised users, where the information relates to services provided to that customer
- technology, hosting, communications, payment, support, professional advisory, insurance, logistics, installation and other service providers who assist us to operate our business or provide our services
- channel partners, resellers, contractors and suppliers where reasonably necessary for the relevant business purpose
- regulators, law enforcement bodies, courts, tribunals, government agencies or other third parties where required or authorised by law
- another party in connection with an actual or proposed business sale, merger, restructure or transfer, subject to appropriate confidentiality and legal safeguards
We take reasonable steps to ensure that third parties who handle personal information for us do so in a manner consistent with applicable privacy obligations.
8. Overseas disclosure
IntelliTrac's core Australian telematics hosting environment is located in Australia. However, in the course of operating our business and providing our services, we may disclose personal information to overseas recipients, including related entities, contractors and technology service providers.
Overseas recipients may be located in countries including New Zealand, Malaysia and Indonesia, and in other countries in which our technology, communications, marketing, support or professional service providers operate. The relevant countries may vary depending on the product, service, customer configuration and supplier involved.
Where we disclose personal information overseas, we will take reasonable steps required by the Privacy Act to ensure that overseas recipients handle the information in accordance with applicable Australian privacy requirements, unless an exception applies.
9. Direct marketing
We may use personal information to send information about IntelliTrac products, services, events, updates and offers where permitted by law.
A person may opt out of receiving marketing communications from us at any time by using the unsubscribe facility in the communication or by contacting us using the details in this policy. We will not use sensitive information for direct marketing unless permitted by law.
Service, security, billing and other administrative messages are not marketing communications and may still be sent where relevant.
10. Cookies, analytics and online technologies
Our websites and online services may use cookies, analytics tools, pixels and similar technologies to:
- operate and secure our websites and online services
- remember user preferences
- understand website traffic and usage
- improve website performance and user experience
- support marketing and communications activities where permitted by law
A person can usually control cookies through browser settings. Disabling some cookies may affect website functionality. Where third-party analytics or advertising technologies are used, those providers may also collect information in accordance with their own privacy policies.
11. Security of personal information
We take reasonable steps to protect personal information we hold from misuse, interference, loss, unauthorised access, modification and disclosure. These steps may include technical and organisational measures such as access controls, authentication, encryption where appropriate, logging, monitoring, backups, staff training, policies, contractual controls and secure facilities.
No method of transmission or storage is completely secure. However, we regularly review our security practices and seek to maintain safeguards appropriate to the nature of the information we hold and the risks involved.
12. Retention and destruction
We retain personal information for as long as reasonably necessary for the purposes for which it was collected, to provide services, meet contractual requirements, resolve disputes, maintain business records, or comply with legal, regulatory, taxation, accounting and insurance obligations.
When personal information is no longer required for a lawful purpose, we take reasonable steps to destroy it or de-identify it, subject to any legal or contractual retention requirements.
13. Access to and correction of personal information
A person may request access to personal information we hold about them and may ask us to correct information they believe is inaccurate, out of date, incomplete, irrelevant or misleading.
Requests should be made using the contact details in this policy. We may need to verify identity before responding. We will respond within a reasonable period and in accordance with the Privacy Act. In some circumstances, we may lawfully refuse access or correction, in which case we will provide reasons where required.
Where personal information is held in a customer-controlled IntelliTrac service, we may refer the request to the relevant customer where appropriate.
14. Complaints
If a person has a concern or complaint about how we have handled their personal information, they should contact our Privacy Officer using the details in this policy.
We will acknowledge the complaint, investigate it and provide a response within a reasonable period. If the person is not satisfied with our response, they may contact the Office of the Australian Information Commissioner.
15. Data breaches
We maintain procedures to assess and respond to suspected data breaches. Where a data breach is likely to result in serious harm and notification is required under the Notifiable Data Breaches scheme, we will notify affected individuals and the Office of the Australian Information Commissioner in accordance with the Privacy Act.
16. Anonymity and pseudonymity
Where practicable, individuals may interact with us anonymously or using a pseudonym. However, this may not be possible where we need identity information to provide services, respond to requests, manage accounts, process transactions, meet legal obligations or maintain security.
17. Changes to this Privacy Policy
We may update this Privacy Policy from time to time to reflect changes in our operations, systems, legal obligations or privacy practices. The current version will be published on our website and will show the effective date.
18. Contact us
For privacy enquiries, requests or complaints, please contact:
Privacy Officer / Managing Director
IntelliTrac
11 Scholar Drive
Bundoora VIC 3083
Australia
Telephone: +61 3 9467 6188