Privacy Policy

At Toyota Material Handling Australia (TMHA), we aim to provide our customers, suppliers and agents with the best possible products and service. To achieve this, we make efficient use of the personal information we collect from our customers.
We provide our customers with confidence that, in handling personal information, we afford an appropriate level of privacy, consistent with National Privacy Principles and Australian Privacy Principles. The Privacy Officer is specifically responsible for privacy management (Director & Chief Financial Officer).
Definitions
* You/your – Refers to our customers, suppliers and agents.
* Personal Information - Personal Information is any information or an opinion about you that identifies you, or by which your identity can reasonably be ascertained whether true or not, or whether recorded in
material from or not. The kinds of personal information we collect includes contact details such as your name, email, phone and mailing or delivery address.

Why personal information is collected by TMHA
At TMHA (including its related bodies corporate), we collect personal information from our customers, suppliers and agents, or employees or officers of its customers, suppliers and agents, where reasonably necessary for purposes relating to the products and services we offer. Those purposes may include:
 Responding to enquiries regarding sales, products, accessories and services for material handling equipment.
 Receiving feedback and dealing with complaints.
 Processing orders and administering accounts.
 Providing customer and dealer support.
 Applications for employment.
 Administering materials handling equipment warranties and product recalls.
 Marketing and promotional activities.
 Product development and market research.
 Meeting TMHA’s regulatory and legal obligations.
 If we are unable to collect personal information we reasonably require, we may not be able to do business with you or the organisation with which you are connected.

How does TMHA collect personal information?
Where possible, we collect your personal information directly from you. This may take place in a number of ways, such as when you give us a written order or ask us to provide a product or service over the telephone or internet. Our website may also offer interactive facilities, such as customer enquiry or comment forms and competition entry forms, where personal information may be collected. In addition, we may obtain personal information from third parties such as our agents and distributors, contractors and regulatory authorities. In these situations we will take reasonable steps to ensure you are made aware that we hold your personal information.

Regardless of who provides personal information to us, it will always be handled by us in accordance with this Privacy Policy and the National Privacy Principles and Australian Privacy Principles. 

Do we disclose personal information to anyone else?
In providing you with a product or service, we may sometimes need to disclose your personal information to others.
It is generally our policy not to disclose information to external organisations, however, examples of the types of organisations we may need to disclose information to in the course of providing a product or service are:
 Related bodies corporate.
 TMHA agents.
 Parts suppliers.
 Insurers and financiers.
 Business partners.
 Government and law enforcement bodies.
 A person outside TMHA who is contracted to us to provide a particular service on our behalf, for example:
    o Mailing houses for bulk mailing of letters and notices.
    o Printers for marketing material.
    o Accountants, lawyers and other service providers.
Contracted parties are not authorised by us to use personal information for anything other than the purpose for which we supplied that information to them.
We may disclose personal information in certain situations, such as where it is reasonably required by law enforcement bodies, where there is a threat to life, health or safety, or where we reasonably believe the disclosure is necessary to respond to unlawful activity. For example, information may be disclosed to a court in response to a subpoena or to a Government agency such as a vehicle licensing authority or the Australian Taxation Office. We may also disclose personal information where the individual consents to us doing so. That consent may be written, verbal or implied
from your conduct.

Direct marketing
From time to time, we may use personal information to inform our customers about our products and services, or about special offers and promotions that we think may be of interest to you. We will provide you with the option to
unsubscribe from marketing material.
We do not disclose personal information to organisations outside of TMHA and the Toyota Group of Companies for the purposes of allowing them to direct market their products. However, we may join agents and other business
associates of TMHA in joint marketing of our respective products and services to customers.
You can let us know at any time if you no longer wish to receive any of the aforementioned marketing material by contacting us by any of the means set out below, and we will remove your details from our direct marketing database.
If the law requires us to provide you with information about our products or services, we will provide that information, even if you have elected not to receive information about our products and services generally.

Ensuring personal information is up-to-date
We rely on the personal information we hold in conducting our business. Therefore, it is very important that we do everything we can to ensure the information we hold is accurate, up-to-date, complete, relevant and not misleading. This means that from time to time, we will ask you to tell us if there are any changes to your personal information. If you find that information we hold about you is incorrect, please contact us immediately and we will correct it.

Security of personal information
Security of personal information is important to us and we take all reasonable precautions to protect personal information from misuse, loss, unauthorised access, modification or disclosure.

How we protect personal information
We endeavour to protect personal information through various means. Some of the ways we protect personal information including:
 External and internal premises security.
 Restricting access to personal information only to staff who need it to perform their day to day functions.
 Maintaining technology products to prevent unauthorised computer access, interference, modifications, or damage to electronically stored information, such as requiring identifiers and passwords, firewalls and anti-virus
software; and maintaining physical security over paper records.

Access to personal information by individuals
You can access the personal information we hold about you by contacting us by any of the means set out below. We may charge an access fee to cover the reasonable cost of retrieving the information and supplying it to you.
Access to personal information may be refused in a number of circumstances, such as where the information relates to anticipated legal proceedings or the request for access is frivolous or vexatious. If we deny or restrict your access,
we will explain why.

Privacy and our websites
The type of personal information we collect on our websites depends on how you make use of the sites.
When you visit the sites, our host records your server address, domain name, the date and time of the visit and the pages viewed. This information may be collected by using cookies (data sent to your web browser, which generally
allows our site to interact more efficiently with your computer). If you disable the use of cookies, your use of our sites may be affected. Information collected about your visit to our sites is retained for statistical and website development reasons and is not in a form which would enable us to identify you.
When visiting our site, you will not be required to provide us with any personal information unless you request information about a TMHA product or service, respond to a TMHA competition or promotion or submit an online
application or request. In that case, we will ask you to provide contact details along with other information required to respond to your request or allow you to enter the competition or promotion.
The information provided may also be retained for product planning purposes, and unless you tell us that you don't want it used for direct marketing purposes, may be used for those purposes. Our contact details are provided at the end of this policy document.

Email Correspondence
If you send us an email containing personal information, we will take reasonable steps to ensure the confidentiality of that information. The content of emails is sometimes monitored by our Internet Host for maintenance and fault detection purposes. We may also monitor email for legal compliance purposes. E-mails may also be sent to our agents or contractors when they relate to product or service enquiries or complaints. They also treat the information confidentially, but do record it in our in-house database.
Although we take steps to protect information sent by e-mail, e-mail is not a secure method of communication and if you are concerned about sending your personal information to us in this manner you may prefer to contact us by any of the other means set out below.

Third Party Websites
Our website may contain links to websites which are owned or operated by third parties independent of TMHA, including websites owned or operated by our service providers. Those websites should contain their own privacy
statements and their owners or operators are responsible for informing you about their security and privacy practices.

Suspected or Actual Data breaches
Breach Team
In the case of a suspected or actual data breach the privacy officer in conjunction with the legal resource of TMHA will assess the incident and if required assemble potential members of the data breach team being the General Manager Human Resources, General Manager Marketing and General Manager Information, Systems & Technology.
Incident Assessment Plan
Once a suspected data breach has been reported the Privacy Officer will log the suspected incident in the secure legal directory with supporting information. Within a period of two weeks the privacy officer will assess the incident (with assistance as required from potential members of the breach team and legal resource) and assess if an actual data breach has occurred. If a breach has occurred the Privacy Officer will inform the President & Chief Executive Officer (CEO) and make the necessary steps to notify the appropriate authorities.
Notification
If a notifiable data breach has occurred, the Privacy Officer in conjunction with TMHA’s legal resource will;
 Prepare the necessary breach notification to the Office of the Information Commissioner
 Prepare the necessary breach notification to the affected parties
 Prepare the necessary breach notification to stakeholders

Resolving concerns
If you believe that the privacy of your personal information has been compromised, please let us know.
You can make a complaint by contacting the person or department you were dealing with, or by calling 02 8706 6100 and asking for the Privacy Officer. We will respond to complaints as soon as reasonably practicable.
Contacting us
You can contact TMHA by telephoning us on 1800 425 438. If you would like more information about TMHA's approach to privacy, please contact legal@tmha.com.au