This policy covers Platinum Fleet Management (Australia) Pty Ltd, trading as PFM Fleet ("PFM").
We understand it is important to protect your personal information and this policy sets out how PFM collects, uses, discloses and holds your personal information.
1. Collection of personal information
Personal information means information about reasonably identifiable individuals. This may include information or an opinion about individuals, whether it is true or not.
The kinds of personal information we may collect about you includes name, date of birth and age, address, contact details including telephone number and email address, bank account details (for expense reimbursements or to support your finance application), occupation, employment history, role and salary, photographs, (for example photos on your driver licence or passport), any other information we made need to identify you or provide our products and services.
If you wish to apply for finance for a novated lease arrangement, we will require you to complete a finance application form and sign a Privacy Consent form, supplied by the finance organisation who is providing the Novated Lease finance. The finance application requires in depth information including (but not limited to) age and number of your dependants, marital status, how long you have lived at your current address and whether you own or rent it, your current and sometimes past employment details, proof of earnings and expenses which may include payslips, income tax returns and other supporting documentation for the applicant and spouse for the purposes of verifying income, assets, liabilities, expenses.
If you apply for an insurance product to be arranged by PFM via our supplier, we may collect some information regarding your health (see below), your driver accident and insurance claim history or your driver motor vehicle licence history (restrictions and cancellations) and other information depending on the insurance product you wish to purchase.
We will always endeavour to collect personal information directly from you, via various sources including phone calls, emails, your finance application and our website if you fill in an enquiry online. If you do not provide all of the information we require / request we may not be able to provide you with our products or services or respond to your enquiry. At times we may also need to collect personal information from third parties, for example, from the finance institution assessing your finance application, your employer or your employer’s previous salary packaging service provider.
We only collect Sensitive information to the extent that is necessary to provide our products or services to you and only ever with your consent. Sensitive information is different to personal information, it can include information such as professional or trade associations or unions you are associated with, membership of a political association, or health information.
If you provide personal information to us about someone else, you must ensure that you are entitled to disclose that information to us and that, without us taking any further steps required by privacy laws, we may collect, use and disclose such information for the purposes described in this Privacy Policy. For example, when you apply for Novated Lease finance you will be required to supply payslips and other information for yourself and your spouse (where applicable) and you must ensure they consent to you providing this information to us and you should also take reasonable steps to ensure the individual concerned is aware of the various matters detailed in this Privacy Policy in respect to how we deal with their personal information.
2. Use of personal information
We use your personal information for the purpose for which it has been provided, reasonably related secondary purposes which are within the contemplation of the parties (and are directly related if the information is sensitive information), any other purpose you have consented to and any other purpose permitted under the Privacy Act 1988 (Cth). This may include using your personal information for the following purposes:
to verify your identity;
to enable us to establish and administer our products and services;
for the purpose of managing our relationship with you, including dealing with your enquiries;
to provide you with, monitor, and develop our website services, including via the use of cookies;
to comply with our legal and regulatory obligations including any recommendation, request, rule, order or direction of any regulatory, governmental authority, securities exchange, court or tribunal;
to conduct marketing activities;
3. Disclosure of personal information
We will only disclose your personal information for the purpose it has been provided to us and sometimes this means we will need to disclose your personal information for related secondary purposes that are within the scope of this policy (and are directly related if the information is sensitive information) and for any purpose you have agreed to or any purpose permitted under the Privacy Act. At times we may need to disclose your personal information to your employer, a bank or financial organisation, third party suppliers and vendors PFM rely upon and utilise to establish and administer products or services you have engaged PFM to provide (this may include car dealerships, intermediaries, financiers, valuers, vehicle inspection agencies, credit reporting agencies or lawyers/debt collectors).
For example:
If you are applying for or have a novated lease, we will disclose your personal information to the finance institution PFM are using to provide the Novated Lease finance. Personal information will be shared during the application process, documentation process and ongoing management of your Novated Lease finance.
We may also need to supply information to car dealers to facilitate the purchase and registration of your vehicle. We provide the name of your employer so the dealership may ascertain the relevant fleet discount you are entitled to, your personal contact details so they can liaise directly with you with updates on your vehicle delivery and we will provide a copy of your driver licence and any other personal information that is required to enable them to process your order and register your vehicle in your name.
If you have asked PFM to organise an insurance product via our preferred supplier we will disclose your personal information to the applicable insurer to enable us to obtain a quote for you, set up new insurance product and speak to the insurer on your behalf if needed during the insurance period.
We may disclose your personal information to applicable suppliers, for example, mechanics and fuel card companies, as well as statutory authorities in relation to your vehicle registration and insurance.
We may disclose your personal information to our agents, contractors and external service providers that are involved in providing, managing or administering the applicable products or services eg printing and postal services, fleet management system providers and administrators and companies who provide information and infrastructure systems to us, including cloud storage providers, required to provide the products and services. For example, our fleet management software is provided, hosted and administered by Catch-e Pty Ltd ABN 90 102 354 156. You can view Catch-e's privacy policy at https://www.catch-e.com/privacy.html;
We may disclose your personal information to anyone authorised to act on your behalf, our professional advisors, consultants and anyone else you have provided us consent to deal with and send information to and for any other purpose related to or ancillary to any of the above.
We store and manage information (including personal information) on various devices including computers, hard drives and cloud computing, where servers might be based overseas. We take reasonable steps to maintain the security of your information and to ensure your information is treated in accordance with the standards that apply in Australia.
4. Direct marketing
We may from time to time use your personal information to provide you with current information about loans, insurance products, special offers you may find of interest.
We may also need to contact you abut important changes to our organisation, products, services or fees in order to provide products and services to you .
By providing us with your information, you consent to receiving such information by phone, email or SMS on an ongoing basis until you unsubscribe. We will not use or disclose sensitive information about you for direct marketing purposes unless you have consented to that kind of use or disclosure.
If you do not wish to receive marketing information, you may at any time decline to receive such information by contacting us via phone or email.
5. Cookies, advertising and tracking
It may be necessary for us to collect your IP address when you use our website. Your IP address identifies your computer when using the internet.
6. Accessing, updating and correcting your personal information
You can request to access your personal information we hold at any time. In some cases there may be a large volume of information, difficulty accessing or providing the information, or 3rd party fees to obtain the information and we may charge a fee that covers our costs in doing so.
An initial response will be provided within 7 days from your request, and the outcome will be given within 30 days. There may be situations where we are not required to provide you with access to your personal information, and if this applies we will let you know the reason/(s) for this. An example of this would be where the information related to existing or anticipated legal proceedings, or if your request was deemed to be improper.
You should also contact us if you need to correct or update any of your personal information if it is inaccurate or out of date. We will generally rely on you to notify us if you find information we hold about you is inaccurate or incomplete.
We will usually update your personal information immediately but in some cases we may need up to 7 days to provide an initial response to you and up to 30 days to complete the request, for example if we need to to consult with external entities as part of your request to access or correct your personal information.
7. Collecting documents that may contain certain government identifiers
If you apply for Novated Lease finance we will request a copy of your drivers licence to send to the Novated Lease financier to help identify you and also the vehicle dealership to assist with processing your order and registering your vehicle.
In some cases you may be required to send us information that contains your tax file number to support your finance application and we will forward such information to the finance organisation.
You should always delete / redact your tax file number from any and all documentation, prior to sending it to PFM.
8. If you do not want to be identified
In most circumstances it will be necessary for us to identify you in order to successfully do business with you. We may offer you the opportunity of doing business with us without providing personal information in situations where it is lawful and practicable to do so, for example if you make general enquiries about our products or services.
9. Personal information security and safety
We may store your personal information in paper or electronic form and computers, servers, hard drives etc. We take reasonable steps to protect any personal information from misuse, interference, loss and unauthorised access, modification or disclosure. Some of the steps that we take to protect personal information include, but are not limited to, installing security and access requirements for all our IT systems, such as passwords, firewalls and virus scanning software, having document storage and destruction processes, only providing you your personal information where we are satisfied as to your identity, encrypting data and other personal information during internet transactions (if any).
When the information is no longer needed for any purpose for which the information may be used or disclosed, it will be destroyed or permanently de-identified.
10. Complaints
If you are dissatisfied with how we have dealt with your personal information, or have a complaint about our compliance with the Privacy Act, you may contact us using the details in clause 11. We will acknowledge your complaint within seven days and provide you with a decision on your complaint within 30 days. If you feel your complaint is still not resolved adequately after discussion with us, you may then contact the Office of the Australian Information Commissioner on http://www.oaic.gov.au/privacy/privacy-complaints.
11. Contact info
If you have any questions about how we handle your personal information, contact us on 1300 883 977, via email at info@pfmfleet.com.au using "Privacy Policy" as the subject line, or at:
Privacy Officer
PFM Fleet
PO Box 846 Turramurra NSW 2074
12. Updates and changes to our privacy policy
We are constantly reviewing all of our policies and attempt to keep up to date with legal requirements and client expectations. We may change our privacy policy from time to time via this website.