Caltex Australia: Privacy Policy

Who are we and how does this policy apply?

The Caltex Australia Group is the largest refiner and marketer of petroleum products in Australia with operations in all states and territories. This policy applies to Caltex Australia Limited (ACN 004 201 307) and its related bodies corporate (collectively referred to in this policy as "Caltex").

What is the purpose of this policy?

Caltex collects personal information to conduct its business, to provide and market its goods and services and to meet its legal obligations. Caltex is bound by the National Privacy Principles contained in the Privacy Act 1988 (Cth). This policy addresses personal privacy matters - that is information or opinions relating to an individual that can be used to indentify that individual. Its purpose is to explain, in general terms, what sort of personal information Caltex holds and why we hold it, and how Caltex collects, uses and discloses that information. In this policy, where we refer to "you" or "your", we are referring specifically to natural persons as opposed to other entities such as partnerships, trusts and companies.

How does Caltex collect personal information?

The main way in which Caltex collects personal information is through hardcopy forms or through forms provided on Caltex's internet (for external users) and intranet (for employees) website pages. Caltex may also collect personal information by recording telephone calls made to the Caltex call centre (see below for more information), in face-to-face meetings and in interviews.

Caltex may collect personal information from third parties, such as from referees (in the case of prospective employees) and credit reporting agencies (in the case of customers and prospective customers).

At or before the time Caltex collects your personal information, or if that is not practicable, as soon as practicable afterwards, Caltex will give you notice as follows:

(a) the purposes for which the information is collected
(b) to whom, or the types of individuals or organisations to which, Caltex might usually disclose information of the kind collected and
(c) any law that requires the particular information to be collected, and the main consequences if all or part of the information is not provided.

What information does Caltex collect?

The personal information Caltex may collect about you is dependent upon your relationship with Caltex. The following are some examples of the types of personal information that Caltex may collect from individuals:

(a) In the employment context:

(i) Pre-employment

application forms - name, addresses, telephone numbers;
resume details - which will usually include details such as an individual's name, address, telephone numbers, academic qualifications, employment history, and referees;
reference checking;
pre-employment medical (with the prospective employee's consent);
psychological and drug testing; and
criminal record checks.

(ii) Employment

employment application forms;
personal details including name and address and telephone numbers;
bank account details (for salary/wages); and
tax file number details (for salary and superannuation).

(b) Commercial customers and franchisees

personal details - including names, addresses, telephone numbers;
financial details including banking details - for payments (where applicable); and
trade reference and credit checks.

application forms - information including but not limited to names, addresses, telephone numbers and employment details;
financial details including bank account details; and
trade reference and credit checks.

(d) Customers generally

monitoring and/or recording interactions with customer service representatives at Caltex's call centre - customers' and employees' conversations at Caltex's call centre may be monitored and/or recorded for coaching, training, record keeping and dispute resolution purposes. Callers will be notified at the outset if such monitoring or recording is to occur and be given the option not to have the call recorded. Caltex may, even if the phone call is not recorded, collect personal information during those telephone calls to assist with your query.
competitions and contests - Caltex may use the personal information collected from competitions and contests (for example, the contestant's name and address) to market certain of its products to the contestants. Where Caltex intends to do this, it will advise the contestant of this in the competition's terms and conditions.

(e) Suppliers

personal details - including names, addresses, telephone numbers
financial details - including bank account details

(e) Shareholders

personal details for share register purposes - including names, addresses, number of shares held
financial details - including tax file number and bank account details
shareholder registry - Caltex is required to maintain a register of shareholders under the Corporations Act 2001 (Cth)

How does Caltex use and disclose personal information?

Subject to the exceptions set out in the NPPs (for example, the disclosure of personal information when allowed or required by law), Caltex will only use and/or disclose your personal information for:

(a) the primary purpose for which it is collected; or

(b) a related purpose, where you would reasonably expect that it be used and/or disclosed without your further consent.

This means that generally Caltex will only disclose your personal information internally and/or to a third party contracted to provide services to Caltex and only if necessary for one of the purposes referred to above.

The third parties that may be used by Caltex vary depending on the particular circumstances in each case, but typically fall into the following categories:

debt collectors
credit reference agencies
insurance companies
trade promotion agencies
insurance assessors
billing and mailing houses
delivery contractors
IT service providers
superannuation funds
share registries

Will Caltex send you marketing material and what can you do to stop that?

A related purpose for which Caltex collects personal information may be marketing. However, if this is not the case, Caltex is entitled to send marketing material to you if you have consented to receiving this material or provided it gives you a chance to stop or opt-out of receiving this material.

If you have received marketing material from Caltex and you wish to stop it, you can write to the Privacy Compliance Officer at the address set out below. Caltex will not charge you or in any way disadvantage you if you choose to opt out of receiving marketing material.

Caltex will not disclose your personal information to a third party for that third party to send you its marketing material unless Caltex has obtained your consent. Caltex may occasionally provide its marketing material to third parties to distribute on Caltex's behalf to individuals who have consented to receiving that material.

When does Caltex share information?

Caltex generally will only disclose personal information to third parties without your consent if that disclosure is necessary for the purpose(s) for which that information was collected. Set out below are some examples of where it is necessary for Caltex to disclose personal information to third parties:

(a) In the employment context:

Superannuation plan administration arrangements - Caltex provides employees' personal details (including, but not limited to, employees' names, addresses, tax file numbers, dependents, salaries) to the external administrator of the superannuation plan which is responsible for the day-to-day administration of plan business.
Payroll arrangements - Caltex provides its external paymaster company with employees' personal details (including, but not limited to, employees' names, addresses, bank account details, tax file numbers) to ensure wages and salaries are properly paid in accordance with employees' directions.
Insurance arrangements - Caltex advises disability and death insurers of employees' personal details (including, but not limited to, employees' names, addresses, medical reports) to enable those insurers to properly process disability and death claims.
Recruitment systems - Caltex requires prospective employees to complete documentation and submit to pre-employment checks, including completing application forms, reference checking, pre-employment medicals, psychological and drug testing and criminal record checks which involves disclosure of personal information to various third parties.
Video monitoring - external security advisers/contractors may view security tapes that have been recorded in the workplace.
Medical - Caltex may, with the employee's consent, provide the company doctor or any medical specialists retained by Caltex with employees' medical records for the purposes of their employment with Caltex.
Worker's compensation - Caltex may disclose employees' records (including the employees' medical records) to its insurers and their agents for the purpose of processing claims.
IT arrangements - Caltex may provide its external IT service providers with employees' personal details (limited to identifiers such as name, address, date of birth and employee identifier) to assist in ensuring the security of Caltex's computer network is maintained (see also security measures Caltex adopts to protect personal information).

(b) Generally and in a commercial context:

Credit checks on new and existing individual customers - Caltex may provide necessary personal information to credit reporting agencies to ascertain an individual's financial position if the person is a new or an existing customer.
Competitions - in some cases Caltex uses third parties to run its competitions. In these instances, unless otherwise disclosed to the contestant prior to, or at the time of, entering the competition (normally set out in the competition's terms and conditions), any personal information collected about a contestant will be returned to Caltex.

How does Caltex protect personal information?

Caltex stores personal information in a range of paper-based and electronic forms:

(a) Paper Security - Where personal information is stored in physical form, Caltex may use a variety of mechanisms to protect the security and integrity of such information which might include:

locking personal information in cabinets and only giving access to those employees who have a need to use it; and
using other access control measures such as keyed access, security alarms and surveillance cameras to deter and detect unauthorised access.

(b) Computer and Network Security - Caltex adopts a number of security measures to protect information from unauthorised access to its computer systems which include:

access control for authorised users such as user names and passwords;
limiting access to shared network drives to authorised staff;
virus checking; and
specialised IT support to deal with security risks.

(c) Communications Security - Transmission of personal information may involve insecure telecommunications lines. Security of this personal information is enhanced by:

checking facsimile numbers before sending personal information, and confirming receipt;
PIN numbers and passwords required for some telephone and internet transmissions;
identity checking before giving out any personal information; and
encryption of data for high risk transmissions.

Personal information in Caltex's possession may be retained in archival storage. Generally Caltex will destroy personal information after a period of seven (7) years following its collection or an employee's separation from Caltex unless it is required, or may be required, to be kept for a longer period because of the purpose(s) for which it was originally collected.

How can you access to your personal information?

If you want access to your personal information held by Caltex, please put your request in writing and clearly identify the personal information you seek access to. This is important to ensure that the information can be retrieved quickly and cost effectively. All requests for access must be addressed to The Privacy Compliance Officer (see contact details below).

Depending on the circumstances, Caltex reserves the right to charge you a reasonable administrative fee. For example, Caltex's reasonable administrative costs might include:

reasonable staff costs in locating and collating the information;
reasonable reproduction or photocopying costs; and
reasonable costs involved in having someone explain the information to you.

In some instances, Caltex may not release the personal information. For example, if the information reveals a formula or the details of a commercially sensitive decision-making process, then, in these instances, Caltex may decide to give you an explanation of the commercially-sensitive decision rather than direct access to the information.

What if your personal information is inaccurate?

Caltex will take reasonable steps to correct personal information that is inaccurate. You should contact Caltex if your personal information changes. If Caltex believes it is inappropriate to delete or alter the original information, it will discuss with you alternative ways of correcting the information that satisfies the needs of both parties.

How do you make a complaint?

If you wish to make a complaint to Caltex about a possible breach of privacy, please provide full details of your complaint in writing and send it to the Privacy Compliance Officer (see contact details below).

Individuals inquiring about their rights and remedies for breaches of privacy can access detailed information at the Australian Privacy Commissioner's website.

How will changes to this policy be notified?

Caltex may amend the Caltex Privacy Policy from time to time to take into account new laws and technology, changes to Caltex's operations and practices, and the changing business environment. The most current version of this policy will be located on the intranet for employees and at www.caltex.com.au for external users or a copy can be obtained by contacting the Privacy Compliance Officer.

How to contact us?

If you would like more information concerning Caltex's approach to privacy or how Caltex handles your personal information you can write to:

The Privacy Compliance Officer
Caltex Australia Petroleum Pty Ltd
Level 24
2 Market Street
SYDNEY NSW 2000

Updated: January 2010