When complying with the Act, the Association relies on the employee records exemption in relation to the Association's handling of employee records in a way which is directly related to a current or former employment relationship. More specifically, employee records are records of personal information relating to an individual's employment and include information about health and performance, terms of employment, resumes, disciplinary records and financial details. The Association notes that this exemption does not apply to contractors or prospective employees; furthermore, any use of employee information in a manner outside the scope of this exemption must be consented to by an employee.
The Association will only collect personal information about individuals and member companies which is necessary for one or more of its functions or activities. The Association will not make unreasonably intrusive enquiries and will collect information by fair and lawful means.
The type of personal information collected by the Association includes (but is not limited to) your name/company name and address details, email address, date of birth, gender, contact details, the legal structure of your service station in relation to the oil companies and, where relevant other demographic information.
The Association may collect more specific information about you if you participate in a survey or other activity conducted by the Association.
How does the Association collect your personal information?
Your personal information may be collected in three ways:
Automatic collection: Cookies: The Association website, as well as other third party websites hosted by the Association on behalf of its BPS, often use "cookies" to monitor visits on these sites. You are free to browse and use these websites with your cookie option turned off, but the Association does not control the activation or deactivation of cookies. To disable or turn off your cookies, please refer to the help menu within your Internet browser.
The Association, and its BPS generally use the personal information they collected for the following purposes:
Who might the Association disclose personal information to?
The Association may, in appropriate circumstances, provide your information to:
· companies or individuals the Association engages to perform functions on behalf of the Association or its BPS, such as …
· anyone you authorise the Association to disclose information to.
The Association may also disclose your information when it believes in good faith that the law requires or authorises it to do so.
The Association will only use non-sensitive personal information for direct marketing purpose if you have consented to it or if it is impracticable for the Association to seek your consent before this use and you have not opted out of receiving any direct marketing communication previously.
If you do not wish to receive any direct marketing communications from the Association, you may opt out by contacting us on
Our Address: Suite 402, level 4
18-20 Orion Road
Lane Cove NSW 2066
Telephone No: (02) 9420 5599
We will not charge you a fee for opting out. Please allow a reasonable time for the opt out process to be completed.
The Association will take steps to ensure that the personal information that is collected, used and disclosed by the Association is accurate, complete and up-to-date.
The Association has put in place steps to protect the personal information the Association holds from misuse, loss, unauthorised access, modification or disclosure by using mechanisms including firewalls, pass-worded access and encryption software.
The Association will take reasonable steps to destroy or permanently de-identify personal information if it is no longer needed.
The Association will take reasonable steps to let a person know the sort of personal information it holds, the purpose for which the information is held and how the information is collected, used, stored and disclosed upon request by that person.
Individuals have a right to access any personal information which we collect and hold about them and, subject to any other legal restrictions, to have it corrected if it is wrong.
Links on the Association web pages will direct you to the relevant web page where you may access, update or correct your personal details. There is no charge for accessing, updating or correcting your personal details on promo.com.au but there may be charges for utilising these services on third party websites or sites operated by the Association's BPS.
The Association may deny a request for access if it reasonably believes that any of the following circumstances apply:
If the Association relies on any of the above circumstances and denies a request for access or refuses to correct personal information, then the Association will provide reasons for its denial or refusal (as the case may be) to the requesting party.
Under the Act an identifier includes "a number assigned by an organisation to an individual to identify uniquely the individual for the purposes of the organisation's operations. However, an individual's name or ABN is not an identifier".
Where it is lawful and practicable the Association will allow individuals the option to enter into transactions with the Association on an anonymous basis.
The Association will only transfer personal information to someone (other than the person who is the subject of the information) in a foreign country if:
Under the Act, sensitive information includes information about a person's race or ethnic origin; political opinions or membership of a political association; religious beliefs or affiliations; philosophical beliefs; professional or trade association membership or trade union membership; sexual preference or practices; criminal record or health information.
The Association will not collect or disclose sensitive information about a person unless that person has consented, the collection is required by law, or the collection is necessary to prevent or lessen a serious and imminent threat to life or health of that person.