1. About This Policy
This Privacy Policy explains how Kanagenthiran Transport Services Pty Ltd (ABN 83 703 581 971) (“we”, “us”, “our”) collects, holds, uses and discloses personal information about customers, suppliers, contractors, website visitors and other individuals.
We are bound by the Privacy Act 1988 (Cth) and the thirteen Australian Privacy Principles (APPs) set out in Schedule 1 of that Act. Where we handle personal information, we do so in accordance with those principles and this policy.
This policy applies to all personal information processed by us, whether collected through our website at kanagenthirantransportseau.space, by email, over the phone, in person, or through our day-to-day transport and logistics operations across Melbourne VIC and greater Victoria.
2. The Kinds of Personal Information We Collect
The personal information we collect depends on the nature of our dealings with you. It may include:
- Identity and contact details — name, business or trading name, email address, postal address and service location details.
- Enquiry and quotation details — the messages you send us, freight descriptions, pickup and delivery addresses, timing requirements and any special handling instructions.
- Commercial information — purchase orders, consignment notes, delivery instructions, invoices, payment records and transaction history.
- Business records — for suppliers and contractors, details needed to engage, pay and manage those relationships, such as business names, ABNs and banking details for payment.
- Website and communications data — information about how you use our website and records of correspondence with us.
Sensitive information
We do not actively solicit sensitive information (as defined in the Privacy Act, such as health, racial or religious information). We will only collect sensitive information where it is reasonably necessary for one or more of our functions, you have consented, or we are otherwise required or permitted by law to do so.
Employee records and contracted services
This policy does not apply to employee records handled in accordance with the employee records exemption in the Privacy Act, nor to personal information about our own personnel collected for the purposes of our employment relationship.
3. How We Collect Personal Information
We collect personal information in a number of ways, including:
- directly from you, when you submit an enquiry or quote request through our website, contact us by email, or speak with our team;
- when you engage our services, place bookings, or provide consignment and delivery instructions;
- from third parties you authorise to act on your behalf, such as freight brokers, booking agents or your nominated representatives;
- from suppliers, subcontractors and professional advisers in the course of running our business; and
- automatically through our website, via cookies and similar technologies (see section 5).
Where it is reasonable and practicable, we collect personal information directly from you. If we receive information about you from a third party, we handle it in accordance with the APPs and this policy.
4. How We Use Personal Information
We use, hold and process personal information for purposes including:
- providing transport and logistics services, including quoting, scheduling, linehaul, last-mile delivery and proof-of-delivery administration;
- responding to enquiries and providing customer support;
- managing our commercial relationships with customers, suppliers and subcontractors, including billing, payment and record keeping;
- coordinating deliveries with consignees and their nominated contacts;
- meeting our legal, regulatory, insurance and taxation obligations, including under the Heavy Vehicle National Law and Australian consumer law;
- ensuring the safety and security of our people, vehicles and freight; and
- improving our services, website and business operations.
We will not use or disclose personal information for direct marketing without a lawful basis under the APPs, and we do not sell, rent or trade personal information to third parties for their own marketing purposes.
5. Cookies and Website Analytics
Our website may use cookies and similar technologies to function properly, remember your preferences and understand how the site is used. Cookies are small files stored on your device by your browser.
You can configure your browser to refuse cookies or to alert you when cookies are being set. Disabling cookies may affect some functionality of our website. Aggregate, de-identified analytics data may be used to monitor site performance and improve content. We do not attempt to identify individuals through this data.
6. Disclosure of Personal Information
We may disclose personal information to third parties where reasonably necessary for the purposes described in this policy, including:
- subcontractors and owner-drivers engaged to perform freight tasks on our behalf, limited to the consignment and contact details needed to complete a delivery;
- consignees and their nominated contacts, for delivery coordination and notification purposes;
- professional service providers, such as accountants, bookkeepers, insurers and IT service providers, engaged to support our business;
- financial institutions and payment providers, for processing transactions; and
- government agencies, regulators, law enforcement bodies or courts, where required or authorised by law.
Where we disclose personal information to service providers or subcontractors, we take reasonable steps to ensure those parties handle the information in a manner consistent with the APPs and this policy.
7. Overseas Disclosure
Some of our cloud-based systems, email providers and software platforms may store or process data on servers located outside Australia. Where personal information is disclosed to an overseas recipient, we take reasonable steps, in line with APP 8, to ensure the recipient does not breach the APPs in relation to that information.
8. Data Security and Retention
We take reasonable steps to protect personal information we hold from misuse, interference, loss and unauthorised access, modification or disclosure, consistent with APP 11. These steps include access controls, secure storage of business records, and limiting personal information access to personnel and service providers who need it to perform their duties.
We retain personal information for as long as is reasonably necessary for the purposes for which it was collected, including to satisfy legal, accounting, taxation and insurance record-keeping obligations. When information is no longer required, we take reasonable steps to destroy or de-identify it securely.
9. Access and Correction
Under APP 12, you may request access to the personal information we hold about you. Under APP 13, you may request correction of personal information that is inaccurate, out-of-date, incomplete, irrelevant or misleading.
To make a request, email us using the details in section 13. We will respond within a reasonable period, generally within 30 days. We may need to verify your identity before actioning a request. There is no charge for making a request, although a reasonable fee may apply for providing a copy of information in certain circumstances, which we will advise before proceeding.
In some circumstances permitted by the Privacy Act, we may decline a request for access or correction. If we do so, we will provide our reasons and, where relevant, note your request in our records.
10. Anonymity and Pseudonymity
Where it is lawful and practicable, you have the option of dealing with us anonymously or under a pseudonym, for example when making a general enquiry about our services. However, we generally require identity and contact details to provide quotes, manage bookings and complete deliveries.
11. Complaints and Queries
If you believe we have breached the Australian Privacy Principles or mishandled your personal information, please contact us first with the details of your concern. We will acknowledge your complaint promptly and investigate it fairly and impartially, aiming to provide a written response within 30 days.
If you are not satisfied with our response, you may lodge a complaint with the Office of the Australian Information Commissioner (OAIC) via its website at oaic.gov.au.
12. Changes to This Policy
We may update this Privacy Policy from time to time to reflect changes in our practices, services or legal obligations. The current version will always be published on this page, together with the date of the last update. Continued use of our website and services after an updated policy is published constitutes acceptance of that policy.
13. How to Contact Us
For any questions about this policy, or to request access to or correction of your personal information, please contact our Privacy Officer:
Kanagenthiran Transport Services Pty Ltd
ABN 83 703 581 971
Melbourne VIC, Australia
Email: ceo@kanagenthirantransportseau.space
Privacy Requests
All access, correction and complaint requests are handled directly by our Privacy Officer. We aim to acknowledge every request within two business days and respond substantively within 30 days.
Email the Privacy Officer