Active Fleet Privacy Policy
This policy sets out how we collect, hold, secure, use and share personal information, including sensitive information (both of which are defined below).
About Active Fleet
We are a team of fleet management technology experts providing expert advice and smart and cost-effective customised technological solutions to businesses, mainly in the transport and logistics industry.
About This Policy
The policy is based on Australian Privacy Principle 1 (“APP1”), from the Privacy Act 1988 (Cth) (“the Privacy Act”), which covers the open and transparent management of personal information.
The policy applies to all personal information we collect, including that collected through our web site. It must be followed by any employee of, or contractor to, Active Fleet, or any other party to whom Active Fleet might grant access to systems or data.
Nothing in this policy prevents Active Fleet from collecting, using or managing personal information where that information constitutes an employee record and where such collection, use or management complies with the Privacy Act.
This policy and associated personal information handling practices and procedures are updated regularly.
Personal Information
Personal Information is information, including opinions (whether true or not) about an individual whose identity is apparent, or can reasonably be ascertained. This includes things like names and addresses, date of birth, bank account details, and similar information.
Sensitive Information
Sensitive Information is personal information that justifies a higher level of protection, and it therefore has additional protections under the Privacy Act. It includes things such as religion, ethnicity, and political beliefs and affiliations, including trade union or professional association membership, as well as medical and biometric information.
We only collect sensitive information when you provide consent, or if the collection is permitted by law, for example, where it is necessary to do so to protect someone’s life, safety or health.
The Personal Information We Collect
Location information
In-Vehicle Management Systems (IVMS), which we supply to, and manage for, customers, and use in some of our own vehicles, record and store driver location data and other personal information. Due to the nature of the information collected by IVMS, this will usually include sensitive information such as biometric data.
Other systems we provide, such as digital pre-start forms and electronic work diaries, also collect and store personal information.
In addition to drivers’ location information, these systems may also collect, store, and use information such as the addresses of our customers and their customers.
Other personal information
When you give us your contact details this will include things like your name, address (business, home, or other address). It could also include your date of birth, banking details, drivers licence information, or any other personal information we are required to collect. Some of our systems collect still or video images. Some of these images may constitute biometric data, which means they are sensitive information.
Employees and potential employees
We collect, store and use a range of personal information from prospective employees. Once employed, your information can become part of your employee record and, to the extent that its use is related to your employment, will be exempt from the provisions of the Privacy Act. Information that we collect for employment purposes may include:
- education and previous employment;
- training, discipline or performance;
- date of birth, banking details, drivers licence information;
- terms and conditions of employment;
- personal and emergency contact details;
- hours, pay, union or professional association membership;
- leave, tax, superannuation and similar details.
Our network
Employees, contractors, or any other parties using Active Fleet’s network equipment should be aware that the network keeps logs of activity including website access. While those logs are not used to collect personal information, they could be reversed to identify the computer or IP address used and subsequently users.
How We Collect and Hold Personal Information
We collect personal information directly from you, through web forms, emails, and similar means. Some information is collected through, and may be stored on, systems such as IVMS as explained above. We also obtain information from public records and online searches and databases.
We store personal information electronically in local devices and networks, as well as in off-premise cloud services hosted in Australia. We also keep some information in hard copy form.
We use a broad range of information security measures to protect data including personal information. This includes regular audits and monitoring and various forms of data security measures such as encryption and backups. Data we store in the cloud is protected by backups, redundancy, and other resilience measures. We rely on physical security measures to protect our premises and any data stored there.
We also take non-technical steps to enhance data security through measures such as minimising the collection of personal information, and restricting access on a needs basis.
Why We Collect, Hold, Use and Disclose Personal Information
We collect, hold, use and disclose personal information for a variety of different reasons, all centred around our goal of providing smart advice and solutions to our customers. If we did not collect, hold and use the personal information we do, we would not be able to supply the services we do as efficiently and reliably as we do.
The main purposes for which we use personal information are:
- communicating with our customers and potential customers, including for marketing purposes, largely through email;
- managing and continually improving the services and technologies we use and recommend;
- maintaining the effectiveness of our systems and services;
- gaining insight into how best to match the products and services we provide to the needs of our customers;
- ensuring the security and safety of our people and resources, and
- other purposes permitted or required by law.
Anonymity or Pseudonymity
As required by APP2, you are entitled to deal with us anonymously or through a pseudonym except where you are legally required to identify yourself or where it is impractical for us to deal with you in this way. In general, given the nature of the services we provide and given that we deal mostly with businesses, it is unlikely to be practical for us to do so. However, if you believe that it can be practically achieved, and you wish to engage with us anonymously or pseudonymously, please contact our Privacy Officer on privacy@activefleet.com.au and we will endeavour to do so if it is practical.
How to Access and Request Corrections to Your Personal Information
For details of how to access or to request corrections to your personal information that we hold, please contact our Privacy Officer at privacy@activefleet.com.au. We may require you to verify your identity as part of this process. Requests themselves must be in writing.
In some circumstances we may lawfully decline to grant access or to make the requested corrections. We may also charge a reasonable amount for the work involved in providing access or making corrections to your information, but there is no charge for the request itself.
Making a Complaint
Complaints about our handling of your personal information or about any requests for access or correction should first be directed to the Privacy Office at privacy@activefleet.com.au.
Overseas Disclosure
Active Fleet does not store or disclose sensitive information overseas. Our cloud providers use Australian based servers. None of our data is accessed from overseas.
Who we are
Suggested text: Our website address is: https://www.activefleet.com.au.
Comments
Suggested text: When visitors leave comments on the site we collect the data shown in the comments form, and also the visitor’s IP address and browser user agent string to help spam detection.
An anonymized string created from your email address (also called a hash) may be provided to the Gravatar service to see if you are using it. The Gravatar service privacy policy is available here: https://automattic.com/privacy/. After approval of your comment, your profile picture is visible to the public in the context of your comment.
Media
Suggested text: If you upload images to the website, you should avoid uploading images with embedded location data (EXIF GPS) included. Visitors to the website can download and extract any location data from images on the website.
Cookies
Suggested text: If you leave a comment on our site you may opt-in to saving your name, email address and website in cookies. These are for your convenience so that you do not have to fill in your details again when you leave another comment. These cookies will last for one year.
If you visit our login page, we will set a temporary cookie to determine if your browser accepts cookies. This cookie contains no personal data and is discarded when you close your browser.
When you log in, we will also set up several cookies to save your login information and your screen display choices. Login cookies last for two days, and screen options cookies last for a year. If you select “Remember Me”, your login will persist for two weeks. If you log out of your account, the login cookies will be removed.
If you edit or publish an article, an additional cookie will be saved in your browser. This cookie includes no personal data and simply indicates the post ID of the article you just edited. It expires after 1 day.
Embedded content from other websites
Suggested text: Articles on this site may include embedded content (e.g. videos, images, articles, etc.). Embedded content from other websites behaves in the exact same way as if the visitor has visited the other website.
These websites may collect data about you, use cookies, embed additional third-party tracking, and monitor your interaction with that embedded content, including tracking your interaction with the embedded content if you have an account and are logged in to that website.
Who we share your data with
Suggested text: If you request a password reset, your IP address will be included in the reset email.
How long we retain your data
Suggested text: If you leave a comment, the comment and its metadata are retained indefinitely. This is so we can recognize and approve any follow-up comments automatically instead of holding them in a moderation queue.
For users that register on our website (if any), we also store the personal information they provide in their user profile. All users can see, edit, or delete their personal information at any time (except they cannot change their username). Website administrators can also see and edit that information.
What rights you have over your data
Suggested text: If you have an account on this site, or have left comments, you can request to receive an exported file of the personal data we hold about you, including any data you have provided to us. You can also request that we erase any personal data we hold about you. This does not include any data we are obliged to keep for administrative, legal, or security purposes.
Where your data is sent
Suggested text: Visitor comments may be checked through an automated spam detection service.