We respect your privacy.

At Brian Hilton Motor Group, our customer’s privacy is very important to us. As of the 21st December 2001, many private sector organisations, including Brian Hilton Motor Group are required to comply with Ten National Privacy Principles set out in the Privacy Act 1988 (Cth) and with the Spam Act 2003 (Cth), when personal information about individuals is handled.

What is ‘Personal Information?’

Personal information is information or an opinion about an individual whose identity is apparent or can reasonably be ascertained from the information or opinion. This includes, for example information about individual customers who have purchased vehicles from Brian Hilton Motor Group, and even information about individuals who work for organisations that Brian Hilton Motor Group does business with, such as fleet managers and individuals working for any product suppliers, marketing companies and direct mail companies that we may use.

Why does Brian Hilton Motor Group collect personal information?

Brian Hilton Motor Group collects personal information for a number of reasons including but not limited to:

• Ensure customers are properly licensed for the purposes of taking test drives or using company hire vehicles
• Process payments for products and services
• Coordinate delivery of your vehicle
• Process and record purchases of trade-in vehicles
• Arrange for products and services to be supplied to customers by third parties, e.g. finance and insurance, warranties, and road-side assistance.
• For marketing and promotions under the discretion of the individual.
• To respond to customer enquiries about the products and services we offer.
• To carry out vehicle repairs, servicing, supply parts and accessories
• Provide customers service and respond to customer complaints.
• Administer warranty claims
• Maintain administration and accounting records

What happens if you do not supply us with personal information?

While you are not obliged to provide us with personal information, failure to do so means we are unable or may have difficulty in adhering to your needs and providing you with the correct products, services or advice that requires this personal information. For example, if there is a product recall on your vehicle, failure to supply us with your contact details may result in us not notifying you of this problem.

What kinds of personal information does Brian Hilton Motor Group collect?

Brian Hilton Motor Group will collect a range of personal information including, but not limited to:

• Name
• Postal and Residential Address
• Contact phone numbers and emails
• Date or birth
• Finance and insurance details
• Vehicle details (registration, year, make and model, colour etc)
• Previous vehicle history (for service)
• Personal opinions etc from satisfaction surveys

How does Brian Hilton Motor Group collect personal information?

Brian Hilton Motor Group collects personal in a number of ways including but not limited to:

• Through vehicle enquiries and purchases
• Through vehicle service and parts purchases
• As a result of a test drive or use of our loan cars
• Through a response from our satisfaction surveys
• Through promotions and marketing
• Vehicle trade-ins

How does Brian Hilton Motor Group protect your personal information?

Your privacy is a priority at Brian Hilton Motor Group and all reasonable precautions to safeguard your personal information from the loss, misuse, unauthorised access, modification, or disclosure. These include:

• Training and educating employees on the company privacy policy
• External and internal premises security
• Restricted access to personal information
• Entering into Confidentiality Agreements with contractors where appropriate
• Continuing to upgrade our facilities to ensure all personal information is protected from unauthorised access.

Accuracy of your personal information

We rely solely on the personal information that is presented to us by our customers. We take reasonable steps to ensure all personal information we hole is accurate and up to date.

When does Brian Hilton Motor Group disclose personal information to third parties?

To effectively and efficiently provide products and services to our customers, we may disclose personal information to third parties. These parties include:

• Toyota Australia and related bodies corporate
• Toyota Motor Corporation (Toyota’s Japanese parent company) and related bodies corporate
• Finance, insurance, extended warranty and roadside assistance providers
• Providers of outsourced vehicle repair and maintenance services
• financial institutions for payment processing
• Valuers and vehicle registries
• Government authorities (RTA and CTP insurance)
• Police, local council authorities and insurers if a test drive or use of loan car results in a traffic infringement or accident
• Referees, referrals or guarantors
• Brian Hilton Motor Group contracted service providers including mail house, freight and courier services, external business advisors, marketing and communication agencies, call centres and call training centres

We take steps to ensure that all our contracted service providers adhere with the NPPs when they collect and handle your personal information.

SPAM

We will not send you any commercial electronic messages such as SMS or email without your consent. All commercial electronic messages will identify Brian Hilton Motor Group as the sender and incorporate our contact details. If you do not wish to receive such messages, please contact our Customer Relations Manager on (02) 4328 0424.

How long does Brian Hilton Motor Group keep personal information?

We take reasonable steps to destroy personal information that is no longer needed for any purpose that is permitted by the Privacy Act, or when the customer ceases a business relationship with us.

Individuals access to personal information

Under the new Privacy Amendment (Private Sector) Act 2001, you are entitled to request access to any of the personal information that we may hold about you. Generally, a summary of the personal information held by us on you will include your name, address, contact telephone number and the products and services you have purchased from us. This information will be usually available and you may make a request for your personal information by contacting Brian Hilton Motor Group. With more detailed requests, access to any personal information will be handled as quickly as possible and should be processed within thirty (30) days of receipt of the request. Please be advised that some requests may take longer than thirty (30) days, but will depend on the nature of the request.

If for any reason we deny your access to your personal information, we will explain why.

Employees and Job Applicants

Any personal information provided to Brian Hilton Motor Group in relation to job applications may be used to consider the applicant for current and future employment and may be disclosed to third parties to assist us in the selection and recruitment process.

All personal information relating to employees of Brian Hilton Motor Group will rely on the exemption in the Privacy Act to employee records where applicable.

Personal information collected from this website

If you send us an email containing personal information, we will take reasonable steps to ensure the confidentiality of that information. Although we take steps to protect information sent by email, email is not a secure method of communication and if you are concerned about sending your personal information to us in this manner, you may prefer to contact us by another method.

Complaints

If you have any concerns about the way we handle your personal information, or you believe that we have breached your privacy, please contact our Customer Relations Manager, who will respond to your concerns as soon as possible.

• By phone – (02) 4328 0424
• By email – marketing@brianhilton.com.au
• By Mail – Customer Relations Manager, PO BOX 97 Gosford NSW 2250.