John Cole Toyota respects your right to privacy and is committed to safeguarding the privacy of our customers and website visitors. We adhere to the Australian Privacy Principles contained in the Privacy Act 1988 (Cth). This policy sets out how we collect and treat your personal information.

‘Personal information’ is information or an opinion, whether true or not, and whether recorded in a material form or not, about an individual whose identity is apparent, or can reasonably be ascertained, from the information or opinion.

We rely on the personal information we hold in conducting our business. We take reasonable steps to ensure that the personal information we hold is accurate, complete and up-to-date. You can help by letting us know about any changes to your personal information, such as your address and phone number.

The personal information we may collect and retain varies and is dependent on the nature of our dealings with you.  The kinds of personal information can include but is not limited to:

• name
• address (and previous address if relevant)
• postal address
• telephone number
• mobile number
• driver’s licence number and expiry date
• gender
• marital status
• number of dependants
• email address
• employment details
• information about your use of our/Toyota’s products or services
• financial information (including assets, liabilities, income and expenditure)
• credit card details
• trading name
• motor vehicle details (including make, model, registration number, VIN, colour, options and accessories provided, trade in details, price paid, odometer readings, vehicle location, vehicle speed, vehicle diagnostic data, finance and insurance details, roadside assistance services and extended warranty details)
• motor vehicle service history
• photographic or video surveillance footage

The above information is collected and recorded about individuals who interact with us such as:

• our customers, potential customers and their representatives
• guarantors
• our suppliers and their representatives
• contractors and their representatives providing goods and services to us
• our employees past and present, including applicants, and
• any other person who comes into contact with us.

In most cases, if we do not collect the information we require, then we may be unable to undertake certain activities, such as providing you, or the organisation with which you are connected, with the requested information, goods and/or services.

Additionally, we may also collect any other information you provide while interacting with us.

Generally, when providing goods and services to our customers or obtaining goods and services from our suppliers or contractors, we collect personal information directly from the individuals where reasonable and practical.

We may collect personal information directly from you when you:

• provide information to us in any way (including by in person, by facsimile, by email, completing a form, disclosing information over the phone (which may be recorded) by providing us a business card or through the forms on our website)
• visit premises from which we operate
• acquire goods from us or use our services
• request information about us, our products or our services
• provide feedback
• take a car for a test drive or use one of our hire or loan cars
• enter a competition, or
• where we are required or authorised by law to do so.

John Cole Toyota may use personal information collected from you to provide you with information, updates and our services. We may also make you aware of new and additional products, services and opportunities available to you. We may use your personal information to improve our products and service and better understand your needs.

John Cole Toyota may contact you by a variety of measures including, but not limited to telephone, email, sms or mail.

We are committed to providing quality customer service to our clients and to operate our business within statutory requirements and comply with our legal obligations.

We collect and hold personal information in order to operate our business efficiently as well as to provide and market products and/or services for the benefit of our customers.

We collect, hold and use your personal information:

• to identify you, conduct appropriate checks and communicate with you
• to enable the Company to understand your requirements and provide requested goods and services (including new and used vehicles, parts, accessories and any applicable warranties)
• to consider, process and record the purchase of trade-in vehicles
• to assess any request you make for the supply of goods and services by establishing your financial position and credit status (if relevant)
• to assist you to apply for credit or insurance and deal with insurance and finance issues
• confirm that you are properly licensed for the purposes of taking a test drive or using one of our hire vehicles
• process payment for goods and services (including assisting in applications for credit where relevant)
• to coordinate delivery of vehicles
• to carry out vehicle repairs and servicing, supply parts and accessories, supply products such as lubricants and automotive fluids and maintain any applicable warranties
• to arrange for goods and services to be supplied to you by third parties where appropriate (for example, aftermarket parts suppliers, extended warranty and roadside assistance services and financial and insurance products in respect of vehicles purchased from us; or panel beating services or windscreen replacement in respect of cars we are repairing)
• to collect debts
• to manage, train and develop our employees and representatives
• to set up, administer and manage our products and services
• to conduct competitions
• to administer warranty claims
• to maintain records for accounting and administration purposes
• to administer safety-related product recalls
• to analyse customer needs and develop customer strategies
• to help the Company to manage and enhance the goods and services it purchases from its suppliers
• to develop and inform you about the goods and services that the Company considers may be of interest, unless you advise us not to do so
• to protect you and the Company from fraud
• to assess whether to provide commercial credit to you or accept you as a guarantor of commercial credit provided by us
• for business support purposes including maintenance, backup and audit
• to comply with the Company’s statutory and legal obligations, and
• to respond to any queries or complaints you may have

We may disclose your personal information to any of our employees, officers, insurers, professional advisors, agents, suppliers or subcontractors insofar as reasonably necessary for the purposes set out in this Policy. Personal information is only supplied to a third party when it is required for the delivery of our services.

We may from time to time need to disclose personal information to comply with a legal requirement, such as a law, regulation, court order, subpoena, warrant, in the course of a legal proceeding or in response to a law enforcement agency request.

We may also use your personal information to protect the copyright, trademarks, legal rights, property or safety or John Cole Toyota, www.johncoletoyota.com.au, its customers or third parties.

Information that we collect may from time to time be stores, processed or transferred between parties located in countries outside of Australia.

If there is a change of control in our business or a sale or transfer of business assets, we reserve the right to transfer to the extent permissible at law our user databases, together with any personal information and non-personal information contained in those databases. The information may be disclosed to a potential purchaser under an agreement to maintain confidentiality. We would seek to only disclose information in good faith and where required by any of the above circumstances.

By providing us with personal information, you consent to the terms of this Privacy Policy and the types of disclosure covered by this Policy. Where we disclose your personal information to third parties, we will request that the third party follow this Policy regarding handling of your personal information.

John Cole Toyota is committed to ensuring that the information you provide to us is secure. In order to prevent unauthorised access or disclosure, we have put in place suitable physical, electronic and managerial procedures to safeguard and secure information and protect it from misuse, interference, loss and unauthorised access, modification and disclosure.

The transmission and exchange of information is carried out at your own risk. We cannot guarantee the security of any information that you transmit to us, or receive from us. Although we take measure to safeguard against unauthorised disclosures of information that we collect will not be disclosed in a manner that is inconsistent with this Privacy Policy.

You may request details of personal information that we hold about you in accordance with the provisions of the Privacy Act 1988 (Cth). A small administrative fee may be payable for the provision of information. If you would like a copy of the information which we hold about you or believe that any information we hold on you ins inaccurate, out of date, incomplete, irrelevant or misleading, please email us at admin@johncoletoyota.com.au or contact us on 07 4030 5555.

We reserve the right to refuse to provide you with information that we hold about you, in certain circumstances set out in the Privacy Act.

We may from time to time update this Privacy Policy including to take into account new laws, regulations, changes to our business and technology.  All the personal information we hold will be governed by our most recent Privacy Policy located at www.johncoletoyota.com.au.  We encourage you to check this page from time to time for any changes.

When you visit our website johncoletoyota.com.au, we may collect certain information such as browser type, operating system, website visited immediately before coming to our site, etc. This information is used in an aggregated manner to analyses how people use our site, such that we can improve out service.

We may from time to time use cookies on our website. Cookies are very small files which a website uses to identify you when you come back to the site and to store details about your use of the site. Cookies are not malicious programs that access or damage your computer. Most web browsers automatically accept cookies but you can choose to reject cookies by changing your browser settings. However, this may prevent you from taking full advantage of our website.

Our website may from time to time use cookies to analyze website traffic and help us provide a better website visitor experience. In addition, cookies may be used to serve relevant ads to website visitors through third party services such as Google Adwords. These ads may appear on this website or other websites you visit.

John Cole Toyota is part of the OneToyota network of Toyota organisations in Australia (each a OneToyota organisation), comprising:

• authorised Toyota dealers in Australia;
• Toyota Motor Corporation Australia Limited;
• Toyota Finance Australia Limited;
• Aioi Nissay Dowa Insurance Company Australia Pty Ltd trading as Toyota Insurance; and
• Toyota Western Australia (comprising Prestige Motors Pty Ltd as trustee for the Prestige Toyota Unit Trust and Eastpoint Pty Ltd).

John Cole Toyota and other OneToyota organisations collect and share with each other customer and guest information, including data collected from Connected Services, to provide you an integrated OneToyota guest experience, such as allowing you to be known across the network regardless of which OneToyota organisation you deal with and to provide you with products, services, information and assistance, respond to your enquiries and help keep your information up to date. Your information may be disclosed to OneToyota network service providers in Australia and overseas for these purposes.

For more information about how Toyota Motor Corporation Australia Limited and Toyota Finance Australia Limited handle your information, please see their combined Privacy Policy at www.toyota.com.au/privacy. The privacy policies of Toyota Insurance and Toyota Western Australia are each also available at that address.

OneToyota organisations may send you marketing to inform you about products or services, special offers, promotions and events that may be of interest to you. These marketing communications may include joint promotions with promotion partners, and may be sent to you using any contact details provided by you, such as post, phone, email or SMS.

Please note that each of the OneToyota organisations are separate organisations. If you do not wish to receive marketing from one organisation, you can let that organisation know at any time using the contact details in their privacy policy (available on their website or toyota.com.au/privacy) or using the “unsubscribe” or other opt-out function offered by the organisation.

Your consent to receive marketing from a OneToyota organisation will be deemed to be ongoing if you do not opt out when you are offered the opportunity to do so, or unless and until you advise the relevant organisation otherwise.

From time to time, John Cole Toyota surveys its guests on a range of issues, including new vehicle satisfaction and the quality of our service. These surveys help us to improve our products and services and tailor the way that we do business with you. If you do not wish to participate in these surveys, please let us know (our details are provided at the end of this policy).

If you consent, John Cole Toyota may also use your personal information to send you service reminders and information about our products and services, including special offers. You can let us know at any time if you no longer wish to be contacted for these purposes, by contacting guestexperience@johncoletoyota.com.au.

Toyota Customer Contact Centre (our details are provided at the end of this policy). Your consent will be deemed if you do not opt out when we offer you the opportunity to do so, and will remain current until you advise us otherwise.

If you do not wish to receive Guest Satisfaction Surveys or other marketing information from Toyota Australia, please contact Toyota Australia directly on 1800 252 0976 (you will still receive safety-related messages).

If you feel that we have not respected your privacy or that we have conducted ourselves inconsistently with this Privacy Policy, please contact us at  guestexperience@johncoletoyota.com.au  and advise us as soon as possible . We will investigate your queries and complaints within a reasonable time frame depending on the complexity of the complaint.

It would assist us to respond to your complaint promptly if it is made in writing. Please include as much information as possible in relation to your complaint and to those parties involved in the alleged breach.