This Privacy Policy explains how Office Automation Mackay Pty Ltd (ABN 68 050 521 358) ("Office Automation", "we", "us", "our") collects, holds, uses and discloses personal information. It applies to our website at officeauto.com.au and to the services we provide.
We handle personal information in line with the Privacy Act 1988 (Cth) and the Australian Privacy Principles.
Summary
- We collect the details you give us when you ask for a quote, book a review, call or email us, or become a customer.
- We use them to respond to you, prepare quotes, deliver and support our services, and keep our records.
- We share them only with the providers who help us do that, such as our website, email and analytics providers, and the suppliers and carriers involved in your service.
- Some of those providers are based overseas, mainly in the United States.
- You can ask to see or correct your information at any time, and you can opt out of marketing.
The kinds of personal information we collect
Depending on how you deal with us, we may collect:
- your name, business name, role, phone number, email address and business address;
- what you tell us about your office and your needs, such as how much you print, how many people use a phone, your current provider and your preferred day for a visit;
- copies of bills, invoices or agreements that you choose to send us or show us;
- details of the equipment and services we supply or support for you, including device serial numbers, meter readings and toner levels;
- for the phone and internet services we supply, the information needed to set up, run and bill the service, such as the phone numbers you use and the details needed to move them to us;
- records of our calls, emails and visits with you, and the quotes, agreements and invoices we exchange;
- information about how you use our website, such as the pages you visit, the device and browser you use, and the advertisement or link that brought you to us.
We do not ask for sensitive information, such as health information, and we ask that you do not send it to us.
How we collect personal information
We usually collect personal information directly from you, for example when you:
- fill in a form or our online quote tool on our website. Our quote tool saves your contact details and answers as you move through each step, including any photos you upload, even if you do not finish. We use them only to contact you about that quote;
- call, email or visit us;
- meet our team during a site visit or installation;
- sign a quote, service agreement or other document with us.
We also collect information:
- automatically when you use our website, through cookies and similar tools (see "Cookies, analytics and advertising" below);
- from equipment we manage for you, through device monitoring software that reports meter readings, toner levels and faults to us;
- from publicly available sources, such as the business contact details a business publishes on its own website;
- from third parties involved in your service, such as a manufacturer, distributor, carrier or finance provider, or from a person who refers you to us.
If you do not give us the information we ask for, we may not be able to respond to your enquiry, prepare a quote or provide our services.
Why we collect, hold, use and disclose personal information
We collect, hold, use and disclose personal information to:
- respond to your enquiries and requests;
- arrange site visits and prepare written quotes;
- supply, install, configure and support equipment and services, including copiers, printers, phone systems, networks and internet services;
- deliver toner and other supplies, and carry out servicing and repairs;
- set up and manage phone numbers and internet services with the carriers and wholesale providers involved;
- manage our customer relationship, including invoicing and keeping records;
- send you information about our services, where the law allows it (see "Marketing" below);
- understand how our website and advertising perform, and improve them;
- meet our legal obligations.
We may also use or disclose personal information for other purposes that you would reasonably expect, or where the law requires or allows it.
Who we disclose personal information to
We disclose personal information only as needed for the purposes above. This may include:
- our website hosting and database providers, which store the details submitted through our website;
- our email providers, which send messages such as the confirmation you receive when you contact us and the notifications our team receives about new enquiries;
- our analytics and advertising providers (see "Cookies, analytics and advertising" below);
- the OpenStreetMap address search service, which suggests matching addresses when you type your business address in one of our forms;
- our newsletter provider, if you are a customer on our mailing list;
- manufacturers, distributors and suppliers of the equipment we supply or support, for warranty claims, servicing and ordering;
- telecommunications carriers and wholesale providers, to set up phone and internet services and to move your existing numbers to us;
- finance providers, if you choose to apply for a lease;
- our related company Mackay Communications, if your project needs data cabling;
- our professional advisers, such as accountants and lawyers;
- government agencies and others where the law requires or authorises it.
We do not sell personal information.
Overseas disclosure
Our website and our main customer database are hosted in Australia. Some of the providers we use are based overseas or store information overseas, and personal information may be disclosed to them. The countries where these recipients are likely to be located are the United States, the United Kingdom and, for some global providers, other countries where they or their related companies operate.
These include the providers we use for email, email delivery, device monitoring, website analytics, online advertising, address search and our customer newsletter.
Cookies, analytics and advertising
Our website uses cookies and similar tools.
- Google Analytics helps us understand how visitors use our website. It collects information such as the pages you visit, how long you stay, your approximate location and the device you use.
- Google Ads tools help us measure whether our advertising leads to enquiries.
- The Meta Pixel helps us measure our advertising on Facebook and Instagram.
- The address search in our forms sends the address you type, and your IP address, to the OpenStreetMap Foundation (Nominatim), in the United Kingdom, to suggest matching addresses. It does not receive your name or your other details.
These tools may place cookies on your device and send information to Google or Meta, which may be located overseas. When you arrive from an advertisement, the link may include information about that advertisement, and we may store it with your enquiry so we know which advertising works.
You can block or delete cookies in your browser settings. You can also opt out of Google Analytics with the Google Analytics opt out browser add on, and manage your advertising preferences in your Google and Meta account settings. Our website will still work if you block cookies.
Marketing
We may send you information about our services if you are a customer or have agreed to receive it. Every marketing email we send identifies us and includes a way to unsubscribe. You can also opt out at any time by contacting us. We will act on your request promptly.
When we contact a business for the first time, we only use business contact details that the business publishes for that purpose, we identify ourselves and we include a way to opt out.
Opting out of marketing does not stop messages that are part of our service to you, such as quotes, appointment confirmations, service notices and invoices.
Automated decisions
We do not use computer programs to make decisions about you that could significantly affect your rights or interests. Our team reviews every enquiry and prepares every quote.
How we hold and protect personal information
We hold personal information in electronic systems, such as our website database, our job and customer management systems and our email, and may also hold paper records at our office. Some of these systems are run by providers in Australia and some by providers overseas, such as Microsoft.
We take reasonable steps to protect personal information from misuse, interference, loss and unauthorised access, modification or disclosure. These steps include access controls, secure providers and limiting access to the people who need it.
When we no longer need personal information for any purpose, and the law does not require us to keep it, we take reasonable steps to destroy it or de identify it.
Accessing and correcting your personal information
You can ask to access the personal information we hold about you, or ask us to correct it, by contacting us using the details below. We will respond within a reasonable time, usually within 30 days. We will not charge you for making a request. If we refuse a request, we will tell you why in writing and how you can complain.
Complaints
If you think we have breached the Australian Privacy Principles, please contact us first using the details below. Tell us what happened and how you would like it resolved. We will acknowledge your complaint, look into it and respond within 30 days.
If you are not satisfied with our response, you can contact the Office of the Australian Information Commissioner:
- Website: www.oaic.gov.au
- Phone: 1300 363 992
Contact us
Privacy contact, Office Automation Mackay Pty Ltd
- Address: 29 Peel Street, Mackay QLD 4740
- Phone: (07) 4953 6900
- Email: sales@officeauto.com.au
Changes to this policy
We may update this policy from time to time. The current version will always be on our website, with the date it was last updated.