Privacy Policy

1. Background

McMillan Shakespeare Limited (MMS) is a public company listed on the Australian Securities Exchange (ASX) and is the parent company of the McMillan Shakespeare Group (MMSG).

MMSG has responsibilities to its customers to securely manage their personal information.

MMSG has specific legislative obligations in relation to how it manages the personal information of its customers which is regulated by the Privacy Act. This document outlines those obligations and provides all staff with the framework within which they should be managing customer's personal information in their daily tasks.

2. Purpose

This policy establishes the overarching principles and commitment to action for the MMSG with respect to managing the personal information of its customers. It sets the level of responsibility and actions required within MMSG.

3. Scope

This policy applies to all business units of McMillan Shakespeare Limited (MMS) and to all persons employed by or representing the McMillan Shakespeare Group (MMSG), whether full time, part time or casual.

The McMillan Shakespeare Group (MMSG) includes:

  • McMillan Shakespeare Limited ACN 107 233 983 (parent company)
  • Maxxia Pty Ltd ACN 082 449 036
  • Remuneration Services (QLD) Pty Ltd ACN 093 173 089
  • Interleasing (Australia) Limited ACN 008 589 562
  • TVPR Pty Ltd ACN 008 596 290 (trading as Holden Leasing)
  • Maxxia Limited (NZ Company No. 2404936)
  • Maxxia Fleet Limited (NZ Company No. 3571651)

This policy is applicable to all MMSG directors, officers, employees and contractors.

4. Privacy Information

MMSG is committed to implementing appropriate procedures to ensure that the privacy and security of your personal information is protected. This privacy policy sets out:

  • The types of personal information we collect;
  • The reasons why we collect personal information; and
  • The manner in which we collect, hold, use and disclose your personal information

5. What is Personal Information?

Personal information is information or an opinion from which an individual's identity is apparent or can be reasonably ascertained.

Personal information about a customer must not be disclosed to anyone except the customer or to a person authorised by the customer.

6. Types of information we collect

We will only collect personal information relevant to our business relationship with you. In some circumstances your personal information may initially be collected by our agents or service providers acting on our behalf. We collect certain personal information to be able to provide you with the products or services that you request. If your personal information is not provided, we may not be able to provide you with your requested product or service.

Depending on the nature of the product or service that you request or receive, the types of personal information that we will collect include:

  • name;
  • address;
  • contact details;
  • date of birth;
  • employment and financial information (such as your salary and the name and address of your employer); and
  • employee number;

We may also collect the following information depending on the product and service we provide you:

  • credit card details;
  • bank account number;
  • details of income, assets, liabilities, expenses, credit history, credit worthiness; and
  • other information as required by the Anti-Money Laundering Counter-Terrorism Financing Act 2006.

Generally we do not collect sensitive information about anyone's racial or ethnic background, political opinions, memberships of political associations, professional or trade associations or trade unions, religious beliefs or affiliations, philosophical beliefs, sexual preferences or practices, criminal record or health. However we may collect some of the above sensitive information if it is required to provide you with a specific product or service or where it is required by law.

When you use the MMS or any of its subsidiaries websites, we may collect statistics on the number, date and time of visits, the number of pages viewed and the manner in which you navigate through the site and may also collect information about your use of our products and services.

When you call us, we may collect statistics on the number, date and time of your calls, and the manner in which you navigate through our telephony system. We may also monitor and/or record in-coming and out-going telephone calls for taxation, verification, substantiation and quality assurance purposes.

7. Why we collect the information

We use this information to perform our core business functions. Primarily, we will use your personal information to provide you with the product or service that you have requested and the administration of that product or service.

8. We may also use the information to:

  • Develop new products and services;
  • Conduct our internal administration and operations (such as accounting, risk management, record keeping, statistical analysis, marketing, research, planning, systems development, testing and staff training);
  • Conduct customer satisfaction surveys / Net Promoter Score;
  • Attend to your enquiries; and
  • Send you material about other products and services offered by us or our related companies.

9. How we collect the information

If it is reasonable and practical to do so, we collect personal information directly from you or from your application form or via telephone or web. How we collect your personal information will depend upon how you interact with us.

There are occasions on which we may need to collect your personal information from third parties, with or without your direct involvement. Depending on the nature of the product or service that you request or receive, the types of persons or organisations from which we may collect personal information include your employer, market research organisations, third party brokers, credit reporting agencies, government agencies, your representatives and your advisers and other organisations, who jointly with us, provide services to you.

10. Disclosing your information

We may need to disclose your personal information to another person or organisation. We will only disclose your personal information, however, where we are allowed to or obliged to do so by law or where we have your express or implied consent.

You give express consent when you clearly and unmistakably state so when speaking to us or in writing.

Implied consent is where we have reasonably assumed you have given consent from your behaviour. For example, consent can be implied when you contact us by telephone and proceed after hearing a recorded message that the call may be recorded for staff training, verification or record keeping purposes. Consent to use of this information is implied by your action of continuing with the call.

Where we disclose your personal information to organisations that perform specific essential services for us, we limit this disclosure to the information that they need to perform the required service. These organisations or contractors are bound by the same or substantially similar Privacy Principles as MMSG. They are only given the right to use the personal information for the specific service or function that they are performing and cannot legally provide or use this information for any other purpose.

Depending upon the products or service that you have requested, we may exchange information about you with, for example:

  • Your employer;
  • Our related companies in New Zealand and Australia;
  • Our agents, contractors and external service providers;
  • Regulatory bodies, government agencies and law enforcement bodies;
  • Financial institutions;
  • Credit reporting agencies;
  • Debt collecting agencies;
  • Payment systems operators;
  • Agents acting on your behalf, including your legal adviser or financial adviser;
  • Your executor, administrator, trustee, guardian or attorney;
  • Insurers and reinsurers;
  • Superannuation funds;
  • Other organisations or firms, who jointly with us, provide products or services to you;
  • Motor vehicle dealers in relation to credit or lease applications made by you to MMSG;
  • The relevant State Motor Authority in relation to motor vehicle registrations;
  • Guarantors and prospective guarantors in relation to applications for credit or lease applications made by you to MMSG;
  • Fuel companies to enable those companies to properly record fuel purchases by you;
  • Motor vehicle insurers nominated by you in relation to any motor vehicle leased to you by
    MMSG including information about any application for a lease made by you to MMSG and your performance under your lease; In the unlikely event that the assets and operations of our business are sold to another party, our records of personal information will be transferred to that party. We will take steps so that the information will remain subject to the same privacy protections as when we first obtained.

11. Marketing our products and services to you

Subject to our contractual obligations, we may use your personal information to offer you products or services that we believe may be of interest to you. You can notify us at any time, however, if you do not wish to receive these offers. Our contact details are set out at the end of this policy.

12. Protection of the information

We have implemented procedures and systems designed to protect your personal information from loss, misuse, unauthorised access or disclosure, alteration or incidental destruction.

When you visit our web sites, whenever you submit information which may be considered private, we use forms protected by Secure Socket Layer (SSL) encryption technology.

When personal information is stored in our systems, they are protected from unauthorised access by the use of various protection mechanisms. Only employees of MMSG and those who perform services on our behalf are authorised to handle or have access to your personal information. Our employees are bound by both our employment policies and by confidentiality clauses in their employment agreements. Those who perform services on our behalf are also bound by the same or substantially similar Privacy Principles.

When browsing our web site, you acknowledge that the internet is not always a secure environment and that the computer and network you use contribute to the overall level of effective protection in place. You further acknowledge that any transmission of information over the internet is out of our control before it reaches our system. Only once we receive your transmission, we can take reasonable commercial steps to ensure its security.
We may provide access to other websites by way of hyperlinks from our website. Those websites are not subject to our privacy policy. You may make your own enquiries as to the privacy standards for any linked websites.

Paper documents are protected from unauthorised access or use through the various security systems that we have implemented over our physical premises.

To ensure that your personal information is protected, we ask that you observe the security requirements that relate to the use of your user identification number and/or the password used to access your account details electronically.

In order to protect your personal information online, we require you to take specific measures to protect against unauthorised access. These measures include but are not limited to:

  • changing your password on initial access to our website;
  • ensuring the user identification number given to you is kept securely;
  • destroying any documentation we issue containing your password;
  • memorising your user identification number and password;
  • not telling anyone of your user identification number and password;
  • immediately telephone us if you suspect your user identification number or password has been breached.

Personal information may also be held by our related companies.

13. Access to your information

You are generally entitled to access the information we hold about you. In doing this, we will require you to identify yourself to our satisfaction. The type of information you require will determine the length of time we take to respond. We will generally provide your requested information using the same communication method by which it was originally requested.

On occasion we will ask that you put your request in writing. This would include instances where you want copies of material or access to archived information or if the nature of your application makes it necessary for us to retain a record of your request.

You may be able to access some personal information via our customer service website. Access to personal information via the customer service website requires the use of your unique user identification number and password. No personal information is openly posted on the Internet. If you have difficulty finding the information you want or in using the website, please advise us.

In some circumstances, we may charge a service fee to retrieve your information, based on our costs (internal and external) in locating the information and the form of response you require. If we intend to charge a service fee we will give you an estimate of this fee so that you can confirm that you still want us to proceed with your request. We do not impose any charge for submitting a request for access.

We are entitled to refuse you access to your information in certain circumstances. For example, you may not be able to access personal information that would reveal personal information about another person or commercially sensitive material or we are prevented by law from disclosing.

Where an information privacy request made by you is refused, we will provide you with a reason for the refusal.

14. Website Security

In order to protect your personal information online, we use SSL technology. When we capture your personal information it is encrypted and passed to our server to ensure it is protected over the Internet. Stored personal information about you is further protected from unauthorised access through the use of multiple firewalls, secure passwords and sign in processes.

We cannot guarantee the policies and procedures of any other websites that may be linked from our website. They may or may not comply with the same privacy standards that we do and, therefore, you should take care to evaluate their particular privacy standards and procedures as needed.

15. Cookies

Information that we collect as to the activity on our website through the use of 'cookies' may identify an individual. This information is only used to validate access to the respective website and for other purposes noted above.

16. What if the information that MMSG holds is incorrect?

Please tell us. We want our records to be accurate, complete and up to date. Unless we disagree with you about the accuracy or completeness of a record, we will generally correct it upon request, (or suggest alternative arrangements for updating our records). If at any point we disagree, we will provide you with a comprehensive response stating the reasons.

17. Complaints

If you believe that we have not complied with our obligations concerning your personal information, we invite you to contact us and lodge a complaint.

We will aim to resolve your complaints when we are first contacted by you. If we cannot immediately resolve it, we will take the following steps:

  • Advise you who is handling the complaint; and
  • Keep you informed of the progress with respect to resolution of the complaint.

Please refer to the contact details below:

For MMSG customers:
Email: privacy@mmsg.com.au
Mail: The Privacy Officer
McMillan Shakespeare Ltd
Locked Bag 18, Collins Street East
Melbourne 8003
VIC, Australia
Phone: (03) 9097 3162
Facsimile: 1300 733 444

For Maxxia (Australia) customers:
Website: www.maxxia.com.au
Email: privacy@maxxia.com.au
Mail: The Privacy Officer
Maxxia Pty Ltd
Locked Bag 18, Collins Street East
Melbourne 8003
VIC, Australia
Phone: (03) 9097 3162
Facsimile: 1300 733 444

For Maxxia (NZ) customers:
Website: www.maxxia.co.nz
Email: privacyofficer@maxxia.co.nz
Mail: The Privacy Officer
Maxxia
PO Box 7337, Wellesley Street,
Auckland 1141
Phone: 09 9030 622
Facsimile: 09 9030 623

For RemServ customers:
Website: www.remserv.com.au
Email: privacy@remserv.com.au
Mail: The Privacy Officer
Remuneration Services (QLD) Pty Ltd
Locked Bag 18, Collins Street East
Melbourne 8003
VIC, Australia
Phone: (03) 9097 3162
Facsimile: 1300 733 444

For Interleasing customers:
Website: www.interleasing.com.au
Email: privacy@interleasing.com.au
Mail: The Privacy Officer
Interleasing (Australia) Ltd
Locked Bag 18, Collins Street East
Melbourne 8003
VIC, Australia
Phone: (03) 9097 3162
Facsimile: 1300 733 444

For Holden Leasing customers:
Website: www.holdenleasing.com.au
Email: privacy@holdenleasing.com.au
Mail: The Privacy Officer
TVPR Pty Ltd t/a Holden Leasing
Locked Bag 18, Collins Street East
Melbourne 8003
VIC, Australia
Phone: (03) 9097 3162
Facsimile: 1300 733 444


If your complaint is still not resolved to your satisfaction, you can lodge a privacy complaint externally:

Australian customers:
Office of the Australian Information Commissioner
Phone: 1300 363 992.
Facsimile: 02 9284 9666
Email: enquiries@oaic.gov.au
Online Form: https://forms.australia.gov.au/forms/oaic/privacy-complaint/
Mail: GPO Box 5218
Sydney NSW 2001

or

GPO Box 2999
Canberra ACT 2601


New Zealand Customers:
Privacy Commissioner
Phone: 04 474 7590
Facsimile: 04-474 7595
Email: enquiries@privacy.org.nz
Mail: Level 4
109-111, Featherston Street
Wellington 6143

or

Level 13, WHK Tower
51-53 Shortland Street
Auckland 1140

18. Changes to this policy

We reserve the right to review and amend this Privacy Policy from time to time by posting an updated version on this website.

19. Terms and Conditions

The information contained on this web site is subject to change without notice, and is intended as general information only and is not complete or definitive. MMS and its subsidiaries are not liable, and do not take any responsibility whatsoever, for the reliance on such information. This web site may contain hyperlinks to other sites maintained by different organisations. We do not claim any association with websites which are not clearly identified as ours and do not take any responsibility for their content. Hyperlink users should observe such websites' terms of use, privacy policies and copyright ©. All rights reserved. No part of this site may be reproduced without express written permission from MMS.

Top of page