1. WHO ARE WE?
In this policy “YMF”, “we”, “us” and “our” means Yamaha Motor Finance Australia Pty. Ltd. ACN 101 928 670 which is a wholly owned subsidiary of Yamaha Motor Australia Pty. Ltd. ACN 002 556 989 (“YMA”) and part of YMA and its related bodies corporate (“the Yamaha Group”).
We are bound by the Privacy Act 1988 (Cth), the Australian Privacy Principles and any relevant codes upon which this policy is based.
2. WHAT INFORMATION DO WE COLLECT?
Personal information is information or an opinion about an identified individual or an individual who is reasonably identifiable. For most products or services it is necessary for us to collect ‘personal information’ such as your name, identity details, photos, contact details, details of your next of kin or personal reference, demographic information such as postcodes, address (current and previous), details about your employment, marital status, gender, number of dependents, electoral role information, preferences and interests about our products and services and other information relevant to surveys, social media, product research and/or offers.
When you apply or seek a quote for any of our credit-related products and services, we collect your personal information in connection with those products and services. We refer to this information as ‘Credit-Related Information’.
The type of Credit-Related Information we may collect includes:
- identification information such as names, date of birth, sex, contact details, address (current and previous), employment (current & previous), drivers licence details, marital status, gender, number of dependants, electoral role details, and financial or credit information;
- the fact that any consumer or commercial credit has been applied for and the amount and type of credit;
- details of your current and previous credit providers and credit history;
- credit limits and certain terms and conditions relating to credit arrangements;
- start/end dates of particular credit arrangements;
- records of previous requests made by credit providers to credit reporting bodies for information about you in connection with consumer or commercial credit applications and guarantees;
- default information such as payments overdue for more than 60 days in specified circumstances;
- in relation to overdue payments referred to above, information about new payment arrangements or that those payments are no longer overdue;
- information about adverse court judgements, personal insolvency records and publicly available information related to your credit worthiness.
- information regarding any serious credit infringement (such as fraud) and our opinion about any such serious credit infringement;
- information derived by credit providers from the above information (such as credit scores, ratings and assessments); and
- information we derive from the above information (such as our credit scores, ratings and assessments).
Personal Information also includes ‘Sensitive Information’. In the event you provide us any Sensitive Information such as health or disability information, for example, when you complete a hardship application, we will ask for your consent to obtain, use and disclose that information as permitted by law.
PERSONAL INFORMATION WE COLLECT FROM CANDIDATES
- your name, address, email address, telephone number and other contact information;
- personal information contained in your CV, resume, cover letter and other accompanying documents relating to your application;
- personal information obtained from interviews and reference checks (including referee checks and National Police Check); and
- personal information obtained from publicly available sources.
We collect your personal information so that we can carry out the application and recruitment process, which includes, but is not limited to, assessing your application and skills, identifying you, verifying your information, conducting reference checks (including referee checks and National Police Checks), and complying with all applicable laws and regulations.
When you use our website or mobile applications, we may collect information about your location or activity including IP address, telephone number and whether you have accessed a third-party site from our website. We refer to this information as ‘Website Information’.
3. WHAT WE DO WITH INFORMATION WE DID NOT ASK FOR.
Where we receive unsolicited information, we will check whether that information is reasonably necessary for or directly related to our functions or activities. If it is, we will handle this information the same way described in ‘HOW DO WE HANDLE YOUR PERSONAL INFORMATION?’. If not, we will ensure we de-identify it or destroy it.
4. WHY WE COLLECT YOUR PERSONAL INFORMATION?
We collect your personal information (including Credit-Related Information, Sensitive Information, and Website Information) so we can:
- identify you and conduct appropriate checks;
- provide you with quotes for our products and services;
- understand your requirements and provide you with a product or service;
- set up, administer, and manage our products and services, obtain loan assessments and credit reports;
- undertake comprehensive credit reporting including seeking/providing updates from credit agencies;
- manage, train, and develop our employees and representatives;
- manage complaints and disputes, and report to dispute resolution bodies;
- comply with our legal obligations;
- get a better understanding of you, your needs, your behaviours and how you interact with us, so we can engage in product and service research, development and business strategy including managing the delivery of our services and products via the ways we communicate with you; and
- carry out marketing activities and promotions.
5. WHAT IF YOU DON’T PROVIDE US WITH YOUR INFORMATION?
If we are unable to collect personal information from or about you or you refuse to provide the information we require or fail to provide us with an amended privacy statement or any of our forms, guides or documents as requested by us, we may not be able to do business with you or the organisation with which you are connected.
6. HOW DO WE COLLECT YOUR PERSONAL INFORMATION?
We collect personal information directly from you (where possible), for example when you apply for credit, when you request additional products or services or variations to products or services either over the phone or via our website, when you seek a quote for one or more of our products or services, or when you enter into any of the competitions we may run from time to time. We may also:
- collect information about you from other sources or exchange your information with a third party such as agents, dealers, and employers. For example, obtaining a credit report from a credit reporting agency for credit assessment purposes or updating your credit file including credit history;
- undertake electronic verification of your identity through approved anti-money laundering service providers;
- undertake face to face identity verification (if necessary) through an agency;
- undertake verification checks with your accountant, Equifax Pty Ltd, RP Data Pty Ltd, your employer or through the tenancy database for the purposes of assessing the loan application;
- where an individual is an officer of a company that has applied for finance with us, we may obtain information about the officer from public records or from other officers of the company who arrange the company's finance application or from your nominated next of kin or account authority holder;
- collect information about you from the dealership where the asset is purchased, where finance with YMF is arranged or where the asset is serviced or repaired;
- collect information about you from your insurer or from another credit provider;
- undertake searches or traces, for example via tenancy databases or credit reporting agencies;
- collect information about you from the asset manufacturer (including Yamaha Motor Australia Pty. Ltd. ACN 002 556 989);
- collect information about you from other related bodies corporate who form part of the Yamaha Group; and
- obtain information about you that is publicly available for example on social media and public registers.
7. HOW WE HANDLE YOUR PERSONAL INFORMATION
We may provide your personal information to other entities in the Yamaha Group, and they may disclose or use your personal information for the purposes described in ‘WHY WE COLLECT PERSONAL INFORMATION?’ in relation to products and services they may provide to you unless you tell us not to either verbally or in writing. Where you advise us that you do not wish to have your personal information provided to other entities in the Yamaha Group, we may not be able to continue doing business with you or the organisation to which you are connected to.
Entities forming the Yamaha Group may also use your personal information to help them provide products and services to other customers, but they will never disclose your personal information to another customer. At any time, you may advise us either verbally or in writing that you withdraw your consent.
We will use and disclose your personal information for the purposes we collected it as well as purposes that are directly related, where you would reasonably expect us to. We may disclose your personal information to and/or collect your personal information from:
- the Yamaha Group and other related bodies corporate from time to time;
- any of our Yamaha Group joint ventures where authorised or required;
- customer, product, business or strategic research and development organisations;
- extended warranty providers;
- guarantors to any loan facility we provide you or propose to provide you;
- data warehouse, strategic learning organisations, data partners, analytic consultants;
- social media and other virtual communities and networks where people create, share or exchange information;
- publicly available sources of information;
- clubs, associations, member loyalty or rewards programs and other industry relevant organisations;
- a third party that we have contracted to provide financial services, financial products, or administrative services – for example:
- information technology providers.
- administration or business management services, consultancy firms, auditors, and business management consultants.
- marketing agencies and other marketing service providers.
- claims management service providers.
- print, mail, and digital service providers; and
- imaging and document management services.
- any intermediaries, including your agent, adviser, a broker, representative or person acting on your behalf, other Australian Financial Services Licensee, other Australian Credit Licensees or our authorised representatives, advisers, and our agents;
- a third-party claimant or witnesses in a claim;
- a third-party as required by law;
- accounting or finance professionals and advisers;
- an employer, trustee or custodian associated with membership of a superannuation fund, investment/managed fund, or life insurance policy;
- government, statutory or regulatory bodies and law enforcement bodies;
- policy or product holders or others who are authorised or noted on the policy as having a legal interest, including where you are an insured person but not the policy or product holder;
- in the case of a relationship with a corporate partner such as a bank or a credit union, the corporate partner, and any new incoming insurer;
- the Australian Financial Complaints Authority or any other external dispute resolution body;
- credit reporting agencies;
- other insurers, reinsurers, insurance investigators and claims or insurance reference services, loss assessors, financiers;
- legal and any other professional advisers or consultants;
- hospitals and medical, health or wellbeing professionals;
- debt collection agencies, organisations involved in valuing, surveying or registering an interest in a property taken or proposed to be taken as security for any loan facility, or which otherwise have an interest in such property, purchasers of debt portfolios;
- vehicle manufacturers and/or suppliers of any financed asset; and
- any other organisation or person, where you have asked them to provide your personal information to us or asked us to obtain personal information from them, such as your family member.
We will use a variety of methods to collect and disclose your personal information including through written forms, telephone calls and via electronic means. We may collect and disclose your personal information during the information life cycle, regularly, or on an ad hoc basis, depending on the purpose of collection.
8. OVERSEAS DISCLOSURE
Sometimes, we need to provide your personal information to, or get personal information about you from, persons located overseas for the same purposes as in ‘WHY WE COLLECT YOUR PERSONAL INFORMATION?’
The countries we usually disclose your personal information to include India, Japan, New Zealand, Singapore, Philippines, United States of America, United Kingdom, Germany and France.
From time to time, we may need to disclose your personal information to, and collect your personal information from other countries not mentioned above. Nevertheless, we will always disclose and collect your personal information in accordance with privacy laws applicable in Australia.
9. CREDIT REPORTING
When you apply for credit with YMF or agree to act as a guarantor on a credit application, we will assess your credit worthiness and ability to repay the loan or make repayments under the credit agreement. As part of the credit assessment, we may request a credit report about you from a Credit Reporting Body (‘CRB’). Credit reports generally contain information about your credit history, accounts you hold with other credit providers, repayment history information and financial hardship information as defined by Privacy (Credit Reporting) Code 2014.
You can ask us to provide you access to your credit information we have on our record. If your financial situation changes you can ask us to correct the information by using the contact details described in ‘Contact Details’ below. You also have the right to ask the CRB not to use your information for pre-screening and direct marketing purposes. In the event of an unforeseen event, for example, identity theft or fraud that compromises your personal information, you can ask the CRB to freeze your credit file and not to use or disclose your credit-related information for a given period. Additionally, when we are checking your credit worthiness and at other times, we may share information about you with the CRB who may then include your information in reports that the CRB gives to other organisations (such as other lenders) to help them assess your creditworthiness. Some of the information we give to the CRB may reflect adversely on your credit worthiness, for example, where you fail to make payments or if you commit a serious credit infringement (such as obtaining credit by fraud). Such information may affect your ability to get credit from other lenders.
10. YOUR PERSONAL INFORMATION AND OUR MARKETING PRACTICES
Every now and then, we and any entities in the Yamaha Group, might let you know (including via mail, SMS, email, telephone or online) about news, special offers, products and services that you might be interested in. We will engage in marketing unless you tell us otherwise. You can contact us to update your marketing preferences at any time by using the details described in ‘Contact Details’ below.
In order to carry out our direct marketing we collect your personal information from and disclose it to others that provide us with specialised data matching, trending or analytical services, as well as general marketing services (you can see the full list of persons and organisations under ‘HOW DO WE HANDLE YOUR PERSONAL INFORMATION?’). We may also collect your personal information for marketing through competitions and by purchasing contact lists.
We, and other people who provide us with services, may combine the personal information collected from you or others, with the information we, or entities in the Yamaha Group, or our service providers already hold about you. We may also use online targeted marketing, data and audience matching and market segmentation to improve advertising relevance to you.
A cookie is a small file which asks permission to be placed on your computer's hard drive. Once you agree, the file is added, and the cookie helps analyse web traffic or lets us know when you visit a particular site. Cookies allow web applications to respond to you as an individual. The web application can tailor its operations to your needs, likes and dislikes by gathering and remembering information about your preferences.
We use traffic log cookies to identify which pages are being used. This helps us analyse data about webpage traffic and improve our website in order to tailor it to customer needs. We only use this information for statistical analysis purposes and then the data is removed from the system.
Overall, cookies help us provide you with a better website by enabling us to monitor which pages you find useful and which you do not. A cookie in no way gives us access to your computer or any information about you, other than the data you choose to share with us.
You can choose to accept or decline cookies. Most web browsers automatically accept cookies, but you can usually modify your browser setting to decline cookies if you prefer. This may prevent you from taking full advantage of the website.
12. LINKS TO OTHER WEBSITES
13. SECURITY OF YOUR PERSONAL INFORMATION
We take the security of your personal information seriously and will take all reasonable steps to protect your personal information from misuse, loss, unauthorised access, unauthorised modification and unauthorised use or disclosure.
Some of the ways we protect your personal information include, but are not limited to:
- restricting personal information to staff who require it to perform their day-to-day functions only;
- implementing certain technology to prevent unauthorised computer access including identifiers, passwords, firewalls, and antivirus software;
- encryption of data that has been stored;
- secure storage of data at our office premises and back up facility located in Australia;
- other security controls including but not limited to firewall and antivirus software on endpoints, annual penetration testing, data transmission over https and sftp;
- implementing policies and procedure for handling of personal information and training of employees; and
- securely storing hard copy documents.
14. HOW TO ACCESS AND CORRECT YOUR PERSONAL INFORMATION OR MAKE A COMPLAINT
You can access most of the personal information we hold about you by using the contact details described in ‘CONTACT DETAILS’ below. We will need to confirm your identity before providing you access to the information requested. We will try to provide you the personal information requested within a reasonable period of your request.
We may charge an access fee to cover the cost of retrieving the information and supplying it to the person who has requested access.
Access to personal information may be refused in a number of circumstances, such as where the information relates to anticipated legal proceedings or the request for access is frivolous or vexatious. If we deny or restrict your access, we will write to you explaining why access was refused or restricted.
It is important for us to have your correct details to service you better. If you become aware that the information we hold about you is not correct or if you wish to update your information, please contact us by using the contact details described in ‘CONTACT DETAILS’ below. We will correct inaccurate personal information or credit related information within 30 days of a correction request and will send written notice confirming the correction within a reasonable period. In the event information was previously disclosed to another entity or third party, we will take reasonable steps to notify them.
If you believe the privacy of your personal information has been compromised, please contact us by calling our Customer Service on 1800 123 100 or emailing our complaints department.
We will investigate and respond to your complaint as soon as possible. If you disagree with our decision, you may refer your complaint to the Office of the Australian Information Commissioner by visiting www.oaic.gov.au, calling 1300 363 992 or by emailing email@example.com or in writing, GPO Box 5218 Sydney NSW 2001.
Further, you may also complain to the Australian Financial Complaints Authority (“AFCA”). AFCA’s details are:
Telephone: 1800 931 678 (free call)
In writing: Australian Financial Complaints Authority, GPO Box 3, Melbourne, VIC 3001
16. CONTACT DETAILS
This policy may change from time to time. Please visit our website regularly as will let you know of any changes to this policy by a notification on our website. In addition, over the course of our relationship with you, we may tell you more about how we handle your information. This could be when you complete an application or form. We recommend you review these statements as they have more specific details for your product holding.