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1800 811 913

PRIVACY POLICY

Effective Date: 27 June 2026 | Version 1.0

1. ABOUT THIS POLICY

QTRS Pty Ltd (ABN 99 152 035 179) and its group of businesses, Quality Transport Refrigeration Services and Mitsi-TRANS Refrigeration Australia (referred to in this policy as “we”, “us” or “our”), is a supplier of equipment and services for the refrigerated transport industry, with operations in Victoria and Queensland. We are committed to protecting the privacy of our customers, employees, suppliers and other individuals whose personal information we handle. This Privacy Policy explains how we collect, use, store, disclose and protect personal information. This policy is issued in compliance with:
This policy is issued in compliance with:

  • The Privacy Act 1988 (Cth), including the 13 Australian Privacy Principles (APPs) and the Privacy and Other Legislation Amendment Act 2024
  • The Notifiable Data Breaches (NDB) scheme under Part IIIC of the Privacy Act 1988 (Cth)
  • The Privacy and Data Protection Act 2014 (Vic), as applicable to our Victorian operations
  • The Spam Act 2003 (Cth) in relation to electronic marketing communications
 

2. PERSONAL INFORMATION WE COLLECT

We collect personal information that is reasonably necessary for our business operations. The types of personal information we may collect include:

2.1 Customer Information

  • Full name, job title and company name
  • Business and personal contact details (email address, phone number, postal address)
  • Payment and financial information (credit/debit card details, bank account information, purchase and billing history)
  • Communications and correspondence with us
  • Service history, equipment records and warranty information
  • Vehicle registration and fleet numbers relating to refrigerated transport equipment

2.2 Employee and Contractor Information

  • Name, contact details and residential address
  • Tax file number, superannuation fund details and payroll information
  • Emergency contact details
  • Trade qualifications, licences and employment history
  • Performance and conduct records
  • Bank account details for payroll purposes

2.3 Supplier and Business Contact Information

  • Contact details and business information for procurement and operational purposes

2.4 Website and Digital Information

  • IP address, browser type and device information when you visit our website
  • Cookies and analytics data (see Section 9 for further detail)
 

3. HOW WE COLLECT PERSONAL INFORMATION

We collect personal information in the following ways:

  • Directly from you when you make an enquiry, place an order, enter into a contract, or correspond with us
  • From your employer or business, where you are a contact person for a customer or supplier
  • Through our website, online forms and electronic communications
  • From publicly available sources, such as business registers
  • From third parties such as credit reporting bodies, where permitted by law

Where it is lawful and practicable, we will give you the option of not identifying yourself when dealing with
us. However, in most cases we will be unable to provide our products or services if you do not provide the
required personal information.

4. WHY WE COLLECT AND USE PERSONAL INFORMATION

We collect and use personal information for the following purposes:

4.1 Customers

  • Processing orders, quotes and invoices for refrigerated transport equipment and services
  • Managing customer accounts and relationships
  • Processing payments and managing credit arrangements
  • Providing after-sales support, warranties and service
  • Sending service updates, product information and marketing communications (where you have consented)
  • Complying with legal and regulatory obligations

4.2 Employees and Contractors

  • Managing the employment or engagement relationship
  • Payroll, superannuation and tax administration
  • Occupational health and safety compliance
  • Performance management and professional development
  • Meeting obligations under applicable employment laws
  • Complying with legal and regulatory obligations

4.3 General

  • Improving our products, services and operations
  • Fraud prevention and security
  • Responding to complaints and enquiries
  • Meeting obligations under applicable Australian and Victorian laws

5. DISCLOSURE OF PERSONAL INFORMATION

We may disclose your personal information to:

  • Our employees and contractors who need access in order to provide our products and services
  • Payment processors and financial institutions to process transactions
  • IT service providers and cloud storage providers who support our systems
  • Delivery and logistics partners involved in equipment transport
  • Legal, accounting and other professional advisors
  • Government and regulatory authorities, where required by law
  • Credit reporting bodies, where necessary and permitted

We do not sell, rent or trade your personal information to third parties for their own marketing purposes.

5.1 Overseas Disclosure

Some of our third-party service providers may store or process personal information outside Australia (for
example, cloud-based software providers). Where we disclose personal information overseas, we take
reasonable steps to ensure the recipient handles your information in accordance with the Australian Privacy
Principles, consistent with our obligations under APP 8.

6. PAYMENT AND FINANCIAL INFORMATION

We collect payment and financial information to process transactions for equipment and services. We use reputable, industry-standard payment processing systems to handle financial information. We do not store full credit card numbers on our systems beyond what is necessary to complete a transaction. Financial information is treated with the highest level of security and is only accessed by authorised personnel who require it for legitimate business purposes.

7. STORAGE, SECURITY AND DATA QUALITY

We take reasonable steps to:

  • Protect personal information from misuse, interference, loss, and unauthorised access, modification or disclosure
  • Ensure personal information we hold is accurate, up-to-date and complete
  • Destroy or de-identify personal information when it is no longer needed for the purposes for which it was collected, unless we are required by law to retain it

Our security measures include physical access controls to our premises, password protection and access controls for electronic systems, staff training on privacy obligations, and periodic review of our security practices.
If you believe personal information we hold about you is inaccurate, out of date or incomplete, please contact us using the details in Section 12 and we will take reasonable steps to correct it.

8. HOW LONG WE RETAIN PERSONAL INFORMATION

We retain personal information for as long as it is needed to fulfil the purposes for which it was collected, or as required by applicable law. For example:

  • Customer records and financial information are generally retained for seven (7) years to comply with taxation and accounting obligations
  • Employee records are retained as required under applicable employment laws and for a reasonable period following the end of the employment relationship
  • Enquiries and correspondence that do not result in an ongoing relationship are retained for a reasonable period and then securely destroyed

9. COOKIES AND WEBSITE ANALYTICS

Our website may use cookies and similar technologies to improve your browsing experience and to collect analytics data about how visitors use our site. Cookies are small text files placed on your device. You may disable cookies through your browser settings; however, some functionality of our website may be affected. We use analytics data to understand website traffic and improve our online presence. We do not use this data to identify individual visitors without their consent.

10. MARKETING COMMUNICATIONS

We may send you marketing communications about our products, services and industry news where you have provided your express consent, or where you are an existing customer and we reasonably believe you would expect to receive such communications.
You can opt out of marketing communications at any time by:

  • Clicking the unsubscribe link in any email we send you
  • Contacting us directly using the details in Section 12

We will action unsubscribe requests within five (5) business days as required by the Spam Act 2003 (Cth). Opting out of marketing will not affect our ability to send you transactional or service-related communications.

11. YOUR RIGHTS – ACCESS AND CORRECTION

Under the Australian Privacy Principles, you have the right to:

  • Request access to the personal information we hold about you
  • Request correction of personal information that is inaccurate, out-of-date, incomplete or misleading
  • Lodge a complaint about how we have handled your personal information

To make an access or correction request, please contact our Privacy Officer using the details in Section 12. We will respond within a reasonable time, generally within 30 days. In some circumstances we may be unable to provide access to certain information (for example, where it would reveal information about another person). If we deny access, we will provide written reasons. We do not charge a fee to submit an access request, but may charge a reasonable fee to cover the cost of providing access.

12. PRIVACY COMPLAINTS

If you have a concern or complaint about the way we have handled your personal information, please contact our Privacy Officer in the first instance. We will acknowledge your complaint and respond within 30 days.
If you are not satisfied with our response, you may lodge a complaint with:

Office of the Australian Information Commissioner (OAIC)
Office of the Victorian Information Commissioner (OVIC)

13. CONTACT OUR PRIVACY OFFICER

For any privacy-related questions, access requests, correction requests or complaints, please contact:

Privacy Officer/Company Director
QTRS Pty Ltd
52 Buys Court, Derrimut VIC 3026
Email: [email protected]
Phone: 1800 811 913
Website: www.qtrs.com.au

14. UPDATES TO THIS POLICY

We may update this Privacy Policy from time to time to reflect changes in our business, practices or legal obligations. The current version will always be available on our website and upon request. We encourage you to review this policy periodically. Material changes will be notified to you by email or through a notice on our website. We recommend this policy be reviewed at least annually.
Last reviewed: 27 June 2026. This document is a general guide and does not constitute legal advice. QTRS Pty Ltd should seek independent legal advice if uncertain about its specific privacy obligations.