1. Introduction
1.1 Matt James Haulage Pty Ltd (ACN 59 634 634 674) recognises that the privacy of personal information is important and is committed to protecting personal information that it collects and holds. The Privacy Act 1988 and the Australian Privacy Principals set out the applicable legal requirements with respect to the management of personal information, with the exception of certain employee records.
1.2 This policy sets out how Matt James Haulage Pty Ltd collects, uses, discloses and otherwise manages personal information. 'Personal Information' is information or opinions relating to identifiable individual. Information is not personal information where it cannot be linked to an identified individual.
1.3 Nothing in this policy prevents Matt James Haulage from collecting or disclosing personal information that comprises employee records of current or former employees, provided such collection or disclosure does not breach the Privacy Act.
1.4 The policy is effective from 15th of December 2025.
2. Types of personal information Matt James Haulage collects
2.1 The types of personal information that Matt James Haulage may collect and hold in relation to subcontractors, employees and prospective subcontractors and employees includes:
a) contact information including Date of Birth, ID documents and emergency contact information;
b) recruitment information including application form(s), interview documentation, reference checks or screening information;
c) employment history including any promotions or demotions, performance reviews and disciplinary records;
d) medical information including medical testing, details of leave of absences or workplace accidents or injuries;
e) GPS data and other telemetry from in-vehicle management systems (IVMS) and other logistics technology solutions;
f) video footage from cameras in vehicles and in Matt James Haulage yards, sheds and storage containers;
g) financial information
h) licensing information; and
i) information that Matt James Haulage is legally required to collect.
2.2 The types of personal information that Matt James Haulage may collect in relation to customers and suppliers includes;
a) contact information;
b) recruitment information including application form(s), interview documentation, reference checks or screening information;
c) video footage from cameras in Matt James Haulage premises;
d) billing and financial information;
e) licensing information;
f) details of any enquiries or complaints;
g) information that Matt James Haulage is legally required to collect; and
h) in the case of customers credit information, the management which is explained in clause 3.
2.3 ‘Sensitive information’ is a special category of personal information and includes information that could have serious consequences for the individual if it is used inappropriately. Matt James Haulage may, with the consent of the individual, collect sensitive information about subcontractors and employees and prospective subcontractors and employees including:
a) medical history;
b) drug and alcohol test results;
c) criminal history; and
d) membership of unions and professional associations
2.4 Matt James Haulage will not collect sensitive information without the consent of the individual to whom the information relates unless it is permitted to do so under the Privacy Act.
2.5 Matt James Haulage may record and process employees’ hours of attendance through the use of timesheets.
2.6 Matt James Haulage collects video recordings and photographs from in-vehicle cameras and closed-circuit television cameras at its business premises.
3. What types of credit information does Matt James Haulage collect?
3.1 In providing services to a customer, Matt James Haulage may collect and hold the following types of credit information:
a) information about any credit that has been provided;
b) repayment history information and information about overdue payments; and
c) information in relation to court proceedings that are initiated in relation to customer credit activities and any relevant bankruptcy or insolvency arrangements.
3.2 Sources from which Matt James Haulage may collect credit information include: a) ASIC;
b) banks;
c) suppliers; and
d) Matt James Haulage subcontractors and agents.
3.3 Matt James Haulage may also collect personal information which may affect a customer’s creditworthiness from other credit providers, such as trade referees, who may collect that information from credit reporting bodies. The types of personal information Matt James Haulage collects may include any of those types of personal information outlined in clause 3.1 of this policy.
4. Collection of personal information through our website
4.1 The Matt James Haulage website provider may make and maintain records of our website and the pages you visit so Matt James Haulage can:
a) monitor website traffic;
b) determine which of our services are popular; and
c) deliver customised content or advertising.
4.2 Our website may also set cookies. A cookie is a text file that is placed on your hard disk by a webpage server. Cookies are uniquely assigned to you, and can only be read by a webserver in the domain that issued the cookie to you. A cookie notifies the webserver that you have returned to a specific page. For example, if you personalise our webpage or register with our site, a cookie:
a) helps us to recall your specific information on subsequent visits; and
b) simplifies the process of recording your personal information, such as your billing address and delivery address.
4.3 You have the ability 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.
5. Purpose of collecting information
5.1 Matt James Haulage collects the personal information of subcontractors and employees and prospective subcontractors and employees to allow it to:
a) manage any employment or engagement relationship, including to assess performance, and for health and safety purposes;
b) comply with legislative requirements; and
c) determine whether to offer employment to a prospective employee.
5.2 Matt James Haulage collects personal information from in vehicle monitoring systems and closed-circuit television cameras:
a) to prevent and detect crime;
b) to assist in providing a safe working environment;
c) to protect Matt James Haulage property and the property of Matt James Haulage customers, subcontractors, agents and visitors; and
d) for quality and compliance purposes.
5.3 Matt James Haulage collects the personal information of customers and potential customers to allow it to:
a) provide transport;
b) comply with legislative requirements; and
c) provide information about any additional services Matt James Haulage offers.
6. What happens if personal information is not provided?
If a person fails to provide Matt James Haulage with personal information that Matt James Haulage seeks, or if that information is inaccurate or incomplete, Matt James Haulage may be unable to provide that person with transport services or to consider engaging or employing that person.
7. How does Matt James Haulage collect personal information?
7.1 Matt James Haulage usually collects personal information directly from the person to whom the information relates.
7.2 Matt James Haulage may also collect personal information from:
a) government bodies and agencies;
b) public records and registers; (c) courts and tribunals;
d) current and previous employers;
e) recruitment agencies and labour hire providers;
f) doctors or other medical professionals who carry out health screening checks;
g) in-vehicle cameras and closed-circuit television cameras;
h) in-vehicle management systems (IVMS) and other logistics technology solutions; and
i) online searches and social media.
8. How does Matt James Haulage use and disclose personal information?
9.1 Matt James Haulage uses various physical and electronic security measures to protect personal information held by Matt James Haulage, including using:
a) security systems and other restrictions to limit access to Matt James Haulage premises;
b) locked filing cabinets and a locked archive room;
c) secure electronic databases;
d) unique usernames, passwords, encryption and other protections on systems that can access personal information; and (e) electronic security systems and firewalls.
9.2 Matt James Haulage also manages the personal information it collects by:
a) providing its staff with training on their obligations under the Privacy Act;
b) supervising staff who regularly handle personal information;
c) implementing procedures to identify and report privacy breaches and to respond to complaints about privacy breaches; and
d) designating a privacy officer whose role is to manage compliance with the Privacy Act.
9. How does Matt James Haulage protect personal information?
8.1 Personal information may be disclosed to:
a) Matt James Haulage subcontractors;
b) entities that conduct licence checks for Matt James Haulage;
c) government bodies such as WHS authorities, the Department of Home Affairs, the Department of Human Services, the National Heavy Vehicle Regulator, State and Territory road authorities, and the Australian Taxation Office;
d) customers who require information from Matt James Haulage for their compliance procedures or to meet legislative requirements;
e) third party service providers engaged by Matt James Haulage to provide services such as insurers, data and cloud storage providers, and banks;
f) entities that provide medical testing and drug and alcohol testing for Matt James Haulage.
10. Overseas disclosure
Matt James Haulage does not generally disclose personal information to overseas recipients. Matt James Haulage software providers may store or back up data overseas.
11. Accessing and correcting personal information
11.1 Any person may request access to personal information about them held by Matt James Haulage or request that their personal information is corrected.
11.2 Requests may be made to Matt James Haulage by emailing matt@mattjames.com.au
11.3 If a request is made in accordance with clause 11.1, Matt James Haulage will take reasonable steps to:
a) provide access to relevant personal information that it holds; and
b) correct any personal information if the data or information held is incomplete, irrelevant or misleading.
11.4 Matt James Haulage will not disclose any personal information under clause 11.1 without proof of identity.
11.5 Matt James Haulage may deny access to personal information if:
a) the request is unreasonable;
b) providing access would have an unreasonable impact on the privacy of another person;
c) providing access would pose a serious and imminent threat to the life or health of any person; or
d) there are other legal grounds to deny the request.
12. Complaints
12.1 Complaints about a breach of the Australian Privacy Principles may be made to Matt James Haulage by emailing matt@mattjames.com.au
12.2 All complaints will be responded to within a reasonable time.
12.3 Complaints may also be referred to the office of the Australian Information Commissioner (see details at www.oaic.gov.au).
13. Changes to this policy
Matt James Haulage may update or modify this policy at any time.