Bartrac Toyota Privacy Policy

Updated 19 December 2025

  1. Introduction

We understand that your privacy and personal information is important to you, and it is important to us.

This Privacy Policy sets out how we handle your personal information, including how we collect, use, hold and disclose your personal information. We recommend that you read this Policy in full. If you have any questions, you can contact us using the details set out in section 15 of this Policy (Contact us).

This Privacy Policy is current as at 19 December 2025. We may make changes to this Policy from time to time. Any changes to our Privacy Policy will be updated on our website, bartractoyota.com.au.

  1. Who are we?

This Privacy Policy relates to Bartrac Pty Ltd, Trading as Bartrac Toyota ABN 96 009 916 643 (“Bartrac Toyota” or “we” or “us”).

This Privacy Policy focusses on how we collect and handle your personal information according to the Australian Privacy Act 1988 (Cth), which includes the Australian Privacy Principles (“APPs”).

  1. What is personal information?

This Policy makes reference to “personal information” as defined under the Privacy Act.

“Personal information” is defined as information or an opinion about an identified individual, or an individual who is reasonably identifiable:

  • whether the information or opinion is true or not; and
  • whether the information or opinion is recorded in a material form or not.

Sensitive information: “Sensitive information” is defined as information relating to a person’s racial or ethnic origin, political opinions, religion, trade union or other professional or trade association membership, sexual orientation, criminal record, and health information about an individual. We will only collect sensitive information about you with your consent (unless we are otherwise allowed or required by law to collect that information).

  1. What personal information do we collect?

The kinds of personal information that we collect and hold about you will depend on the circumstances of collection. This may include:

  • title;
  • name;
  • gender;
  • date of birth;
  • home or work address;
  • postal address(s);
  • telephone number(s);
  • email address(s);
  • driver’s licence number and expiry date;
  • payment information in connection with the purchase of our products or services;
  • vehicle and servicing information (including make, model, registration number, VIN, colour, options and accessories provided, trade in details, price paid, odometer readings, vehicle location, vehicle speed, vehicle diagnostic data, finance and insurance details, roadside assistance services and extended warranty details);
  • motor vehicle service history;
  • photographic or video surveillance footage;
  • web site usage information (including internet protocol (IP) address and city associated with the IP address, internet service provider (ISP), browser information); and
  • information collected from marketing campaigns, product research, customer surveys, your interactions with us including via social media.
  1. How do we collect this personal information?

Where possible, we will collect personal information directly from you. This may take place in a number of ways, for example, when you:

  • purchase our products or services (for example, placing an order for a vehicle, or booking a vehicle for a service);
  • take a vehicle for a test drive or use one of our hire or loan cars;
  • visit our locations;
  • contact or interact with us, either in person, by email, phone, SMS, on our website, or on social media; and
  • Participate in surveys or competitions.

We may also collect personal information from third parties, including:

  • third party providers or contractors who perform services on our behalf;
  • Toyota Motor Corporation Australia Limited and its authorised dealers;
  • third parties who act on your behalf (for example, if a third party delivers your vehicle to us for a service or repair);
  • forms you have completed on digital marketplaces (such as Carsales.com.au or Autotrader.com.au);
  • finance and insurance providers;
  • credit reporting bodies;
  • marketing and market research agencies;
  • CCTV security cameras located on our premises;
  • publicly available sources of information; and
  • government, law enforcement and regulatory agencies and authorities (including police, local councils or insurers if, for example, a test drive vehicle is in an accident or receives a fine).

All personal information collected by us will be handled in accordance with this Privacy Policy, the Privacy Act and the Australian Privacy Principles.

  1. OneToyota Network

Bartrac Toyota is part of the OneToyota network of Toyota organisations in Australia (each a OneToyota organisation), comprising:

  • authorised Toyota dealers in Australia;
  • Toyota Motor Corporation Australia Limited;
  • Toyota Finance Australia Limited;
  • Aioi Nissay Dowa Insurance Company Australia Pty Ltd trading as Toyota Insurance; and
  • Toyota Western Australia (comprising Prestige Motors Pty Ltd as trustee for the Prestige Toyota Unit Trust and Eastpoint Pty Ltd).

Bartrac Toyota and other OneToyota organisations collect and share with each other customer and guest information, including data collected from Connected Services, to provide you an integrated OneToyota guest experience, such as allowing you to be known across the network regardless of which OneToyota organisation you deal with and to provide you with products, services, information and assistance, respond to your enquiries and help keep your information up to date. Your information may be disclosed to OneToyota network service providers in Australia and overseas for these purposes.

For more information about how Toyota Motor Corporation Australia Limited and Toyota Finance Australia Limited handle your information, please see their combined Privacy Policy at www.toyota.com.au/privacy. The privacy policies of Toyota Insurance and Toyota Western Australia are each also available at that address.

  1. OneToyota Marketing

OneToyota organisations may send you marketing to inform you about products or services, special offers, promotions and events that may be of interest to you. These marketing communications may include joint promotions with promotion partners, and may be sent to you using any contact details provided by you, such as post, phone, email or SMS.

Please note that each of the OneToyota organisations are separate organisations. If you do not wish to receive marketing from one organisation, you can let that organisation know at any time using the contact details in their Privacy Policy (available on their website or toyota.com.au/privacy) or using the “unsubscribe” or other opt-out function offered by the organisation.

Your consent to receive marketing from a OneToyota organisation will be deemed to be ongoing if you do not opt out when you are offered the opportunity to do so, or unless and until you advise the relevant organisation otherwise.

  1. Why do we handle your personal information?

The purposes for which we handle your personal information will depend on the circumstances in which we collect it. This may include:

  • to provide you with a product or service that you have purchased (for example, the purchase and delivery of a vehicle, vehicle repairs and servicing, and supplying parts and accessories);
  • to assist you in applications for finance or insurance;
  • to consider, process and record the purchase of a trade-in vehicle;
  • to process payment for a product or service;
  • to confirm that you are properly licensed for the purposes of taking a test drive or using one of our hire vehicles;
  • to facilitate your entry and participation in competitions, promotions and events;
  • to manage, train and develop our employees and representatives;
  • to contact you to obtain your feedback about your experience with us, either directly or through our third party providers;
  • to provide customer assistance and support;
  • to respond to any enquiry, feedback or complaint you have made either to us or about us;
  • to consider you for a job with us;
  • to help us manage and enhance the products or services we purchase from our suppliers; and
  • to comply with obligations under an Australian law, or an order of a court or tribunal.

We may also use your personal information to market, personalise or promote our products or services. This marketing can be delivered by a range of methods including email, SMS text message, postal mail, or phone. You can unsubscribe from our direct marketing, or change your contact preferences, by contacting us using the contact details set out in section 15 of this Policy (Contact us).

We will not send you any commercial electronic messages such as SMS or email unless this is permitted by the Spam Act (for example, if we have your express or inferred consent to do so). Any commercial electronic message that we send will identify us as the sender and will include our contact details. If you do not wish to receive commercial electronic messages from us, you can let us know by contacting us using the contact details set out in section 15 of this Policy (Contact us).

  1. How do we share your personal information?

We may share personal information with third parties in connection with the purposes set out in section 8 of this Policy. This may include:

  • third party product and service providers who help us provide you with a product or service that you have purchased through us (for example, finance, insurance, extended warranty and roadside assistance providers and aftermarket parts suppliers);
  • other companies or individuals who assist us in providing products or services (for example, marketing agencies, website providers and IT suppliers);
  • Toyota Motor Corporation Australia Limited and its contractors and agents;
  • professional advisors who provide services to us, such as accountants, insurers, lawyers, and auditors;
  • debt collectors;
  • government authorities, police, local council authorities or our insurers (for example, if a test drive or hire/loan vehicle is involved in any parking or traffic infringements or is damaged whilst in your possession); and
  • government, law enforcement and regulatory agencies and bodies for legal and compliance purposes.
  1. Overseas disclosure of personal information

We may disclose your personal information to third parties located outside of Australia. The countries where these parties may be located will vary depending on the circumstances of its collection. In the ordinary course of our business, we may disclose personal information to:

  • Toyota Motor Corporation Limited;
  • third party product and service providers; and
  • web hosting, cloud computing and data storage services.

If personal information is disclosed to third parties located overseas, we will take reasonable steps to ensure that these third parties handle your personal information in accordance with the Privacy Act and Australian Privacy Principles.

  1. Job applicants

If you are applying for a job with us, we may need to collect some personal information to assess your suitability for a role. This may include:

  • your name and contact details;
  • the information contained in your application;
  • education and training history;
  • information about your current and past employment; and
  • in some circumstances, certain health information or information from a criminal history check.

With your consent, we may also collect personal information from previous employers and nominated referees.

The information we collect for your job application will be used to assess your eligibility for the role, and to contact you about your application. If you are unsuccessful in your job application we may use your personal information to contact you about future roles that may be suitable to you, unless you have asked us not to.

We may collect and share your personal information with third parties as part of the recruitment process. This may include:

  • third party service providers, such as recruitment agencies or organisations that perform screening and work eligibility checks (for example, criminal history checks);
  • your current or previous employer; and
  • nominated referees.

If you are successful in your application, this information may also become part of your employee file.

  1. Securing your personal information

We take reasonable steps to protect any personal information we hold about you from misuse, interference, and loss, and from unauthorised access, modification, or disclosure.

The steps we take to protect personal information include:

  • external and internal premises security;
  • restricted access to staff who need the personal information to perform their day-to-day functions;
  • conducting training to ensure that staff are aware that they must only access, use and disclose personal information for appropriate purposes;
  • maintaining technology products to prevent unauthorised computer access, including identifiers and passwords, security software, and firewalls; and
  • maintaining physical security over paper records.
  1. Access and correction requests

You can ask us for access to your personal information, or to correct or update personal information we hold about you if it changes or if the personal information we hold is inaccurate, out of date, incomplete or misleading.

To make an access or correction request, you can contact us using the contact details set out in section 15 of this Policy (Contact us).

If you are making an access request, we may impose a fee to recover the reasonable costs for giving access to the requested personal information. If this is the case, we will communicate the fee to you.

Before completing an access or correction request, we may require you to verify your identity. This is to ensure that the access request is made by you, or by another person who is authorised to act on your behalf.

We will respond to your request within 30 calendar days. If we cannot provide access to your personal information, we will generally provide you with the reasons why and the mechanisms available to complain about the refusal.

  1. Complaints

If you have concerns with how we have collected, used, or disclosed your personal information, you can make a complaint. You can make your complaint using the contact details set out in section 15 of this Policy (Contact us).

We take all complaints seriously, and we aim to respond to your complaint within a reasonable period of time, usually within one month.

If you are not satisfied with how we handled your complaint, you can lodge a complaint with the Officer of the Australian Information Commissioner (OAIC).

  1. Contact us

You can contact us using any of the details below:

Telephone: (07) 4068 1566

Post: Attention: Privacy Officer, Bartrac Toyota, PO BOX 504, Tully QLD 4854.

Email: admin@bartractoyota.com.au