At West Coast Office Equipment (WCOE) we are committed to ensuring the privacy and security of all personal information collected from our customers and other parties that make contact with us.

This policy is to ensure WCOE complies with the Privacy Act 1988 (Privacy Act) and the Australian Privacy Principles (APPs) contained in the Privacy Act in so far as they apply to our business operations.

This Privacy Policy explains how we manage the personal information that we collect, hold, use and disclose and how to contact us if you have any further queries.

What is personal information?

Personal information encompasses any data that can identify a specific individual.

Personal information is information or an opinion about an individual, or an individual who is reasonably identifiable, whether the information or opinion is true or not, or is recorded in a material form or not. It includes:

  • Basic personal data – name, telephone number, contact details (mailing address, phone number) email address;
  • Online identifiers – email address, cookies or IP address;
  • Sensitive information – Bank details, Driver’s licence, D.O.B
  • Work-related data – job title, department, company name and photo; and
  • Indirectly Identifiable Information – metadata or online data.

In this Privacy Policy, a reference to personal information includes sensitive information.

Businesses of WCOE

WCOE owns, operates and/or has commercial arrangements with a number of different businesses that provide products and services. In the provision of these services, WCOE will collect personal information.

What kind of personal information do we collect and hold?

We will only collect personal information about you by lawful and fair means and not in an unreasonably intrusive manner. We will only collect personal information that is necessary for our business purposes. We will not collect, store or use data that could be deemed unfair or unreasonable.

When you make an enquiry or submit a request for a quote, we will need to collect information about you so that we can offer our products and services or to complete any other transaction. When you ring us, we may also monitor or record telephone calls for staff training and quality maintenance purposes, to verify discussions which take place or for collection of data.

The types of personal information we may collect and hold include contact information (e.g. name, employer, job title, email address and mobile phone number, etc) and financial information (e.g. credit / debit card details, bank account details other related billing information), as well as indirectly identifiable information.

How do we collect personal information?

We may collect personal data about you in a number of circumstances, including:

  • When you or your organisation makes a telephone enquiry;
  • When you or your organisation makes enquiries regarding our consultancy services;
  • When you or your organisation seeks advice from us (in person or via the phone or email) or use our online services;
  • When you or your organisation browse, make an enquiry or otherwise interact on our website;

In some circumstances, we collect personal data about you from a third-party source. For example, we may collect personal data from your organisation, other organisations with whom you have dealings with or online websites.

We collect information from our website including the number of visits, dates of visits, pages viewed and navigation of the site. The purpose of collection is to improve user experience of the site and for record keeping purposes.

We occasionally use third parties to run on-line promotions. We retain information about the number of clicks and impressions of these promotions. This information is anonymous.

Why do we collect, use and hold your personal information?

We collect, use and hold your personal information to provide you with products and services. We also collect, use and hold your personal information to manage our ongoing relationship with you and perform functions and activities relating to our businesses (including processing payments, accounting, auditing, billing, collection and the provision of on-site service by our staff).

Data will be used for the following purposes:

  • where authorised by you;
  • in a manner you would reasonably expect the use to occur;
  • to verify your identity;
  • where we are required, authorised or permitted by law;
  • for administration of products and services and to analyse and improve our services and communications to you;
  • to comply with laws and regulations
  • to provide you with information about products and services; and
  • for any purpose related and/or ancillary to any of the above or any purpose for which your personal data was provided to us.

To whom will we disclose your personal information?

We will not sell your personal information to any third parties.

We may disclose your personal information:

  • when specifically authorised by you;
  • to our related or subsidiary companies and/or commercial partners;
  • our IT vendors, finance providers and other service providers;
  • to professional, medical and insurance advisors;
  • as required by law or court order.

We may disclose personal information for the following purposes:

  • reporting to government agencies;
  • to comply with regulatory or legal requirements;
  • credit reporting and checks; and
  • to comply with laws or court orders.

How long do we keep your personal information for

We keep your personal information for as long as necessary to fulfil the purpose of which it was collected and to comply with our applicable legal requirements.

Marketing

We may use your personal information to contact you (including by mail, telephone call, text message or email) in relation to newsletters, promotional materials, or access to other products, services, events or training we think may be of interest to you. We hope you will find these items informative and useful.

You may opt-out of receiving marketing information from WCOE at any time by:

Please allow five working days for your request to be actioned.

Our use of cookies, re-marketing and other information gathering technologies

We use cookies to help us make our website more useful and personal to you.

By using our website(s) and not opting-out of cookies, you agree that we can store and access cookies and data about your use of our website in accordance with the terms of this Privacy Policy.

What are cookies?

When you visit our website, a small data file called a “cookie” is stored on your internet enabled device.

What are they used for?

We use cookies or similar digital markers to maintain user sessions and track the behaviour of website visitors. This enables us to keep our site relevant and useful. However, generally this information will not identify you. We do not link this information back to your identity or other information that you have provided to us.

For example, cookies are used by Google Analytics, which monitors traffic levels, search queries and visits to our website. Google Analytics stores internet protocol (“IP”) addresses on its servers in the US. An IP address is a unique number assigned to each device (such as your computer) that allows it to communicate with other devices on a computer network (such as modems, printers or other computers). Neither WCOE nor Google associate your IP address with any information that can identify the user personally.

These cookies enable Google to determine whether you are a return visitor to the site, and to track the pages that you visit during your session. WCOE uses this information to compile reports and to help us improve our website.

How long do cookies stay on my computer or device?

Persistent cookies – these will allow our website to recognise you when you return to our website another time. This provides us with useful analytics that help us to optimise our website and your visits.

Session cookies – these exist just for the life of your current visit whilst you have your browser open. They are not stored on your hard disk and are erased when you exit your web browser.

How do I manage my cookies preferences?

Most web browsers are set by default to accept cookies. However, if you do not wish to receive cookies you may set your browser to either prompt or refuse cookies (including WCOE’s cookies). If you use your browser settings to block all cookies, you may not be able to access and/or use all or parts of our website.

Re-marketing and behavioural advertising

Online behavioural advertising (also known as interest-based advertising) is a way of serving advertisements on the websites you visit and making them more relevant to you and your interests. That means, advertising can be made as relevant and useful as possible.

We and our third-party service providers also use cookies and other digital markers to: (1) assist us with our online marketing services; and (2) advertise to our website visitors on other third-party websites or platforms (eg. Google Ads Services or LinkedIn).

Cookies placed on third party websites help us to monitor the efficacy of our business relationships with third parties, improve performance, as well as personalise your experience when you visit our and our third-party service providers’ websites. When you visit other websites or platforms, you may see an advertisement for our products or services because you have previously visited our website. WCOE may also disclose the information collected via use of cookies on our websites to third parties for marketing purposes.

For example, WCOE has activated Google signals, which enables Google Analytics to collect data/information about your traffic in addition to data collected through a standard Google Analytics implementation in order to provide additional features like cross-device audiences and insights. This Google data/information collected may include end user location, search history, YouTube history and data from sites that partner with Google – and is used to provide aggregated and anonymised insights into your cross-device behaviours.

How do we hold your personal information and manage the data quality and security of your personal information?

We will take reasonable steps to ensure:

  • personal information that we collect, hold, use and disclose is accurate, complete and up to date, relevant and not misleading;
  • to protect the personal information that we hold from misuse, interference and loss and from unauthorised access, modification or disclosure by storing it in secure servers and on a secure record management system; and
  • where permitted by law, destroy or permanently de-identify personal information that is no longer needed for any purpose that is permitted by the Privacy Act.

What happens if you don’t provide us with your personal information?

As a general principle, you will provide us with your personal data entirely voluntarily; there are generally no detrimental effects for you if you choose not to consent or to provide personal data. In some situations, WCOE may not be able to take action without certain personal information. For example, this information may be required to process your instructions or complete your orders. In these cases, it will unfortunately not be possible for us to provide you with what you request without the relevant personal data.

Links to other Websites

We are not responsible for the privacy compliance for any websites from the links that may be on our website. The content and privacy policies of other websites are the responsibility of their owners.

How can you access your information and contact us?

Please contact us if you would like to seek access to or correct the personal information we hold about you:

  • By mail: West Coast Office Equipment 55 Howe Street WA;
  • By email: admin@westcoast.net.au;
  • By telephone: 08 9201-0300
  • Subject to the Privacy Act, we will, if practicable, generally provide you with access to your personal information and will take reasonable steps to amend any personal information about you which is inaccurate or out of date. We will provide you with reasons if you cannot access your personal information or the information cannot be updated.

How we handle complaints

If you have any concerns or complaints about the manner in which your personal information has been collected or handled by WCOE, please contact us on 08 9201 0300 or via email at admin@westcoast.net.au.

Your concern or complaint will be directed to the appropriate complaint manager who will consider and respond to your complaint within a reasonable period of time.

It is our intention to use our best endeavours to resolve any complaint to your satisfaction. However, if you are unhappy with our response, you may contact the Office of the Australian Information Commissioner who may investigate your complaint further.

Data Breaches

A data breach occurs when personal information that WCOE holds is subject to unauthorised access or disclosure or is lost.

A data breach may be caused by malicious action (by an external or insider party), human error, or a failure in information handling or security systems.

Examples of data breaches include:

  • loss or theft of physical devices (such as laptops and storage devices) or paper records that contain personal information
  • unauthorised access to personal information by an employee
  • inadvertent disclosure of personal information due to ‘human error’ (for example an email sent to the wrong person)

The Notifiable Data Breaches (NDB) scheme of the Privacy Act requires WCOE to notify affected individuals and the Commissioner of eligible data breaches. An eligible data breach occurs when the following criteria are met:

  • There is unauthorised access to or disclosure of personal information held by WCOE (or information is lost in circumstances where unauthorised access or disclosure is likely to occur).
  • This is likely to result in serious harm to any of the individuals to whom the information relates.
  • WCOE has been unable to prevent the likely risk of serious harm with remedial action.

Further information

Further information about the application of the Privacy Act can be found at the website of the Office of the Australian Information Commissioner at www.oaic.gov.au.

Changes to our Privacy Policy

We reserve the right to update and change this Privacy Policy from time to time in order to reflect any changes to the way in which we process your personal data or changing legal requirements. In case of any such changes, we will post the changed Privacy Policy on our website or publish it otherwise. The changes will take effect as soon as possible.