Who are we and how does this policy apply?
The Caltex Australia Group is the largest refiner and marketer
of petroleum products in Australia with operations in all states
and territories. This policy applies to Caltex Australia
Limited (ACN 004 201 307) and its related bodies corporate
(collectively referred to in this policy as "Caltex").
What is the purpose of this policy?
Caltex collects personal information to conduct its business, to
provide and market its goods and services and to meet its legal
obligations. Caltex is bound by the National Privacy
Principles contained in the Privacy Act 1988 (Cth). This
policy addresses personal privacy matters - that is information or
opinions relating to an individual that can be used to indentify
that individual. Its purpose is to explain, in general terms,
what sort of personal information Caltex holds and why we hold it,
and how Caltex collects, uses and discloses that information.
In this policy, where we refer to "you" or "your", we are referring
specifically to natural persons as opposed to other entities such
as partnerships, trusts and companies.
How does Caltex collect personal
The main way in which Caltex collects personal information is
through hardcopy forms or through forms provided on Caltex's
internet (for external users) and intranet (for employees) website
pages. Caltex may also collect personal information by
recording telephone calls made to the Caltex call centre (see below
for more information), in face-to-face meetings and in
Caltex may collect personal information from third parties, such
as from referees (in the case of prospective employees) and credit
reporting agencies (in the case of customers and prospective
At or before the time Caltex collects your personal information,
or if that is not practicable, as soon as practicable afterwards,
Caltex will give you notice as follows:
(a) the purposes for which the information is
(b) to whom, or the types of individuals or organisations to
which, Caltex might usually disclose information of the kind
(c) any law that requires the particular information to be
collected, and the main consequences if all or part of the
information is not provided.
What information does Caltex collect?
The personal information Caltex may collect about you is
dependent upon your relationship with Caltex. The following are
some examples of the types of personal information that Caltex may
collect from individuals:
(a) In the employment context:
- application forms - name, addresses, telephone numbers;
- resume details - which will usually include details such as an
individual's name, address, telephone numbers, academic
qualifications, employment history, and referees;
- reference checking;
- pre-employment medical (with the prospective employee's
- psychological and drug testing; and
- criminal record checks.
- employment application forms;
- personal details including name and address and telephone
- bank account details (for salary/wages); and
- tax file number details (for salary and superannuation).
(b) Commercial customers and
- personal details - including names, addresses, telephone
- financial details including banking details - for payments
(where applicable); and
- trade reference and credit checks.
(c) StarCard Customers
- application forms - information including but not limited to
names, addresses, telephone numbers and employment details;
- financial details including bank account details; and
- trade reference and credit checks.
(d) Customers generally
- monitoring and/or recording interactions with customer service
representatives at Caltex's call centre - customers' and employees'
conversations at Caltex's call centre may be monitored and/or
recorded for coaching, training, record keeping and dispute
resolution purposes. Callers will be notified at the
outset if such monitoring or recording is to occur and be given the
option not to have the call recorded. Caltex may, even if the
phone call is not recorded, collect personal information during
those telephone calls to assist with your query.
- competitions and contests - Caltex may use the personal
information collected from competitions and contests (for example,
the contestant's name and address) to market certain of its
products to the contestants. Where Caltex intends to do this,
it will advise the contestant of this in the competition's terms
- personal details - including names, addresses, telephone
- financial details - including bank account details
- personal details for share register purposes - including
names, addresses, number of shares held
- financial details - including tax file number and bank account
- shareholder registry - Caltex is required to maintain a
register of shareholders under the Corporations Act 2001 (Cth)
How does Caltex use and disclose personal
Subject to the exceptions set out in the NPPs (for example, the
disclosure of personal information when allowed or required by
law), Caltex will only use and/or disclose your personal
(a) the primary purpose for which it is collected; or
(b) a related purpose, where you would reasonably expect
that it be used and/or disclosed without your further consent.
This means that generally Caltex will only disclose your
personal information internally and/or to a third party contracted
to provide services to Caltex and only if necessary for one of the
purposes referred to above.
The third parties that may be used by Caltex vary depending on
the particular circumstances in each case, but typically fall into
the following categories:
- debt collectors
- credit reference agencies
- insurance companies
- trade promotion agencies
- insurance assessors
- billing and mailing houses
- delivery contractors
- IT service providers
- superannuation funds
- share registries
Will Caltex send you marketing material and what can you
do to stop that?
A related purpose for which Caltex collects personal information
may be marketing. However, if this is not the case, Caltex is
entitled to send marketing material to you if you have consented to
receiving this material or provided it gives you a chance to stop
or opt-out of receiving this material.
If you have received marketing material from Caltex and you wish
to stop it, you can write to the Privacy Compliance Officer at the
address set out below. Caltex will not charge you or in
any way disadvantage you if you choose to opt out of receiving
Caltex will not disclose your personal information to a third
party for that third party to send you its marketing material
unless Caltex has obtained your consent. Caltex may
occasionally provide its marketing material to third parties to
distribute on Caltex's behalf to individuals who have consented to
receiving that material.
When does Caltex share information?
Caltex generally will only disclose personal information to
third parties without your consent if that disclosure is necessary
for the purpose(s) for which that information was collected. Set
out below are some examples of where it is necessary for Caltex to
disclose personal information to third parties:
(a) In the employment context:
- Superannuation plan administration arrangements - Caltex
provides employees' personal details (including, but not limited
to, employees' names, addresses, tax file numbers, dependents,
salaries) to the external administrator of the superannuation plan
which is responsible for the day-to-day administration of plan
- Payroll arrangements - Caltex provides its external paymaster
company with employees' personal details (including, but not
limited to, employees' names, addresses, bank account details, tax
file numbers) to ensure wages and salaries are properly paid in
accordance with employees' directions.
- Insurance arrangements - Caltex advises disability and death
insurers of employees' personal details (including, but not limited
to, employees' names, addresses, medical reports) to enable those
insurers to properly process disability and death claims.
- Recruitment systems - Caltex requires prospective employees to
complete documentation and submit to pre-employment checks,
including completing application forms, reference checking,
pre-employment medicals, psychological and drug testing and
criminal record checks which involves disclosure of personal
information to various third parties.
- Video monitoring - external security advisers/contractors may
view security tapes that have been recorded in the workplace.
- Medical - Caltex may, with the employee's consent, provide the
company doctor or any medical specialists retained by Caltex with
employees' medical records for the purposes of their employment
- Worker's compensation - Caltex may disclose employees' records
(including the employees' medical records) to its insurers and
their agents for the purpose of processing claims.
- IT arrangements - Caltex may provide its external IT service
providers with employees' personal details (limited to identifiers
such as name, address, date of birth and employee identifier) to
assist in ensuring the security of Caltex's computer network is
maintained (see also security measures Caltex adopts to protect
(b) Generally and in a commercial context:
Credit checks on new and existing individual customers - Caltex
may provide necessary personal information to credit reporting
agencies to ascertain an individual's financial position if the
person is a new or an existing customer.
Competitions - in some cases Caltex uses third parties to run
its competitions. In these instances, unless otherwise disclosed to
the contestant prior to, or at the time of, entering the
competition (normally set out in the competition's terms and
conditions), any personal information collected about a contestant
will be returned to Caltex.
How does Caltex protect personal
Caltex stores personal information in a range of paper-based and
(a) Paper Security - Where personal information is stored
in physical form, Caltex may use a variety of mechanisms to protect
the security and integrity of such information which might
- locking personal information in cabinets and only giving access
to those employees who have a need to use it; and
- using other access control measures such as keyed access,
security alarms and surveillance cameras to deter and detect
(b) Computer and Network Security - Caltex adopts a number
of security measures to protect information from unauthorised
access to its computer systems which include:
- access control for authorised users such as user names and
- limiting access to shared network drives to authorised
- virus checking; and
- specialised IT support to deal with security risks.
(c) Communications Security - Transmission of personal
information may involve insecure telecommunications lines.
Security of this personal information is enhanced by:
- checking facsimile numbers before sending personal information,
and confirming receipt;
- PIN numbers and passwords required for some telephone and
- identity checking before giving out any personal information;
- encryption of data for high risk transmissions.
Personal information in Caltex's possession may be retained in
archival storage. Generally Caltex will destroy personal
information after a period of seven (7) years following its
collection or an employee's separation from Caltex unless it is
required, or may be required, to be kept for a longer period
because of the purpose(s) for which it was originally
How can you access to your personal information?
If you want access to your personal information held by Caltex,
please put your request in writing and clearly identify the
personal information you seek access to. This is important to
ensure that the information can be retrieved quickly and cost
effectively. All requests for access must be addressed to The
Privacy Compliance Officer (see contact details below).
Depending on the circumstances, Caltex reserves the right to
charge you a reasonable administrative fee. For example,
Caltex's reasonable administrative costs might include:
- reasonable staff costs in locating and collating the
- reasonable reproduction or photocopying costs; and
- reasonable costs involved in having someone explain the
information to you.
In some instances, Caltex may not release the personal
information. For example, if the information reveals a
formula or the details of a commercially sensitive decision-making
process, then, in these instances, Caltex may decide to give you an
explanation of the commercially-sensitive decision rather than
direct access to the information.
What if your personal information is inaccurate?
Caltex will take reasonable steps to correct personal information
that is inaccurate. You should contact Caltex if your
personal information changes. If Caltex believes it is
inappropriate to delete or alter the original information, it will
discuss with you alternative ways of correcting the information
that satisfies the needs of both parties.
How do you make a complaint?
If you wish to make a complaint to Caltex about a possible
breach of privacy, please provide full details of your complaint in
writing and send it to the Privacy Compliance Officer (see contact
Individuals inquiring about their rights and remedies for
breaches of privacy can access detailed information at the Australian Privacy Commissioner's
How will changes to this policy be notified?
take into account new laws and technology, changes to Caltex's
operations and practices, and the changing business
environment. The most current version of this policy will be
located on the intranet for employees and at www.caltex.com.au for external users or a copy can be
obtained by contacting the Privacy Compliance Officer.
How to contact us?
If you would like more information concerning Caltex's approach
to privacy or how Caltex handles your personal information you can
The Privacy Compliance Officer
Caltex Australia Petroleum Pty Ltd
2 Market Street
SYDNEY NSW 2000
Updated: January 2010