Who are we and what is our business?
The Caltex Australia Group is Australia 's leading oil refiner and marketer and number one competitor in the convenience retail industry. The companies comprising the Caltex Australia Group ("Caltex") are identified in Annexure A.

Compliance with the National Privacy Principles
The Privacy Act 1988 (Cth) ("Privacy Act") sets out the National Privacy Principles ("NPPs") with which most organisations must comply, including Caltex. The NPPs impose a number of obligations on Caltex concerning the treatment of personal information, including obligations relating to:

The Australian Privacy Commissioner's website contains the full text of the NPPs at http://www.privacy.gov.au/publications/npps01.html. This site also contains general information about privacy protection in Australia .

What is the purpose of this policy?
This policy addresses personal privacy matters. 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.

Caltex is committed to safeguarding the privacy of any personal information individuals are required, or may choose, to give to us. This policy represents Caltex's position on the management of personal information. It also reflects the requirements of the Privacy Act and has been prepared with the assistance of publications issued by the Office of the Federal Privacy Commissioner.

How does Caltex collect personal information?
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).

Caltex will not collect non-publicly available personal information about you without your consent and will not buy, rent or otherwise acquire information about you from third parties (such as marketing agencies) without your consent.

This means that most personal information supplied to Caltex will be voluntarily provided by you.

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:

What information Caltex collects
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:

An overview of how Caltex uses and discloses personal information
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 information for:

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:

Will Caltex send you marketing material in the mail and email 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.

You can always write to the Privacy Compliance Officer (see contact details below) to stop receiving marketing material. Caltex will not charge you any additional cost or in any way disadvantage you if you choose to opt out of receiving marketing material.

Caltex will not disclose your personal information to a third party for marketing purposes unless Caltex has obtained your consent or you have opted-in, that is, you have agreed to your personal information being disclosed to a third party.

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. Where Caltex discloses information to third parties, it ensures that these third parties undertake to comply with the NPPs. Set out below are some examples of where it is necessary for Caltex to disclose personal information to third parties:

Security measures Caltex adopts to protect personal information
Caltex stores personal information in a range of paper-based and electronic forms:

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 collected.

Access to your personal information held by Caltex
If you want access to your personal information held by Caltex, you should 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 cheaply. 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:

In some instances, Caltex may not release the personal information. For example, if the information reveals a formula or the fine 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.

Alteration of records containing personal information
Caltex will take reasonable steps to correct personal information that is inaccurate. 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.

Accountability and complaints handling
If you wish to make a complaint to Caltex about a possible breach of privacy, the complaint must be in writing and clearly set out the nature of the complaint. The complaint should be addressed to The Privacy Compliance Officer (see contact details below).

Individuals inquiring about their rights and remedies for breaches of privacy can access detailed information at the Australian Privacy Commissioner's website.

How changes to this policy will be notified
Caltex may amend the Caltex Privacy Policy from time to time. Amendments to the Caltex Privacy Policy may be necessitated by a variety of factors, including, but not limited to, operational and procedural changes and/or the changing legal environment in which Caltex operates.

When changes are effected, the Caltex Privacy Policy will be updated and the amended Caltex Privacy Policy posted on the intranet (for employees) and internet (for external users) websites respectively.

How to contact us
If you have any questions about the Caltex Privacy Policy, our privacy practices or your personal information dealings with Caltex, you can write to:

The Privacy Compliance Officer
Caltex Australia Petroleum Pty Ltd
Level 24
2 Market Street
SYDNEY NSW 2000

Updated: 18 December 2007

ANNEXURE A