Privacy Policy

1. About this policy

Dingo Distribution Services Pty Ltd (“Dingo”, “we”, “us” or “our”) respects your privacy.

This policy explains how we collect, hold, use and disclose personal information when you visit our website, contact us, apply to work with us, or use our services.

We are committed to handling personal information responsibly and meeting our obligations under applicable Australian privacy laws.

2. Information we collect

Depending on your dealings with us, we may collect:

• Your name, address, telephone number and email address.
• Business details, including your business name, ABN and contact information.
• Application details, work history, qualifications, references and emergency contacts.
• Driver licence details, licence photographs or copies, and relevant tickets or certificates.
• Vehicle, registration and insurance information.
• Bank account details required to arrange payments.
• Health information relevant to safe work, such as fitness-for-duty declarations, relevant medical conditions, medical certificates and workplace injury information.
• Delivery addresses, delivery instructions, service records and information about incidents or claims.
• Information you provide in enquiries, forms, correspondence or complaints.
• Technical information generated when you use our website, as explained in section 10.

We only seek information reasonably necessary for our activities. Please do not provide unrelated medical records or other sensitive documents that we have not requested.

3. How we collect information

We usually collect information directly from you through website forms, applications, document uploads, email, telephone conversations and our business dealings.

Where reasonably necessary and permitted by law, we may also collect relevant information from referees, customers, authorised representatives, service providers or publicly available sources.

If you provide another person’s details, please ensure you are authorised to do so and make them aware of this policy.

When you submit a form on our website, it goes to Dingo’s own form service, which runs in Microsoft’s Australia East data centre. The service checks the form, saves a copy (including any uploaded files and a PDF summary) in private storage in Australia, and emails it to the Dingo staff who handle it through our Microsoft 365 email. You also receive an email confirming what you sent. [CONFIRM: where staff then keep emailed submissions, e.g. your business email and document storage]

4. Why we collect and use information

We collect and use personal information to:

• Respond to enquiries and provide quotes and services.
• Assess business, employment and contractor applications.
• Verify identity, licences, qualifications, vehicles and insurance.
• Assess suitability and fitness for the work being considered.
• Manage contractor and employment relationships.
• Arrange payments and maintain financial records.
• Coordinate deliveries and communicate with customers and drivers.
• Manage safety, incidents, insurance matters, complaints and claims.
• Meet applicable legal, regulatory and contractual requirements.

We will not use or disclose personal information for an unrelated purpose unless you consent or the use or disclosure is otherwise permitted or required by law.

[CONFIRM: no automated tools make, or substantially assist, decisions about applicants. If any do, get advice on the extra disclosures required, as Australian rules on automated decisions start on 10 December 2026.]

5. Health and other sensitive information

Health information receives additional protection.

We collect health information only where reasonably necessary for a relevant purpose, such as assessing fitness for particular duties, managing workplace safety or responding to an injury.

We seek your consent before collecting sensitive information unless collection without consent is permitted or required by law.

Access is limited to people who need the information for an authorised purpose. We limit any sharing to what is reasonably necessary and lawful.

You may contact us to discuss a request for health information or withdraw consent to future consent-based collection or use. We will explain any effect this may have on assessing your application or arranging suitable work.

6. Providing information is your choice

You may make a general enquiry anonymously or using a pseudonym where practical.

For applications, payments, identity verification and some services, we need accurate identifying information. If you do not provide information reasonably required for those purposes, we may be unable to assess your application, arrange payment or provide the requested service.

We will identify mandatory fields on our forms.

7. Who we share information with

Where reasonably necessary for the purposes described in this policy, we may disclose relevant information to:

• Authorised Dingo personnel.
• Providers supporting our website, email, IT systems, document storage, accounting and payments.
• Professional advisers, including accountants, lawyers and insurers.
• Customers or site operators who need relevant information for delivery coordination, site access or safety.
• Referees or organisations involved in authorised verification checks.
• Regulators, government bodies or other parties where disclosure is permitted or required by law.

Bank details, licence copies and health information are not routinely provided to customers. Any disclosure of those records must have a specific, lawful basis.

[CONFIRM: these recipient types match how Dingo actually works]

8. Storage, security and overseas providers

Personal information may be held in electronic business systems, email, website records and physical files.

We take reasonable steps to protect it against misuse, interference, loss and unauthorised access, modification or disclosure. Access is restricted according to business need.

Our website is served over an encrypted (HTTPS) connection. Form submissions are stored in private storage that is not accessible from the internet, protected by Microsoft Entra sign-in with no shared access keys, and deleted automatically when the retention period ends (see section 9). Website forms are protected against spam and automated abuse. [CONFIRM and add only safeguards actually in place for staff accounts, e.g. multi-factor sign-in on email, who can access the inboxes that receive forms, locked storage for paper files]

Information you submit through our website forms is stored in Australia (Microsoft Azure, Australia East) and sent through Microsoft 365. Our website pages are hosted on WordPress.com, a service of Automattic Inc., a United States company, so technical information about your visit (see section 10) may be stored or accessed outside Australia, including in the United States. [CONFIRM: where your Microsoft 365 and document storage keep data, so other overseas storage or access can be listed or ruled out]

Where applicable, we take reasonable steps to ensure overseas recipients handle personal information consistently with Australian privacy requirements.

No electronic transmission or storage system can be guaranteed completely secure.

9. Retention and disposal

We retain personal information for as long as reasonably necessary for the purpose for which it is held, including applicable legal, financial, safety and contractual requirements.

Different records may have different retention periods. Bank details, licence copies and health records are not automatically kept for the same period as general business records.

Our form service deletes its copy of website enquiries and expressions of interest after 12 months, and of claims after 2 years.

When information is no longer required, we take reasonable steps to destroy it securely or de-identify it, unless retention is required by law.

[CONFIRM: how long you keep unsuccessful applications, licence copies, health information, bank details and email or backup copies, and how they are deleted]

10. Website information and cookies

Our website and hosting services may collect technical information such as your IP address, browser type, pages visited and the date and time of access.

We use Jetpack Stats, provided by Automattic with our WordPress.com hosting, to count visits to our website. It records information such as your IP address, browser, pages viewed, the page that referred you, your browser language and country. Automattic keeps these logs for 28 days. Our form service records your IP address with each submission to protect against spam and abuse.

Our pages load fonts from Google Fonts, which means your browser connects to Google’s servers and shares your IP address with Google. [CONFIRM at launch: fonts may instead be hosted on our own website, in which case remove this paragraph]

Cookies or similar technologies may support website functions, security and usage measurement. [CONFIRM the cookies the live website sets, checked in a browser at launch]

You can manage cookies through your browser settings. Disabling some cookies may affect website functions.

Links to external websites, including our Client Login portal operated by Hub Systems, are provided for convenience. Their privacy practices are governed by their own policies.

11. Accessing or correcting your information

You may contact us to request access to personal information we hold about you or ask us to correct information that is inaccurate, out of date, incomplete, irrelevant or misleading.

We may need to verify your identity before responding. We will consider requests within a reasonable period and explain any lawful reason for refusing a request, along with available complaint options.

12. Privacy complaints

If you have a privacy concern or believe we have handled your information incorrectly, please contact us using the details below.

Provide enough information for us to understand and investigate the concern. We will acknowledge your complaint, investigate it and aim to provide a response within 30 days. If more time is needed, we will explain why and keep you informed.

If you are dissatisfied with our response, you may contact the Office of the Australian Information Commissioner at www.oaic.gov.au, where the complaint falls within its jurisdiction.

13. Data breaches

We assess suspected data breaches and take appropriate steps to contain them, reduce potential harm and prevent recurrence.

Where required by law, we notify affected individuals and the relevant regulator.

14. Contact us

For privacy enquiries, access or correction requests, and complaints:

15. Changes to this policy

We may update this policy when our practices or legal obligations change. The current version will be available on our website with its last-updated date.