VACC Privacy Policy

1.           About this Policy

The Victorian Automotive Chamber of Commerce (“VACC”) is committed to protecting personal information and handling it in accordance with the Privacy Act 1988 (Cth) (the “Australian Privacy Act”) and the Australian Privacy Principles (“APPs”).

This Policy explains how and why VACC collects, holds, uses and discloses personal information when you engage with VACC, including through its services, membership, divisions, programs, websites and platforms. It applies to you when engaging with VACC as a member, employee, apprentice, program participant, contractor or a customer.

VACC operates as both a registered industrial organisation and a commercial service provider, and its handling of personal information reflects this range of activities. In the course of these activities, VACC operates under multiple registered business names, including the Tasmanian Automotive Chamber of Commerce (“TACC”) and Our Auto Insurance.

This Policy is intended to promote transparency in how VACC manages personal information.

The current version will be available on VACC’s website.

2.           Overview

VACC collects, uses and discloses personal information to carry out its functions and activities, including:

• providing member and industry advocacy services, including the provision of information, advice, and representation relating to industry, workplace and employment-related matters affecting automotive businesses;
• employing staff and managing workforce and recruitment processes, including hiring, onboarding and payroll;
• delivering training and educational services;
• •operating digital platforms, including websites, online marketplaces and training systems;
• providing business support and industry services, including technical information, research and advisory services;
• facilitating commercial partnerships and access to products, services and programs offered in connection with VACC’s services; and
• complying with legal and regulatory obligations and supporting VACC’s governance and organisational operations.

  3.           What is Personal Information

  Personal information is information or an opinion about an identified individual, or an individual who is reasonably identifiable. Information or an opinion may be personal information whether it is true or not.

  4.           Collection of Personal Information

  4.1.       How we collect personal information

  VACC only collects personal information that is reasonably necessary for its functions or activities.

  Personal information may be collected:

• directly from you, including when you complete forms, contact VACC, attend events or interact with its services;
• through VACC operated websites, marketplaces and digital platforms, including online registrations and account creation;
• from your employer, business or representative, including where you are nominated as a contact person;
• from publicly available sources; or
• from third parties where lawful and reasonable.

  If you do not provide certain personal information, VACC may not be able to provide some services or respond to your enquiries.

  4.2.       Unsolicited personal information

  If VACC receives personal information that it has not requested, it will assess whether the information is relevant to its functions or activities and whether it could have lawfully collected it under the Australian Privacy Act and other applicable laws. If not, VACC will take reasonable steps to destroy or de‑identify that information.

  5.           Collection Notices

  VACC takes reasonable steps to notify individuals of relevant matters at or before the time their personal information is collected, or as soon as practicable afterwards.

  Collection notices may be provided through digital interfaces, written materials or verbal communications.

  6.           Purposes of Collection and Use

  VACC generally collects, holds and uses personal information for the purpose for which it was collected.

  This includes:

• providing services, programs and member support, including training, events and advisory services;
• facilitating transactions, registrations and participation in VACC services and programs;
• employing staff and managing workforce functions, including recruitment, onboarding and payroll;
• •verifying identity and processing payments or other transactions;
• conducting analytics, research and service improvement, including analysing usage trends and feedback; and
• complying with applicable legal and regulatory obligations.

VACC may also use personal information for related purposes that would reasonably be expected, or as otherwise permitted by law.

7.           Indirect Collection

VACC may collect personal information about you from third parties where it is unreasonable or impracticable to collect it directly.

This may include information provided by:

• employers or representatives, including where an organisation registers an individual for a program;
• service providers, commercial partners or contractors;
• related entities or industry bodies; or
• publicly available sources or registers.

VACC takes reasonable steps to ensure you are made aware of such collection.

8.           Types of Personal Information

The types of personal information VACC may collect include:

• contact and identification details, including name, email address and phone number, date of birth and signatures;
• employment, education and professional information, including qualifications and work history;
• membership and business-related information, including organisation details and industry participation;
• financial and transactional information, including payment details and purchase records;
• communications and interactions with VACC, including enquiries, feedback and support requests;
• technical and usage data from digital systems, including website activity and device information; and
• •other information relevant to VACC’s services and activities.

9.           Sensitive Information

VACC may collect sensitive information where permitted or required by law, including where:

• you have provided consent;
• the collection is required for employment (including fitness-for-work related information), safety, training or regulatory purposes;
• personal dietary information is collected for catering purposes; or
• the collection is otherwise authorised under the Australian Privacy Act, including in permitted general situations.

  VACC will only collect sensitive information where it is reasonably necessary for its functions or activities and where such collection is permitted under the Australian Privacy Act.

  10.        Anonymity and Pseudonymity

  Where practicable, you may interact with VACC anonymously or using a pseudonym.

  You may choose to remain anonymous when making general enquiries. However, identification may be required where VACC provides services, facilitates transactions or complies with legal obligations.

  11.        Information Collected Through Digital Platforms

  VACC may collect personal information through its digital platforms and systems in a number of ways, including as set out below.

  11.1.    Websites and systems

  VACC operates multiple websites, digital platforms and services, including marketplace, training and industry systems.

  VACC may also provide hosted websites, domains or related digital services for members. Where VACC does so, personal information may be collected through those websites or services, including user-submitted information, technical usage data and interaction records. That information may be handled by VACC for the purpose of providing those services and in accordance with applicable privacy, legal and contractual obligations. When you interact with these platforms, information may be collected such as:

• IP address and device information;
• browser and usage data;
• pages visited and actions taken; and
• interaction timestamps.

11.2.    Cookies and analytics

VACC uses cookies and similar technologies to:

• •operate and secure its systems;
• understand user behaviour;
• improve functionality and services; and
• support analytics and reporting.

  This may include the use of third-party analytics tools such as Google Analytics.

  Information collected may be aggregated and may not directly identify you, but in some cases may constitute personal information.

  11.3.    Communications and event systems

  VACC may collect information relating to:

• email engagement, including open rates and clicks;
• questionnaire and survey participation;
• event registrations and participation; and
• form submissions and enquiries.

11.4.    Third-party platforms

VACC may use external platforms, including customer relationship management systems, digital service providers or learning systems, which may process personal information on VACC’s behalf in accordance with contractual and privacy obligations.

12.        Artificial Intelligence and Digital Tools

VACC may use digital tools and systems, including those incorporating artificial intelligence, to support its operations.

Where these tools involve personal information, VACC:

• uses only information reasonably necessary;
• applies governance, oversight and safeguards; and
• treats information relating to an identifiable individual as personal information.

  13.        Direct Marketing

  VACC may use personal information to communicate with you about services, programs, events and offers, including newsletters, industry updates and event invitations.

  This communication may occur by email, SMS, phone or other electronic means.

  Where permitted by law, VACC may send marketing communications and may work with selected commercial partners to provide relevant services or offers. Personal information will only be shared where this supports VACC’s services, where you have consented, or where otherwise permitted by law.

  You may opt out of receiving marketing communications at any time by using unsubscribe functions or contacting VACC directly using the contact details contained in section 22 of this Policy.

  14.        Disclosure of Personal Information

  VACC may disclose personal information:

• to service providers, contractors, advisers and other organisations that assist VACC in delivering its services and programs, including IT providers, payment processors, training providers or event partners;
• to government or regulatory bodies where required or authorised by law; or
• with your consent.

  VACC takes reasonable steps to ensure that any disclosure of personal information is appropriate to the purpose for which it was collected.

  15.        Government related identifiers

  VACC does not adopt, use or disclose government related identifiers except as permitted or required by law.

  16.        Overseas Disclosure

  VACC may disclose personal information to recipients located outside Australia, including where service providers or technology platforms operate internationally. It is not practicable to specify all countries in which recipients may be located.

  VACC takes reasonable steps to ensure such recipients handle personal information in accordance with applicable privacy obligations.

  17.        Data Quality

  VACC takes reasonable steps to ensure that personal information is accurate, up to date and complete.

  18.        Storage and Security

  VACC takes reasonable steps to protect personal information from misuse, interference and loss, and from unauthorised access, modification or disclosure.

  This includes:

• technical security measures;
• access controls;
• governance frameworks; and
• staff training.

  VACC takes reasonable steps to destroy or de-identify personal information when no longer required.

  19.        Data Breaches

  VACC implements measures to protect personal information and has processes in place to respond to suspected or actual data breaches. In the event of a data breach, VACC will take reasonable steps to contain and respond to the incident and to mitigate the risk of harm, in accordance with its obligations under the Australian Privacy Act.

  Where required, VACC will comply with the Notifiable Data Breaches scheme, including notifying affected individuals and the Office of the Australian Information Commissioner.

  20.        Access and Correction

  You have the right to request access to, or correction of, your personal information using the contact details contained in section 22 of this Policy. VACC may require verification of identity before granting access or making corrections to personal information.

  VACC will:

• respond in accordance with the Australian Privacy Act and other applicable laws; and
• respond within a reasonable timeframe.

21.        Complaints

If you believe your privacy has been breached or otherwise interfered with, you may make a complaint to VACC on the contact details provided in section 22 of this Policy.

VACC will:

• investigate complaints; and
• respond within a reasonable timeframe.

  If you remain unsatisfied with the way in which VACC handled a privacy issue, you may contact the Office of the Australian Information Commissioner (www.oaic.gov.au) for guidance on alternative courses of action which may be available.

  22.        Contact VACC

  Privacy Officer

  Victorian Automotive Chamber of Commerce (VACC)

• Email: [email protected]
• Phone: 03 9829 1111
• Address: 650 Victoria Street, North Melbourne VIC 3051

23.        Changes to this Policy

VACC may update this Policy from time to time.

Updated versions will be published on VACC’s website.

 

 

This Policy is effective as of 01/06/2026