Credit Reporting

Credit Reporting

Credit Reporting

This Credit Reporting Policy covers the credit–related operations of Fuji Xerox Australia Pty Ltd (ABN 63 000 341 819) and its associated company Fuji Xerox Finance Ltd (ABN 31 001 419 807) (together, we, us or our). This policy is our Credit Reporting Policy and describes how we will comply with the credit reporting obligations contained in the Privacy Act 1988 (Cth) (Privacy Act) and the Credit Reporting Code as registered under section 26S(1) of the Privacy Act. We may provide products or services to you on credit (i.e. you will pay us for those products or services after we start providing them to you). We may conduct a credit check on you (or your directors, partners or other authorised representatives) before you become our customer. The Privacy Act and this Credit Reporting Policy do not apply to credit provided to companies or other entities. However, this policy will apply where we request that a director or other individual guarantees the credit to be provided by us to a company or other entity, but only in respect of any uses of that individual"s credit–related information as part of our assessment of the suitability of that individual as a guarantor.

Collection of credit–related information

We may collect, hold, use and disclose certain credit–specific information about you. We may obtain this information from you or from third parties, including from credit reporting bodies and other credit providers, in order to assist us in determining whether we will provide any products or services to you (or to your related company or other entity) on credit.

In this Credit Reporting Policy, “credit–related information” means credit information, credit eligibility information and CRB derived information as those terms are defined in the Privacy Act. Generally speaking, credit–related information will include your name and address, your contact details, your date of birth and gender, details of your credit history (including any repayments missed or late repayments that you have made), information about any credit provided to you by credit providers (such as financial institutions, utilities or telecommunications providers), any credit rating or credit assessment score that we have derived or that is provided to us by a credit reporting body and details of any credit–related court proceedings or insolvency applications that relate to you. In this Credit Reporting Policy, a reference to "including" means including without limitation.

We may collect the following particular types of credit–related information about you:

Our use and disclosure of your credit–related information

We may use the credit–related information that is collected and held by us to help us decide whether or not to provide credit to you (or to your related company or other entity). We may also use this information to derive or calculate a credit assessment score in relation to you, which we will then use to help us in conducting our assessment of your creditworthiness. 

The credit–related information that we hold about you may be used by us in accordance with Part IIIA of the Privacy Act and the Credit Reporting Code. The purposes for which we use your credit–related information may include:

  • using your credit–related information to collect payments that are owed to us in respect of any products or services that we have previously supplied to you (or to your related company or other entity) on credit;
  • disclosing your credit–related information to any of our related companies that are also are considering whether to provide credit to you (or to your related company or other entity);
  • where you have offered to guarantee credit that we have offered to provide to your related company or entity, to assess your suitability as a guarantor of that credit;
  • disclosing your credit–related information to a third party that you or we ask to act as a guarantor of any credit provided to you;
  • disclosing your credit–related information to the credit reporting bodies that we deal with, including to Veda and D&B. Credit reporting bodies collect different types of credit–related information about individuals and use that information to provide a credit–related service to their customers (including to us). In this Credit Reporting Policy, Veda means Veda Advantage Information Services and Solutions Limited and its related businesses in Australia and D&B means Dun & Bradstreet (Australia) Pty Ltd;
  • disclosing your credit–related information to other third parties that provide services to us (or to you on our behalf). These might include debt collectors, credit management agencies and other third parties that process applications for credit made to us;
  • disclosing your credit–related information to other credit providers which provide, or are considering providing, credit to you (or to your related company or other entity);
  • using and disclosing credit–related information that we hold about you to assess and respond to any access or correction requests that you make to us;
  • where we are consulted by a credit reporting body or another credit provider about an access or correction request that you have made to those entities, to respond to that consultation request;
  • where you complain to the Office of the Australian Information Commissioner or any provider of a recognised external dispute resolution scheme about our treatment of your credit–related information, to respond to that complaint and to seek legal or other professional advice in relation to your complaint;
  • using and disclosing credit–related information that we hold about you as required by law or the order of a court or tribunal; and
  • where you otherwise expressly consent to the use or disclosure.

Other matters relating to your credit–related information

Where required by law, we will make a written note (which may be kept in electronic form) of any use or disclosure that we make relating to your credit–related information. If:

  • you (or your related company or other entity) make an application for credit to us; or
  • you offer to guarantee credit that we propose to provide to your related company or other entity,

and we subsequently refuse your application or offer based on information provided to us by a credit reporting body about you, we will inform you of this and provide you with the name and contact details of that body and any other information required by law to be provided to you.

Security and quality of your credit–related information

We rely on the credit–related information that we receive and hold to assist us in conducting our business. We will take reasonable measures to make sure that the credit–related information that we collect, use, hold and disclose about you is accurate, complete and up–to–date and (in relation to the purpose of our use or disclosure) is relevant to that purpose.

We take reasonable steps to ensure that the credit–related information that we hold about you is protected from misuse and loss and from unauthorised access, modification or disclosure. Except to the extent specified otherwise in this Credit Reporting Policy, we will securely store all credit–related information that we collect or hold about you in an electronic system located in Australia.

We store information in different ways, including in hardcopy and electronic form. We have implemented certain organisational controls to help us protect your credit–related information from misuse, interference and loss and from unauthorised access, modification or disclosure. These include implementing information technology security policies and systems and imposing access restrictions in relation to the credit–related information that we hold. Our employees and contractors are trained in the protection and appropriate use of your credit–related information and are also bound by confidentiality provisions that apply to their use of credit–related information.

We will take prompt actions to address any issues that come to our attention where an employee or contractor of ours may have breached the obligations imposed by the Privacy Act and this Credit Reporting Policy. However, we are not responsible for (and do not accept any liability for) the misuse of your credit–related information by unrelated third parties.

Access and correction of your credit–related information

Where we hold credit–related information about you, we provide you with access to this information upon request, including by posting or emailing it to you if you request access to your information in those particular manners. We will generally provide access to you within a reasonable time but may refuse to provide access where we are permitted to do so by law.

You also have a right to request that we correct any credit–related information that we hold about you if you believe that this information is inaccurate, out–of–date, incomplete, irrelevant or misleading. You can make such a correction request by using the contact details in the "How to contact us" section below. We will respond to your request within 30 days (or such longer period as you may agree or we may request).

We will not charge you for making a request for access or for making any corrections to your credit–related information. However, we may in some circumstances charge a reasonable administrative fee to cover our costs of providing access to you.

If we cannot respond to your correction request without consulting with other credit providers or credit reporting bodies in relation to your request, we may do so and these bodies are permitted by law to assist us in resolving your correction request.

If we agree to your request, we will promptly correct any credit–related information that we hold about you that we are satisfied is inaccurate, out–of–date, incomplete, irrelevant or misleading. If we do correct your credit–related information at your request, we will inform you and each other credit provider and credit reporting body to which we have previously disclosed that information that we have corrected your information. Where we disclosed your credit–related information after you made a complaint but before it was resolved, we will tell the recipient that you have made such a complaint and we will subsequently inform that entity of the outcome of your correction request.

If we have any other reasons for suspecting that credit–related information that we hold about you has become inaccurate, out–of–date, incomplete, irrelevant or misleading, we may independently decide to correct this information without consulting you. If we do this, we will take reasonable steps to notify that correction to you and to any other entities to which we have previously disclosed that credit–related information (unless it is impracticable for us to do so).

Complaints

You have a right to complain about any failure by us to comply with the Privacy Act or the Credit Reporting Code in relation to our handling of your credit–related information.

If your complaint relates to our failure to provide access to or to correct any credit–related information that we hold about you, you may lodge a complaint directly with the Office of the Australian Information Commissioner (for more information, please see http://www.oaic.gov.au).

If you have a complaint in relation to our handling of your credit–related information that is not our related to our failure to provide access to or to correct any credit–related information that we hold about, then you must first lodge your complaint with us using the details in the "How to contact us" section below and provide us with details of the incident so that we can review and/or investigate it.

Our procedure for investigating and dealing with complaints (other than those related to our failure to provide access to or to correct any credit–related information that we hold about you) is as follows:

complaints should be made in writing and submitted to us using the details under the "How to contact us" section below;

we will treat your complaint confidentially. Our representative will review your complaint and contact you within a reasonable time after receipt of your complaint to discuss your complaint and the options available to you to resolve it;

we will endeavour to make sure that your complaint is resolved within a reasonable time of receiving your complaint (and in any event within the time required by the Privacy Act, if applicable); and

if you are not satisfied with our handling of your complaint or our proposed resolution, you have a right to lodge a further complaint with the Office of the Australian Information Commissioner (for more information, please see www.oaic.gov.au).

Where your complaint relates to the correction of your credit–related information and the resolution of your complaint requires us to correct your information, we will inform each other credit provider and credit reporting body that we have previously disclosed your information to that that you have made a correction complaint in relation to that information and that we have corrected your information as a result of the outcome of that complaint. However, if it is impracticable or illegal for us to do so, we are not required by law to give this notification.

How to contact us

If you have any questions about this Credit Reporting Policy or if you have any concerns or a complaint regarding the treatment of your credit–related information, please use the contact form available through our website at www.fujixerox.com.au or contact our Privacy Officer using the details set out below.

Post:

Attention: Privacy Officer

Fuji Xerox Australia Pty Ltd

Locked Bag 2051

North Ryde NSW 2113

Email: privacyofficer@aus.fujixerox.com

Tel: 02 9856 5000 (for general enquires only. Please submit complaints in writing by using one of the methods indicated above).

Changes to our Credit Reporting Policy

We may change this Credit Reporting Policy from time to time, including in order to comply with any future amendments to the Privacy Act, the Credit Reporting Code or related laws or regulations. Any updated versions of this Credit Reporting Policy will be effective from the date of posting on our website at www.fujixerox.com.au.

We may disclose your personal information to our related bodies corporate and to various third party organisations. Except as permitted under the Privacy Act , we will only disclose your personal information for one of the purposes set out in this Privacy Policy.

These third party organisations include:

  • any third party organisations involved in our sales and support network, for example:
    • our authorised sales agents
    • our authorised dealers
    • our authorised service providers and subcontractors (for example, delivery services providers)
  • any third party organisations involved in our business processing functions, for example:
    • mail houses
    • payment processors
    • credit reporting bodies
    • debt collection providers
  • any third party organisations involved in the operation, hosting and management of our information technology infrastructure (including our website), for example:
    • web hosting providers
    • IT systems administrators
    • electronic network administrators
  • any third party professional advisors, for example, accountants, solicitors, business advisors and consultants
  • any third party organisations that perform advertising or marketing related services on our behalf, for example, advertising agencies and our authorised agents and dealers
  • suppliers and other third parties with whom we have commercial relationships for business related purposes
  • any third party organisation if we determine that it is reasonably necessary to:
    • comply with any law, rule, regulation, binding determination, decision or direction of a regulator or in co–operation with any governmental authority
    • protect any person from death or serious bodily injury
    • protect our rights
  • (in addition to the above examples) any other third party organisation expressly authorised by you

We may combine or share any personal information that we collect from you with personal information collected by any of our related bodies corporate or by any organisations within our authorised sales and support network.

We will not disclose any sensitive information to third parties, except to third party organisations that have authorised our collection of such information on their behalf, for example, our customers that have outsourced a business process function to us.

Section 8 – Consent

From time to time we may seek your consent to a particular proposed collection, handling, use and disclosure of your personal information. If we decide to bundle multiple requests for your consent, you may withhold your consent to any or all such requests.

If you have consented to a particular purpose for our use and disclosure of your personal information, then we may rely on your consent until you withdraw your consent or until we become aware of a material change of circumstances. You may withdraw your consent by contacting our representative to whom you originally gave your consent or by contacting our Privacy Officer via the details specified in Section 14 ‘How to contact us’ below.

Your refusal to, or withdrawal of, consent may affect our ability to provide (to the same standard or at all) products, services or communications to you and/or your organisation subject to the relevant consent.

Section 9 – Direct marketing materials

We may collect, hold, use and/or disclose your personal information (other than sensitive information) to send you direct marketing communications and information about our products and services that we consider may be of interest to you. These communications may be sent in various forms, including (without limitation) mail, SMS, fax and email, in accordance with applicable marketing laws.

At any time you may opt–out of receiving marketing communications from us by using the opt–out facilities specified in our direct marketing communications or by using the contact details in Section 14 ‘How to contact us’ below. We will then ensure that your details are removed from the relevant marketing contact list you have elected to opt–out of.

We do not provide your personal information to other organisations for the purposes of direct marketing.

Section 10 – Accessing and correcting personal information

With respect to any personal information we hold about you, you may request that we:

provide you with access to the personal information; and/or

amend personal information that you believe is inaccurate, outdated, incomplete, irrelevant or misleading.

We will take all reasonable steps to comply with such requests.

Requests for access or correction should be made by using the contact details specified in Section 14 ‘How to contact us’ below.

To enable us to review and respond to requests in a timely manner, your request should contain the following details (as a minimum):

  • your full legal name and contact telephone number
  • a description of the personal information you are requesting to access and/or correct
  • a date range of when you believe the personal information was supplied to us
  • any details of how the personal information was supplied to us originally (for example, when you completed an online competition entry form)
  • (where correction is required) details of the correction requested

We may contact you for additional information if required (for example, to clarify your request, to confirm your identity etc).

We will generally respond to requests for access or correction within 30 days. Our ability to do so will depend on the scope and clarity of your request, whether the personal information can be readily located and assembled and whether consultation with you or other parties is required. For example, if we hold personal information on behalf of a third party organisation that has outsourced a business process function to us then we will need to consult with that third party beforehand.

Where we hold personal information that you are entitled to access, we will try to provide you with suitable means of accessing it (for example, by email, by phone, in person, in hard copy or by providing access to an online record).

We will not charge you to make a request for access. We may however charge you for our reasonably incurred costs in complying with your request, including:

  • our staff costs for searching, locating and retrieving the requested personal information and deciding which personal information to provide
  • our staff costs for copying and giving access to the personal information
  • expenses we have incurred in giving access (for example postage costs)

To the extent practicable, we will advise you in advance prior to charging you in these circumstances and give you an indication of the likely amount.

We will not charge you to make a request for correction. If we are satisfied that the personal information requires correction, we will not charge you for correcting the personal information pursuant to your request.

There may be instances where we may refuse your request for access or correction. For example

  • we may need to refuse access if granting access would interfere with the privacy of others or if it would result in a breach of confidentiality
  • we may need to refuse a correction request if we are not satisfied that the personal information requires correction

If we refuse your request, we will give you a written notice setting out:

  • the reasons for the refusal (to the extent it is reasonable for us to do so) and
  • the steps that can be taken to lodge a complaint in respect of our refusal.

Section 11 – Personal information outside Australia

Your personal information may be disclosed to or accessed by our related bodies corporate and third party organisations (for example, service providers) located outside of Australia for some of the purposes specified in this Privacy Policy.

We may disclose your personal information in any of the following circumstances:

  • to an overseas recipient if we have taken reasonable steps (for example, entered into a contract) to ensure that the recipient entity does not breach our privacy obligations relating to your personal information;
  • to an overseas recipient that is subject to a law or binding scheme that is comparable to the Privacy Act (for example, privacy or data protection law, industry privacy scheme or code or binding corporate rules) and you have the ability to enforce the law or binding scheme; or
  • to an overseas recipient if we have received your express and informed consent before doing so.

Overseas recipients will be located in the EU, India, Japan, Malaysia, New Zealand, Philippines, Singapore, Thailand, the United States or in any country that we disclose to you beforehand. As is expected of a global marketplace, overseas recipients may store data in other countries.

We may also make your personal information accessible to our related bodies corporate and third party organisations located in the countries specified above or in other countries to handle or undertake a specific activity within our effective control (for example, IT or cloud storage service providers).

Section 12 – Internet security and third party websites

We take reasonable steps to ensure your personal information is protected from misuse and loss and from unauthorised access, modification or disclosure. We may hold your information in either electronic or hardcopy form. Personal information is destroyed or de–identified when no longer needed.

As our websites are linked to the internet, and the internet is inherently insecure, we cannot provide any assurance regarding the security of transmission of information communicated online and in particular cannot guarantee that the information will not be intercepted while being transmitted over the internet.

Our websites may contain links to other websites operated by third parties. We make no representations or warranties in relation to the privacy practices of any third party website and we are not responsible for the privacy policies or the content of any third party website. Third party websites are responsible for informing you about their own privacy practices.

Section 13 – Complaints about a breach of privacy

If you believe we have failed to comply with the Privacy Act or this Privacy Policy in relation to our handling of your personal information or sensitive information, then you must first lodge your complaint with us using the contact details in Section 14 ‘How to contact us’ below and follow the procedure specified below.

To enable us to review and respond to requests in a timely manner, your request should contain the following details (as a minimum):

  • your full legal name and contact telephone number
  • a description of the incident (including any relevant dates) so that we can review and/or investigate the complaint
  • a description of how you believe we have breached our obligations under the Privacy Act or this Privacy Policy

We may contact you for additional information if required (for example, to clarify your request, to confirm your identity etc).

Our procedure for investigating and dealing with complaints is as follows:

  • Complaints should be made no later than six (6) months from the date the incident occurred. We may consider later applications if there is an acceptable reason for the application not being lodged before.
  • If your complaint relates to personal information or sensitive information that we hold on behalf of a third party organisations (for example, on behalf of a customer that has outsourced a business process function to us) then we may forward your complaint to that third party organisation for consultation.
  • We will treat your complaint confidentially. Our representative will review your complaint and contact you within a reasonable time after receipt of your complaint to discuss your complaint and the options available to you to resolve it.
  • We will endeavour to ensure that your complaint is resolved within a reasonable time of receiving your complaint. Please allow up to 30 days before contacting us about your complaint.
  • As a final measure, you may take your complaint directly to the Office of the Australian Information Commissioner (for more information, please see www.oaic.gov.au).

Whistle Blower Policy – Exemplary compliance with the law and maintenance of high ethical standards are commitments that are a part of our core values. Our policy is available here and issues may be responded here.

Section 14 – How to contact us

To contact us regarding any request to access or correct personal information, any complaint regarding the treatment of your personal information or sensitive information or if you have any questions regarding this Privacy Policy, then you may contact our Privacy Officer by using use the web form available under the ‘Contact Us’ page of our website at www.fujixerox.com.au. To ensure your contact is directed to our Privacy Officer in a timely manner, please select ‘Privacy Issues’ under the category dropdown menu and complete the mandatory fields. Alternatively, you may contact our Privacy Officer using any of the methods specified below.

Post:

Attention: Privacy Officer

Fuji Xerox Australia Pty Ltd

Locked Bag 2051

North Ryde NSW 2113

Email: privacyofficer@aus.fujixerox.com

Tel: 02 9856 5000 (for general enquires only. Please submit access / correction requests and complaints in writing).

Tel: 13 14 12 (for customer enquiries including opt out requests).

Section 15 – Changes to our Privacy Policy

We may change this Privacy Policy from time to time, including in order to comply with any future amendments to the Privacy Act or related laws or regulations. Any updated versions of this Privacy Policy will be effective from the date of posting on our website at www.fujixerox.com.au.

This Privacy Policy was last updated on 14 May 2014.

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