Privacy policy

Purpose & Scope

This Updated Privacy Policy outlines how Australian Moulding & Door Company Pty Ltd (“AMDC”, “we”, “us”, or “our”) collects, uses, discloses, stores, and protects personal information in accordance with the Privacy Act 1988 (Cth) and the Australian Privacy Principles (APPs).

This policy applies to:

  • employees (current and former)
  • job applicants
  • contractors and suppliers
  • delivery drivers
  • visitors to our facilities
  • customers (retail, trade, wholesale)
  • website users
  • anyone interacting with AMDC through digital platforms, in person or online

This policy covers all personal information collected through:

  • on-site sign-in systems
  • security footage
  • delivery and pickup records
  • website forms and portals
  • client and supplier onboarding
  • CRM, ERP and HR systems
  • email correspondence
  • job applications
  • digital marketing channels

Our Commitment to Privacy

AMDC is committed to protecting personal information and handling it responsibly.
We:

  • only collect information necessary for our business functions and safety obligations
  • store information securely
  • do not sell personal data
  • allow individuals to access and correct their information
  • destroy information when it is no longer required
  • comply with WHS, HR, safety and legal obligations

We recognise that contractors, visitors, delivery drivers, clients and employees have a right to privacy and transparency around how their information is used.

Legal Basis for Collection

We collect personal information under the following legal bases:

3.1 WHS Act & OHS Act (Victoria)

We are required to ensure the health and safety of workers and visitors.
This includes:

  • knowing who is on site at any time
  • keeping records of site attendance
  • contact tracing in emergencies
  • incident reporting and hazard management

Privacy Act 1988

We follow the 13 Australian Privacy Principles, including requirements for:

  • transparency
  • data minimisation
  • confidentiality
  • disclosure restrictions
  • access rights
  • destruction of data

Fair Work Act

We collect information to manage employment relationships, payroll, leave entitlements and compliance obligations.

Contractual Obligations

We collect information to fulfil contracts with:

  • wholesale partners
  • trade accounts
  • suppliers and contractors

Information We Collect

We collect different types of information depending on your relationship with AMDC.

General Visitors

  • name
  • company (if applicable)
  • phone/email
  • sign-in and sign-out times
  • host contact name
  • declaration of WHS acknowledgement

Contractors

  • full name
  • company
  • phone/email
  • trade qualifications (as needed)
  • white card verification
  • SWMS documentation
  • insurance certificates
  • emergency contact details
  • site access permissions
  • sign-in and sign-out times
  • vehicle registration

Delivery Drivers

  • name
  • company
  • truck or vehicle registration
  • delivery type
  • sign-in and sign-out times

Customers & Trade Accounts

  • name
  • email/phone
  • billing and delivery addresses
  • ABN and company information
  • account history and order records
  • payment and credit terms
  • CRM interactions

Employees & Applicants

  • contact details
  • payroll information
  • superannuation details
  • emergency contacts
  • qualifications and experience
  • medical disclosures (where required for WHS)
  • performance and training records 

Website Users

When you visit any AMDC website, we may collect:

  • IP address
  • browser device information
  • usage analytics
  • cookies
  • session data
  • pages visited

You may choose to provide personal information through:

  • enquiry forms
  • account registration
  • payment gateways
  • downloadable resources

How We Collect Information

We collect information through:

  • digital sign-in forms
  • the “Trade & Wholesale Portal”
  • client onboarding documents
  • CRM and sales software
  • ERP (MYOB Advanced / Acumatica)
  • email and correspondence
  • phone calls
  • job applications
  • in-person interactions
  • online forms
  • site CCTV

Where reasonable, we collect information directly from the individual.
In some cases, information may come from:

  • employer (for contractors)
  • wholesale partners
  • third party delivery agents
  • publicly available sources
  • government databases (licensing or ASIC records)

Why We Collect Information (Purpose of Collection)

We collect personal information for the following reasons:

Safety & Compliance

To meet WHS obligations, including:

  • knowing who is on site
  • evacuation management
  • incident investigation
  • hazard reporting
  • contact tracing during emergencies

Employment Administration

  • payroll and HR management
  • training and qualifications management
  • leave and performance records

Sales & Delivery

  • fulfil orders
  • provide quotes
  • account management
  • customer support

Contractor Management

  • verify competency
  • confirm insurance and licensing
  • manage site access and activities
  • maintain sign-in and sign-out history

Legal Requirements

We may be required to disclose information to:

  • WorkSafe Victoria
  • Fair Work Ombudsman
  • Emergency services
  • Government authorities

Use & Disclosure of Personal Information

We will not sell or rent personal information.

We may disclose personal information to:

  • internal staff with a legitimate safety or business need
  • delivery partners
  • service providers (e.g., cloud hosting, IT support)
  • auditors and insurers
  • legal advisers
  • regulatory authorities (if required by law)

We may disclose information overseas where:

  • data is hosted on cloud systems
  • technical support services are offshore

In these circumstances, we take steps to ensure compliance with APPs.

Storage & Security

We protect information by:

  • secure cloud storage
  • access controls and authentication
  • password protections
  • regular system audits
  • encrypted backups
  • restricting access to authorised personnel
  • mandatory confidentiality obligations

Systems include:

  • MYOB Advanced / Acumatica
  • SharePoint (The Hub)
  • Formidable Forms database
  • Email archive system
  • Secure server environments

Data Retention & Destruction

Personal information is stored for only as long as necessary to fulfil:

  • safety obligations
  • legal requirements
  • operational needs

Specific retention periods are detailed in the Data Retention & Destruction Schedule.

When information is no longer required, it will be destroyed by:

  • secure deletion
  • anonymisation
  • shredding (for physical records)
  • archive for regulatory minimum and then destruction

Access & Correction

Individuals have the right to:

  • request access to their information
  • request correction of inaccurate information
  • request deletion (where legally permitted)

Requests should be sent to:

privacy@australianmoulding.com.au

We will respond within 30 days.

Complaints

If you believe we have breached the Australian Privacy Principles:

  1. Contact AMDC first:
    privacy@australianmoulding.com.au
  2. If unresolved, you can escalate to:
    Office of the Australian Information Commissioner (OAIC)
    www.oaic.gov.au
    Phone: 1300 363 992     

Changes to This Policy

We may update this policy to reflect:

  • changes to legislation
  • operational practices
  • organisational changes

The most current version will always be available on our website. 

Contact

For any privacy enquiries, contact:

Privacy Officer
Australian Moulding & Door Company Pty Ltd
863 Mountain Highway
Bayswater VIC 3153
Email: privacy@australianmoulding.com.au