Privacy Policy

1. About this policy

This Privacy Policy explains how Promotion Products ("we", "us", "our") collects, uses, stores, discloses and protects your personal information. It applies to our website at promotionproducts.com.au (the "Website") and to all dealings we have with you as a customer, supplier, prospect or website visitor.

We are bound by the Privacy Act 1988 (Cth) (the "Privacy Act") and the Australian Privacy Principles ("APPs"). This policy is intended to meet our obligations under APP 1.

By using our Website or providing us with your personal information, you agree to the collection, use and disclosure of that information as described in this policy.

2. What personal information we collect

We collect personal information that is reasonably necessary for our business functions. The kinds of information we collect include:

• Contact and identity details — your name, business name, job title, email address, phone number, and postal or delivery address.
• Order and transaction details — products ordered, quantities, artwork and logo files, decoration requirements, delivery instructions, quotes, invoices and payment records. We do not store full credit card details; card payments are processed by our third-party payment provider.
• Communications — records of your enquiries, emails, live chat messages, phone calls (which may be recorded), and correspondence with our sales and support teams.
• Website and technical data — IP address, browser type, device information, pages visited, referring URLs, and how you interact with our Website (collected via cookies and analytics tools — see section 6).
• Marketing data — your preferences, engagement with our emails, and whether you have opted in or out of marketing communications.

We generally do not collect sensitive information (such as health, racial or religious information). If we ever need to, we will only do so with your consent or where permitted by law.

3. How we collect personal information

We collect personal information:

• Directly from you — when you request a quote, place an order, fill in a form, subscribe to marketing, use live chat, call us, or otherwise communicate with us.
• Automatically — when you visit our Website, through cookies, analytics and tracking technologies (see section 6).
• From third parties — such as your employer or colleagues (where they provide your details for an order), publicly available business sources, and our technology providers.

Where it is reasonable and practicable, we will collect personal information directly from you.

4. Why we collect, hold and use your information

We collect, hold and use personal information to:

• provide quotes, process orders, and deliver products and services;
• communicate with you about orders, proofs, approvals and enquiries;
• manage our customer relationships and provide account management;
• send marketing communications where you have consented or where otherwise permitted (see section 7);
• improve our Website, products and services, including analytics and user-experience testing;
• maintain our records and meet our legal, accounting and regulatory obligations;
• prevent fraud and protect the security of our systems.

If you do not provide the personal information we request, we may not be able to provide you with a quote, process your order, or respond to your enquiry.

5. How we hold and secure your information

We hold personal information in our customer relationship management (CRM) system and other secure business systems. We take reasonable steps — including technical and organisational measures — to protect personal information from misuse, interference, loss, and unauthorised access, modification or disclosure.

These measures include access controls, authentication, secure hosting, and staff confidentiality obligations. Like all organisations that hold personal information, we cannot guarantee absolute security. However, we are committed to taking all reasonable steps to protect your data, consistent with our obligations under the Privacy Act.

We will retain personal information only for as long as it is needed for the purposes described in this policy, or as required by law. When it is no longer required, we will take reasonable steps to destroy or de-identify it.

6. Cookies, analytics and tracking technologies

Our Website uses cookies and similar technologies to function properly, remember your preferences, understand how the Website is used, and improve your experience. The tools we use include:

• Analytics tools — measure Website traffic and usage patterns to help us understand how visitors use the Website. These providers may process this data on our behalf.
• CRM and marketing tools — use cookies to track Website activity, associate it with your contact record, and help us tailor our communications.
• Website testing and personalisation tools — used to run experiments and improve the usability and conversion of our Website.
• Advertising and remarketing tools — used to measure the effectiveness of our advertising and to show you relevant ads on other websites and platforms. These tools may collect information about your visits to our Website and share it with advertising platforms. You can manage your ad preferences through those platforms or your browser settings.

You can control or disable cookies through your browser settings. Blocking some cookies may affect how the Website functions. Where required, we will seek your consent before setting non-essential cookies and give you the option to manage your preferences.

7. Marketing communications

Where permitted, we may send you marketing communications about our products, offers and updates. We comply with the Spam Act 2003 (Cth). You can opt out at any time by using the unsubscribe link in our emails or by contacting us (see section 12). We will action opt-out requests promptly.

8. Disclosure of your information

We may disclose your personal information to:

• Our staff and related personnel who need it to perform their roles;
• Service providers and contractors who help us operate our business — for example, our CRM, marketing, analytics, accounting, payment, freight, printing and IT providers;
• Suppliers where necessary to fulfil your order (for example, decoration or delivery details);
• AI-powered tools provided by third parties (such as large language model providers) that assist us with tasks like summarising enquiries and supporting our sales processes. These providers process information on our behalf under contractual confidentiality obligations and do not use it to train their models;
• Advertising platforms, where we use information (such as hashed email addresses) to deliver or measure relevant advertising;
• Professional advisers, such as our lawyers and accountants;
• Government, regulatory or law enforcement bodies where required or authorised by law.

We do not sell your personal information, or disclose it to any other parties, unless legally required to do so.

9. Overseas disclosure

Some of our service providers store or process personal information outside Australia. In particular, our CRM, marketing and analytics providers may store data on servers located in the United States and other countries.

Before disclosing personal information overseas, we take reasonable steps to ensure the recipient handles it in accordance with the APPs, or we rely on an applicable exception under the Privacy Act.

10. Automated decision-making

We use software and automated tools to help us run our business — for example, to score, segment and prioritise business accounts, route enquiries, and support our sales and marketing activities.

These tools support our internal commercial decisions and do not, on their own, make decisions that produce legal or similarly significant effects on you as an individual. Where we use personal information in automated processes, a member of our team remains involved in any decision that materially affects you. If you have questions about how automated tools are used in relation to your information, you can contact us using the details in section 12.

11. Accessing and correcting your information

You may request access to the personal information we hold about you, and ask us to correct it if it is inaccurate, out of date, incomplete, irrelevant or misleading. To make a request, contact us using the details in section 12.

We will respond within a reasonable period. We may need to verify your identity before providing access. In limited circumstances we may decline a request as permitted by the Privacy Act, in which case we will explain why in writing.

12. Contact us and complaints

If you have a question about this policy, wish to access or correct your information, or want to make a privacy complaint, please contact us:

Promotion Products Email: sales@promotionproducts.com.au Phone: 1300303717 Address: Shop 6B/1-5 Queens Rd 4053, Australia ABN: 67 108 269 585

We will acknowledge your complaint and respond within a reasonable period. If you are not satisfied with our response, you may contact the Office of the Australian Information Commissioner (OAIC) at oaic.gov.au or on 1300 363 992.

13. Changes to this policy

We may update this policy from time to time to reflect changes in our practices or legal obligations. The current version will always be available on our Website. We encourage you to review it periodically.