PRIVACY POLICY

1. Information We Collect

Business Contact Information

  • Company name, ABN, and business address

  • Contact person’s name, title, and direct contact details

  • Business phone numbers and email addresses

  • Industry classification and company size

  • Cold-calling consent status and preferences

Usage and Preference Data

  • Website interactions and page views

  • Quote tool usage and user preferences

  • Service history and communication records

  • Equipment usage and maintenance data

  • Call interaction records and conversation summaries

Business Calling Data Collection

  • Call outcomes and conversation notes

  • Stated business needs and requirements

  • Appointment scheduling and follow-up preferences

  • Opt-out requests and communication preferences

  • Referral information and business relationships

Automatically Collected Information

  • IP addresses and browser information

  • Website navigation patterns

  • Device details and operating system

  • Cookies and similar tracking technologies

2. How We Use Your Information

Primary Purposes

  • Providing printer/copier leasing services

  • Processing quotes and managing contracts

  • Customer support and technical assistance

  • Account management and billing

Secondary Purposes

  • Service improvement and optimisation

  • Marketing relevant products and services

  • Industry research and trend analysis

  • Legal compliance and business operations

Communication

  • Service notifications and updates

  • Promotional offers and new product information

  • Industry insights and educational content

  • Customer satisfaction surveys

  • Outbound business development calls and follow-up

  • Appointment scheduling and consultation calls

  • Quote provision and service information

3. Information Sharing and Disclosure

We share information with:

  • Equipment manufacturers (Kyocera, HP, OKI) for warranty and support

  • Third-party service providers for installation and maintenance

  • Financial institutions for lease processing and approvals

  • Legal and accounting professionals as required

We do not sell, rent, or trade personal information to third parties for marketing purposes.

Required Disclosures

  • Legal compliance and regulatory requirements

  • Court orders and government investigations

  • Protection of rights, property, and safety

  • Business transfers or asset sales

4. Data Security and Protection

Security Measures

  • Encrypted data transmission (SSL/TLS)

  • Secure server hosting

  • Access controls and authentication

  • Regular security audits and updates

Data Retention

  • Business contact information: retained for 7 years after the relationship ends

  • Service records: retained for 5 years for warranty and compliance

  • Financial information: retained for 7 years per ATO requirements

  • Website analytics: retained for a maximum of 2 years

International Transfers

  • Cloud services may involve international data transfers

  • Appropriate safeguards are applied for overseas processing

  • EU GDPR compliance maintained for European contacts

5. Your Rights and Choices

Access and Correction

  • Request access to personal information held

  • Correct inaccurate or outdated information

  • Update contact preferences and communication settings

  • Request data portability in a machine-readable format

Marketing Communications

  • Opt out of promotional emails via the unsubscribe link

  • Contact us to be removed from phone marketing lists

  • Separate consent is required for SMS marketing

  • Update communication preferences at any time

Cold Calling Preferences

  • Request immediate removal from calling lists

  • Specify preferred contact times and communication methods

  • Access recorded call conversations

  • Request a callback at convenient times

  • Lodge complaints about calling practices

Complaints Process

  • Contact the Privacy Officer for concerns or complaints

  • Internal investigation completed within 30 days

  • Right to lodge a complaint with the Office of the Australian Information Commissioner (OAIC)

  • Independent dispute resolution available

6. Cookies and Tracking Technologies

Types of Cookies Used

  • Essential cookies for website functionality

  • Analytics cookies for usage statistics

  • Preference cookies for user settings

  • Marketing cookies for relevant advertising

Third-Party Services

  • Google Analytics for website performance

  • LinkedIn Pixel for business networking

  • Microsoft Advertising for relevant promotions

  • Industry databases for business verification

Cookie Management

  • Browser settings can control cookie acceptance

  • Opt-out tools are available for advertising cookies

  • Some cookies are essential for service delivery

  • Clear instructions are provided for cookie control

7. Children’s Privacy

Global Document Solutions provides B2B services only.
We do not knowingly collect information from individuals under 18 years of age.
If we become aware that such information has been collected, we will delete it immediately.

8. Updates to This Policy

This Privacy Policy may be updated to reflect changes in:

  • Legal requirements and regulations

  • Business practices and service offerings

  • Technology and security measures

  • Industry standards and best practices

Notification of Changes

  • Email notification to registered users

  • Website notification banner

  • Updated effective date clearly displayed

  • Material changes will require explicit consent

Australian Legal Compliance

Privacy Act 1988 Compliance

Australian Privacy Principles (APPs)

  • Open and transparent management of personal information

  • Anonymity and pseudonymity options where practicable

  • Collection limitations and notification requirements

  • Accuracy and security of personal information

Notifiable Data Breach Scheme

  • Immediate investigation of suspected data breaches

  • Notification to the OAIC within 72 hours if required

  • Direct notification to individuals where serious harm is likely

  • Documented and followed breach response procedures

Australian Consumer Law

Consumer Guarantees

  • Services provided with due care and skill

  • Fitness for the disclosed purpose

  • Delivery within a reasonable timeframe

  • Compliance with service descriptions and any provided samples

Unfair Contract Terms

  • Contract terms reviewed to ensure fairness and balance

  • Small business protections applied where relevant

  • Clear explanation of rights, obligations, and responsibilities

  • Access to alternative dispute resolution options

Competition and Consumer Act 2010

Misleading and Deceptive Conduct

  • All marketing claims are substantiated

  • Clear and prominent disclosure of limitations

  • Accurate representation of competitive comparisons

  • Performance claims supported by evidence

Telecommunications and AI Compliance

Spam Act 2003

  • Express consent required for commercial electronic messages

  • Clear identification of the sender and contact information

  • Functional and easy-to-use unsubscribe mechanism

  • Regular verification and updating of consent records

Do Not Call Register Act 2006

  • Compliance with the Australian Do Not Call Register

  • B2B exemption applied only to genuine business relationships

  • Respect for individual consumer opt-out requests

  • Regular register checking and list-cleaning procedures

Cold Calling Compliance

  • Clear identification of the caller and company

  • Truthful explanation of the call’s purpose

  • Respect for preferred callback times

  • Immediate honouring of do-not-call requests

  • Call recording conducted only with appropriate disclosure

Business Development Calling

  • Professional business-to-business outreach

  • Qualified lead generation and follow-up

  • Appointment scheduling and consultation calls

  • Provision of service information and quotes

  • Full compliance with Australian telemarketing regulations

Call Recording and Privacy

Call Recording Practices

  • Notification of call recording provided at the beginning of calls

  • Secure storage of recorded conversations

  • Access controls implemented to protect recorded materials

  • Retention period of 12 months for quality assurance purposes

  • Individuals have the right to access their recorded calls upon request

Consent Management

Consent Requirements and Processes

  • Express consent obtained prior to conducting marketing calls

  • Implied consent recognised through existing business relationships

  • Clear opt-out mechanisms provided during every call

  • Consent withdrawal honoured immediately

  • Consent status and communication preferences fully documented and maintained

Contact Information

Privacy Officer

  • Email: [email protected]

  • Phone: 0414 641 504

  • Post: 10a/18 Ferry Street, Nerang, QLD 4211

General Enquiries

  • Email: [email protected]

  • Phone: 0414 641 504

  • Business Hours: 8:00 AM – 5:00 PM, Monday to Friday

Complaints and Disputes

© 2025 Global Document Solutions. All rights reserved.
This document complies with Australian privacy laws, consumer protection regulations, and industry best practices for B2B service providers.
Legal review is recommended prior to implementation.