Hunter Valley Coal Chain Privacy & Confidentiality Policy

Overview

The Hunter Valley Coal Chain Logistics Team (HVCCLT) understands that users of this website are concerned about the privacy, confidentiality and security of any Information that may be provided to HVCCLT or its Associates. The following explains how HVCCLT will manage, use, disclose, store, and dispose of Information collected by us through our website.

1. When do we collect your Information?

We will only collect your information where and when it relates to the provision of services by us to you and the performance of our business activities. In general the primary purposes for which we collect your Information include:

(a) performance of our business activities being to run our 24-hour, 7 day per week logistics planning service;
(b) facilitating the timely delivery of the logistics services which we provide to you;
(c) providing you with Information about logistics planning and coal chain performance in the Hunter Valley;
(d) contacting you about coal chain capacity issues;
(e) modelling the adequacy of coal chain infrastructure and develop integrated capital investment plan; and
(f) facilitating a logistics request authorised by you.

2. How do we collect Information?

The Information we collect is obtained from the data included in Information you provide directly to us or consent to be provided to us from a third party or obtained through our website browser.

3. What kind of Personal Information do we collect?

This Privacy & Confidentiality Policy outlines our commitment to you in accordance with the Privacy Act 1988 (Cth). The Personal Information that we are most likely to hold is your name and contact information. We may also hold non-personal Information relating to your logistics requirements for the export of coal through the Port of Newcastle.

4. When is Information collected from our website?

You can browse through our website without registering any of Information belonging to you. Our web site collects Information about you only when you complete a form on the web site and forward it to us or enter your password to access a restricted access area. When you visit our website, our server may log the following Information provided by your browser:

(a) your confidential access password;

(b) your email address; and

Your use of this website will determine the amount and type of Information that we collect about you. You agree that the webmaster and administrators of this website have the right to collect this Information.

5. Use of Information

When you provide us with Information we will only use it for the purpose for which you provided it. You agree to Information provided by you being used for the purpose for which you provided it being to facilitate the performance by HVCCLT of our business activities.

You agree that HVCCLT and each of its Associates have a royalty free licence to use and apply and disclose any information you have entered onto the HVCCLT website for the purpose for which it was disclosed to HVCCLT.

HVCCLT reserves the right to use or disclose any Information as needed to satisfy any law, regulation or legal request or to co-operate in any law enforcement investigation.

6. Disclosure of Information

We may disclose Information for the purposes it was collected and may disclose the Information to:

(a) any Representatives of HVCCLT and any Associates of HVCCLT for the purposes of coordinating vessel berthing, stockpile layouts and train sequencing so as to fulfil customer orders in the shortest possible timeframe;

(b) transport providers in the Hunter Valley Coal Chain for the purposes of facilitating the timely delivery of the services which we provide to you provided that unless you consent otherwise, this Information will only be disclosed on a non-identifying basis;

(c) coal producers in the Hunter Valley Coal Chain for the purposes of providing Information about logistics planning in the Hunter Valley provided that unless you consent otherwise, this Information will only be disclosed on an aggregate basis. Aggregate information includes but is not limited to information for specific geographic regions. Notwithstanding the foregoing, you acknowledge and agree that information contained in the aggregate information of customers may in conjunction with other information identify particular information applicable to you and other customers;

(d) coal exporters in the Hunter Valley Coal Chain for the purposes of providing Information about logistics planning in the Hunter Valley provided that unless you consent otherwise, this Information will only be disclosed on an aggregate basis. Aggregate information includes but is not limited to information for specific geographic regions. Notwithstanding the foregoing, you acknowledge and agree that information contained in the aggregate information of customers may in conjunction with other information identify particular information applicable to you and other customers;

(e) contractors or service entities who are engaged specifically to assist us with our business activities. We will only disclose Information to these entities so they can provide the services we have contracted out to them. All contractors and service entities will be contractually bound to keep all personal Information confidential.

HVCCLT does not sell Information to any third parties. Your name and address details will not be added to a mailing list without your consent.

7. Cookies and IP address

When you visit our website, our server may log the following non Personal Information provided by your browser:

(a) the type of browser and operating system you are using and the previous site you visited;

(b) your server’s IP address (a number which is unique to the machine through which you are connected to the Internet - usually one of your service provider’s machines);

(c) a feature of your browser called a ‘cookie” to assign a user ID used to improve your viewing pleasure. We do not use “cookies” for any purpose other than to store the sites and databases a user has selected. Most browsers are initially set up to accept “cookies”. If you would prefer you can set yours to refuse “cookies” or to alert you when ‘cookies” are being sent. However it is possible some parts of the site will not function properly if you do so; and

(d) the date and time of your visit, which parts of our web site you visited, and any documents you downloaded.

You agree that the webmaster and administrators of this website have the right to record this Information. We only use information collected by our server to generate statistics and analyse site activity.

8. Email Address

HVCCLT may maintain your email address together with other business contact details on its database.

HVCCLT may use your email address to provide you with information in relation to weekly coal chain capacity forecasts, major maintenance events, performance reports, newsletters and conference papers. Your e-mail address may also be used for confirming your registration details and password (and for sending new passwords should you forget your current one).

If you wish to discontinue email communication with HVCCLT, please immediately advise us by contacting the Webmaster by email at peta.pavitt@hvcclt.com.au and placing REMOVE in the Subject Line. Until we receive an email from you instructing otherwise, we will assume that you wish to continue receiving regular email communications from HVCCLT.

9. Keeping Information up to date

Information may be kept by us until it is outdated or no longer required after which time it will be destroyed. If the Information we hold changes, please contact us so that we may update the Information. We may also make contact from time to time to confirm the Information we hold is still correct.

10. Storage of Information

We store Information in electronic or hard copy form (or both) in either lockable storerooms or, in the case of electronic information, by password protection. In both cases only authorised employees and contracted personnel trained in the proper and lawful handling of such information are able to access that Information. HVCCLT employees and Associates follow generally accepted prudent standards of technology and operational security. Please note that, despite the high level of security installed on our web site, we cannot guarantee that any e-mail is secure.

11. Security

This website uses encryption for secure transmission of personal Information over the Internet. You should recognize that there are risks in transmitting Information across the Internet. Please note that, despite the high level of security installed on our web site, we cannot guarantee that any Information transmitted by internet is secure. Accordingly, any Information transmitted across the Internet is at your own risk.

12. Amendments to Privacy & Confidentiality Policy

HVCCLT may unilaterally vary this Privacy & Confidentiality Policy from time to time by publishing the varied Privacy & Confidentiality Policy on this website. You accept that HVCCLT has the right to do this without further notice.

13. Definitions

In this Privacy & Confidentiality Policy:

“Associate” includes each joint venture participant in HVCCLT under the HVCCLT memorandum of understanding dated 5 July 2004, each person or entity who becomes a party to the HVCCLT memorandum of understanding dated 5 July 2004 and each Related Bodies Corporate and Representative of each of those entities.

“Confidential Information” means all information of a confidential and proprietary nature. This includes information you provide directly to HVCCLT or consent to be provided to HVCCLT from a third party or is obtained through HVCCLT’s website browser by or on behalf of customers or comes into the possession of HVCCLT or any of its Associates through a customer’s use of the HVCCLT website.

“Information” means Personal Information and Confidential Information which from time to time is disclosed to HVCCLT or any of its Associates.

“Personal Information” has the meaning given in the Privacy Act 1998 (Cth).

“Related Bodies Corporate” means a Related Bodies Corporate or an Associate within the meaning given in the Corporations Act 2001 (Cth).

“Representative” means an employee, agent, officer, director, adviser, partner, contractor or subcontractor of a party.

14. Contacting us and accessing your Information

If you have any query or complaint in relation to this Privacy & Confidentiality Policy or the way we collect, use, disclose or store your Information, or you would like to gain access to the Information we have collected about you please contact:

The Privacy Officer
Hunter Valley Coal Chain Logistics Team
peta.pavitt@hvcclt.com.au