Privacy Policy

This is our privacy policy for the purposes of the Privacy Act 1988 (Cth) and the New Zealand Privacy Act 2020 (as applicable depending on the jurisdiction you are located in). It also explains how we meet the Spam Act 2003 (Cth) and, in New Zealand, the Unsolicited Electronic Messages Act 2007 when we send or display marketing.

If you are located in Australia, the entity that will primarily collect and deal with your personal information is MachShip Australia Pty Ltd.

If you are located in New Zealand, the entity that will primarily collect and deal with your personal information is MachShip New Zealand Limited.

This policy is subject to change by us from time to time. Any such change shall be uploaded to our website, so you should re-check this policy periodically. We will update the effective date at the top of this policy whenever we change it.

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Our two roles: technology provider and marketer in our own right

MachShip handles personal information in two different capacities. Which one applies depends on how you deal with us.

• As a technology provider to our customers. Our customers include retailers, merchants, wholesalers, distributors and logistics providers (Merchants) who use the MachShip platform to quote, book, track and manage freight and to communicate with the people they ship to (Recipients). When we handle Recipient information to deliver these services, including branded tracking pages and notifications, we do so to provide the Merchant’s service, under our contract with the Merchant and on its instructions. The Merchant decides what Recipient information it shares with us, whether branded tracking is used and whether any marketing appears on it. The Merchant’s own privacy policy also applies, and we encourage you to read it.
• In our own right. We collect and use personal information for our own purposes when we deal with our business customers and prospective customers, platform users, carriers and other business partners, job applicants and visitors to machship.com. This includes when we market MachShip’s own products and services to them. We also keep logs of preferences made about our services by Merchants and Recipients, which we may use to protect, secure and improve our services, and to protect our rights and interests.

We are responsible under the Privacy Act for all personal information we hold, in either role. We do not use Recipient information to market MachShip’s own products or services to Recipients, and we do not sell Recipient information.

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Collection

Where you deal with us directly (for example, as a customer, platform user or website visitor), we usually collect information directly from you. This may be through information submitted to our website, information obtained during interaction with our website, correspondence, e-mail, in person or by telephone, or other information collected when we provide goods or services to you. We may also obtain information about you from third parties such as Merchants, previous providers and credit references, to provide our services.

Personal information held by us may include things such as your name, date of birth, current and previous addresses, telephone (including fax) or mobile phone number, e-mail address, ABN, bank account or credit card details, your username or password. We may also hold details of products or services that you have purchased from us and your marketing communication preferences.

You might also need to provide personal information about other individuals to us (e.g. about your authorised representatives). If so, we rely on you to inform those individuals that you are providing their personal information to us and to advise them about this statement.

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Information about shipment recipients

If you are receiving a delivery from a Merchant that uses MachShip, we usually do not collect your personal information from you. Instead, we receive it from the Merchant (or a broker or reseller servicing the Merchant) when your consignment is booked on our platform, and from the carriers that deliver it. This information may include:

• your name, delivery address and any delivery instructions;
• your email address and mobile phone number;
• your order and consignment references and tracking number;
• details of the items being shipped, such as descriptions, quantities, weight, dimensions and value;
• if the Merchant turns on personalised marketing, details of your previous orders with that Merchant (see “Marketing on tracking pages and notifications” below); and
• delivery status and tracking events, estimated delivery times and proof-of-delivery information (such as a signature or photo, where the carrier provides it).

When you open a tracking page or interact with a tracking notification, we also collect information about that interaction, such as your device and browser type, IP address, the pages you view and the links you click.

Merchants are responsible for telling you that they share your information with delivery and technology providers such as MachShip, and for getting any consent the law requires. Our agreements with Merchants require them to obtain that consent, keep records of it, produce those records to us on request and tell us promptly when consent is withdrawn. Each tracking page and notification links to this policy.

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How we collect your information

We may collect your information in a number of ways, including:

• directly from you (such as by email, post, facsimile, face to face, over the phone or through our reseller channel, including wholesalers and partners; and where you provide information to us when you visit our website, complete an order form or agreement for one of our services, create a user account for any of our services, or contact us with a query or request);
• from third parties such as our related entities, service providers, business partners, credit reporting bodies, other customers, or your representatives;
• from Merchants who use our platform, about the Recipients of their shipments, and from carriers about the progress and delivery of those shipments;
• from publicly available sources of information;
• from our records of how you use our products or services;
• when legally authorised or required to do so;
• from other third parties; or
• from any person who you have given permission to act on your behalf or to share with us personal information they hold about you.

If you choose not to provide certain information about you, we may not be able to provide you with the products or services you require, or the level of service on which we pride ourselves.

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Purpose of Collection

Information may be collected to provide you with our goods and services and the ongoing provision of goods or services. We may provide information to other contractors or agents to take actions or make enquires in relation to our or your requirements.

In relation to individuals acting as service providers, contractors or agents, we may use your information to access or use services provided by you or an organization for which you work.

We may use your information to send you information about our activities or developments that we believe may be of interest to you. How and when we do this is explained in “Direct marketing and your choices” below.

We may also use your information for any of the purposes set out in the section below, or for any other purpose notified to you when we collect your information.

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Use and Disclosure of Information

We use and disclose your information for the primary purpose for which you have provided the information. In addition to the use and disclosure of information outlined above and under ‘Purpose of Collection’, we also use and disclose information for purposes ancillary and consequential to the primary purpose of collection such as invoicing, related correspondence and file management. To this end, we may use the services of agents, service providers or contractors and may disclose your information to them for such purposes.

Purposes for which we may use or disclose your information also include:

• the purpose for which it was collected;
• to maintain and improve the functionality of a website, to provide better service to website visitors and users;
• the compilation and analysis of statistics and trends, the provision of information relating to the content available on that website or and any ecommerce transactions conducted via that website;
• to fulfil obligations in respect of any sale and purchase contract and/or any other contract between you and us;
• to comply with applicable laws;
• to send you any technical, administrative or legal notices;
• to provide you with information about your transactions (including uploading of, access to, and receipt of, content on a website and purchase transactions undertaken on a website), content, services and products;
• to send our business customers, prospective customers and platform users’ information about MachShip’s own products, services, events and offers by email, phone, post or electronic message, as described in “Direct marketing and your choices” below;
• to provide branded tracking pages and delivery notifications to Recipients on behalf of Merchants;
• where a Merchant has turned it on and confirmed the Recipient’s opt-in consent, to display that Merchant’s marketing (which may be personalised) on its branded tracking pages and notifications, as described in “Marketing on tracking pages and notifications” below;
• to maintain and manage our relationship with you;
• dealing with enquiries;
• billing and debt-recovery functions;
• running MachShip’s own special offers and competitions for business customers;
• changes (or potential changes) to our business structure or ownership;
• market research and surveys.

At your request or according to our requirements or the requirements of law, we may disclose your information to organisations such as:

• your authorised representatives;
• credit-reporting and fraud-checking agencies;
• credit providers (for credit related purposes such as creditworthiness, credit rating, credit provision and financing);
• for Recipient information, the Merchant that sent your shipment and the carriers engaged to deliver it;
• our partners;
• other suppliers, including service providers that help us run our business and platform (such as hosting, messaging, analytics and support providers);
• our related companies;
• our professional advisers, including our accountants, auditors and lawyers;
• government and regulatory authorities and other organisations, as required or authorised by law; and
• organisations who manage our business and corporate strategies, including those involved in a transfer/sale of all or part of our assets or business.

We may also disclose your personal information to law enforcement and national security agencies, to other government and regulatory authorities, or to any other third parties as required or authorised by law. We do not sell personal information.

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Branded Tracking Pages and Notifications

Many Merchants use MachShip to give their customers a branded tracking page and delivery notifications that carry the Merchant’s name and branding (branded tracking).

MachShip runs branded tracking as a technology provider for the Merchant.

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How we use Recipient information for branded tracking

We use the information we receive from the Merchant and carriers to:

• create a tracking page for your consignment, reached through a unique link, showing the Merchant’s branding, the status and tracking history of your delivery, the estimated delivery time and delivery details;
• send delivery notifications by email and/or SMS on the Merchant’s behalf (for example dispatched, in transit, out for delivery, delivered, delayed or exception notices). Each notification identifies the Merchant;
• let you manage your delivery where the Merchant offers this (for example adding delivery instructions or starting a return); and
• check that notifications were delivered and opened and how tracking pages are used, so we can run, secure and improve the service and give the Merchant aggregated performance reporting.

We provide factual delivery notifications and tracking information independently of your marketing preferences. If you have not consented to marketing, or have withdrawn that consent, we provide these services without marketing in the notifications or on the linked tracking pages. Where a notification contains marketing or links to a tracking page displaying marketing, we apply the consent, sender identification and unsubscribe requirements described below. Opting out of marketing does not prevent you from receiving factual delivery updates or accessing tracking information.

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Marketing on Branded Tracking Pages and notifications

Some Merchants choose to show their own marketing on their branded tracking pages and notifications, such as product recommendations, videos, sales offers or branded content. We apply these rules:

• Consent first. Marketing only appears where the Merchant has confirmed that you have given affirmative, opt-in consent covering the relevant marketing communications, including delivery notifications by email or SMS, as applicable, and marketing displayed on linked tracking pages. Where we use your personal information to personalise marketing, the Merchant must also have obtained any consent required for that use. If your consent has not been confirmed, is unknown or has been withdrawn, your tracking page and notifications contain tracking information only. We do not treat a purchase, or accepting the Merchant’s terms, as marketing consent.
• It is the Merchant’s marketing. Marketing on a branded tracking page or notification is the Merchant’s marketing, shown by MachShip on the Merchant’s behalf. It identifies the Merchant and how to contact it.
• Personalised marketing. If the Merchant turns on personalisation, we use some of your information to choose or tailor the marketing content you see. This may include: the items in your current order and previous orders with that Merchant; order value and dates; your delivery suburb, postcode and state; your delivery status and timing; and how you interact with that Merchant’s tracking pages and notifications (such as links clicked and device type). We only use information from your dealings with a Merchant to personalise and customise that Merchant’s marketing. We do not combine Recipient information across different Merchants, and we do not use precise location (such as GPS) to personalise marketing.
• Generic marketing. If the Merchant has not turned on personalisation, any marketing you see (where you have consented) is generic. It is the same content shown to all of that Merchant’s Recipients, chosen without using your personal information.
• Every marketing message includes an opt-out. Every tracking page displaying marketing includes a clear way to opt out. Every email or SMS notification that contains marketing, or links to a tracking page displaying marketing, identifies the Merchant that authorised it, provides its contact details and includes clear unsubscribe instructions. The contact details remain accurate, and the unsubscribe facility remains functional, for at least 30 days after the notification is sent. Unsubscribing does not require payment of a fee, additional personal information, or creating or logging into an account. We action unsubscribe requests within 5 working days.
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Third-party advertising and tracking technologies on tracking pages

No third-party advertising. Tracking pages and notifications only show the Merchant’s own marketing. We do not display advertising for other organisations (including affiliates or advertising networks), and we do not disclose Recipient information to advertisers or advertising platforms.

Tracking technologies. We do not place third-party advertising cookies, pixels or tags on tracking pages.

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Direct marketing and your choices

MachShip’s own marketing

We send marketing about MachShip’s own products, services and events to business customers, prospective customers and platform users. We only send commercial content electronic messages (such as email and SMS) where we have your consent. That means either express consent, or consent that can reasonably be inferred from our existing business relationship, as the Spam Act allows. Every marketing email or SMS from us identifies MachShip, includes our contact details and contains a free, working unsubscribe option that stays active for at least 30 days after the message is sent. We action unsubscribe requests within 5 working days.

As noted above, we do not use Recipient information to market MachShip’s own products and services to Recipients.

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Opting out of marketing on tracking pages and notifications

If you are a Recipient, you can control marketing on branded tracking pages and notifications at any time. It is free, and you do not need to log in or create an account:

• Stop all marketing on tracking pages and notifications: use the “Manage Your Preferences “ link on the tracking page or follow the unsubscribe instructions in any email or SMS notification that contains marketing or links to a tracking page displaying marketing. We will stop showing that Merchant’s marketing on your tracking pages, stop sending you notifications that contain marketing or link to a tracking page displaying marketing, and tell the Merchant so it can update its records.

Your choice applies to that Merchant only, and to all your future shipments from that Merchant, not just the current delivery. It does not change marketing from other Merchants you have separately consented to. It takes effect whether you tell us or the Merchant, and a later update of your details from the Merchant does not override it. Changes take effect on tracking pages immediately. We action unsubscribe requests for email and SMS marketing within 5 working days. Your factual delivery notifications and tracking information will continue, without marketing content included.

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Asking us to stop using your information for direct marketing

You can also ask us at any time to stop using or disclosing your personal information for direct marketing, including marketing we display or send on behalf of a Merchant or another organisation. Use the unsubscribe or preferences links or contact us using the details below. We will:

• stop using and disclosing your personal information for direct marketing by us, and for helping other organisations with their direct marketing, within a reasonable time (we aim to do this within 5 working days);
• do this free of charge;
• keep a record of your request so that we continue to honour it; and
• if you ask, tell you where we got your information (usually the Merchant that sent your shipment), unless that is impracticable or unreasonable.

Opting out of marketing does not stop factual delivery notifications or tracking information about deliveries you are expecting. It also does not stop service, administrative and legal notices to customers and platform users.

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Product analytics

We use product analytics services to understand how our customers and users’ access, navigate and use our platform, products and services. These services help us measure feature usage, understand user behaviour and trends, diagnose technical issues, and monitor performance.

We use the analytics information we collect to maintain, develop, improve and optimise our platform, products and services, and to inform our product decisions. The information collected through these services may include device, browser and usage information and, in some cases, information that identifies you (such as a user or account identifier).

To provide these analytics services, we use third-party product analytics providers, including Amplitude, Inc. (‘Amplitude’). We may disclose personal information to these providers so that they can process it on our behalf for the purposes described above. Amplitude is located in the United States, and personal information disclosed to it is likely to be accessed, processed or stored in the United States.

When we engage product analytics and other service providers, we implement contractual and technical safeguards designed to protect your personal information. These include data processing terms that limit how providers may use the information and require them to protect it, restricting the information shared to what is reasonably necessary, and applying technical and organisational measures such as access controls and encryption in transit. We take reasonable steps to ensure that overseas recipients handle your personal information consistently with the Australian Privacy Principles (and, where applicable, the New Zealand Privacy Act 2020).

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Cookies and similar technologies

We use cookies, pixels and similar technologies on machship.com to operate and secure our website, understand its use, improve our services and measure and target our advertising. This section covers machship.com. Tracking pages are covered under “Branded Tracking pages and notifications” above.

These technologies collect information about your visit, including your IP address, pages viewed and identifiers associated with your browser or device. This information may be personal information, including where it can be combined with other information to identify you.

We use providers of hosting, security, analytics, advertising, live chat and enquiry management services. These providers may receive information directly from your browser or device or through us. Our Provider list (below) identifies the providers we use for hosting, analytics, advertising, messaging and support, their purposes, the information they receive and the likely overseas recipient countries. The list forms part of this privacy policy and is updated as our provider’s change.

For advertising, we use information about your visit to measure advertising effectiveness and show you MachShip advertising on other websites and platforms. Advertising providers may match this information with information they already hold about you. Advertising tracking operates unless you turn it off through our website controls. You can do this at any time through privacy choices. We ask for your choice when you first visit our website. If you have not made a choice, we may ask again every 30 days. If you have turned advertising tracking off, we do not reset or override that choice.

Turning advertising tracking off stops advertising tracking and disclosures from our website and connected advertising systems from the time you make your choice. It does not apply to information collected before then. To ask us to stop using or disclosing personal information we already hold about you for direct marketing, contact us using the details below. You may still see advertising that is not selected using information from your visits to our website. We remember your website choice in your browser. If you clear that preference or use another browser or device, you may need to select it again.

Turning off advertising tracking does not prevent use of the main website functions. Separate technologies used for website operation, security, non-advertising analytics and services you request are described in our provider list. Analytics functions used for advertising are included in the advertising control. Your browser may also allow you to block or delete cookies. Blocking cookies needed for particular functions may affect those functions, and browser settings may not prevent every tracking technology or transmission.

For information about overseas disclosures, access, correction, privacy complaints and contacting us, see the relevant sections of this policy.

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Provider list

Security of Information

The information you provide to us is stored on computer and paper-based files as appropriate.

We take reasonable steps to protect personal information from misuse, interference and loss, and from unauthorised access, modification or disclosure. However, no method of electronic transmission or storage is completely secure.

All staff with access to your personal information are bound by duties of confidentiality.
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Cross-border data transmission

The disclosures of information listed above may involve transmitting, storing or processing information across national borders. This includes (amongst other things): our hosting of the website and platform on servers located in countries other than Australia or New Zealand, our usage analysis, and our processing of payments.

Before we disclose personal information to an overseas recipient, we take reasonable steps to ensure the recipient handles it consistently with the Australian Privacy Principles (and, where applicable, the New Zealand Privacy Act 2020), including through contractual obligations.

Overseas recipients are likely to be located in the countries below. The Provider list above shows which provider is located where.

• United States: product analytics (Amplitude); website advertising and analytics (Google, Meta and Microsoft); tracking notifications (Twilio).
• India, United States or Australia: database archiving (Zoho), depending on the account’s data centres.
• Hosting and platform infrastructure (AWS): United States, Sweden, Ireland or India.
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Accuracy of Personal Information and Your Rights

We take all reasonable steps to ensure that the information we collect is accurate, complete and up to date at the time of collection. You also have certain rights under applicable privacy laws to request access to, and correction of, the information we hold about you. If your circumstances change or you have reason to believe our records are not accurate, complete or up to date, please contact us immediately and we will take all reasonable steps to amend the information in accordance with the above criteria, or an alternative may be discussed with you.

Access

Under applicable privacy laws, you may request access to, and correction of, personal information that we hold about you (including pursuant to any specific rights of access you may have under applicable privacy law).

Complaints

If you have a concern or complaint about how we have handled your personal information, or about marketing you have received from us or on a Merchant’s behalf, please contact us using the details below.

We will acknowledge your complaint, investigate it and respond in writing within 30 days. If you are not satisfied with our response, you can contact the Office of the Australian Information Commissioner or, in New Zealand, the Office of the Privacy Commissioner (details below).

You can also make complaints about spam to the Australian Communications and Media Authority (ACMA) or, in New Zealand, the Department of Internal Affairs.

Contacting MachShip

Please also feel free to contact us if you have any questions about this Privacy Policy, or to make a privacy request or complaint.

You may contact us at support@machship.com (please include “Privacy” in the subject line) or at our mailing address below:

MachShip Australia

c/- MachShip Australia PTY LTD

115 Cremorne Street

Cremorne, VIC 3121

Australia

MachShip New Zealand

c/- MachShip New Zealand LTD

Grant Thornton New Zealand Ltd, L4, 152 Fanshawe Street

Auckland, 1010

New Zealand

More Information about Privacy

If you are located in Australia, you can obtain further general information about your privacy rights and Commonwealth privacy law from the Office of the Australian Information Commissioner by:

• calling their Privacy Hotline on 1300 363 992
• visiting their web site at www.oaic.gov.au
• writing to: The Australian Information Commissioner, GPO Box 5288, Sydney NSW 2001

If you are located in New Zealand, you can obtain further general information about your privacy rights and New Zealand privacy law from the Office of the Privacy Commissioner by:

• calling them on 0800 803 909
• visiting their web site at www.privacy.org.nz
• writing to: The Office of the Privacy Commissioner, PO Box 10 094, Wellington 6140

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