1. About this policy
This Privacy Policy explains how HOTPROMOS PTY LTD (ABN 81 139 613 344) (“Hotpromos”, “we”, “us”, “our”) collects, holds, uses and discloses your personal information in connection with our website at hotpromos.com.au and our promotional products business.
We are bound by the Australian Privacy Principles (APPs) contained in the Privacy Act 1988 (Cth) and we are committed to handling personal information in accordance with that Act.
2. Information we collect
We collect personal information that is reasonably necessary to provide our products and services, including:
- Contact details you provide via our quote forms, contact form, email or phone — name, business name, email address, phone number, and delivery address.
- Order and quote details — products and quantities selected, decoration preferences, supplied artwork or logos, special instructions and delivery requirements.
- Usage data — anonymous information about how you use our website (pages viewed, products searched, clicks, browser/device type) collected via cookies and analytics tools.
- Communications — records of your correspondence with us, including emails, chat messages and call notes.
We do not knowingly collect sensitive information (such as health or financial information) through our website. If you choose to provide such information, you do so at your own risk.
3. How we use your information
We use personal information to:
- Respond to your quote requests, brief submissions and enquiries.
- Prepare, fulfil and deliver orders, including coordinating with our suppliers and freight providers.
- Process payments and issue invoices and receipts.
- Provide artwork proofs, advise on decoration methods, and confirm production details.
- Improve our website, catalogue and customer experience through analytics.
- Send transactional messages about your orders.
- With your consent, send occasional marketing communications about products, promotions and news. You can opt out at any time using the unsubscribe link or by emailing us.
- Comply with our legal and regulatory obligations.
6. Storage and security
We hold personal information in secure cloud databases protected by access controls, encryption in transit (HTTPS) and at rest where supported by our providers. Access to your information within our team is limited to staff who need it to provide our services.
No method of electronic storage or transmission is completely secure. While we use reasonable measures to protect your information, we cannot guarantee its absolute security.
7. Overseas transfers
Some of our service providers store or process data outside Australia (including in the United States and the European Union). By using our website and submitting personal information, you consent to your information being transferred and stored in these jurisdictions. We take reasonable steps to ensure overseas recipients handle your information in a manner consistent with the Australian Privacy Principles.
8. Your rights — access, correction and complaints
You have the right to request access to the personal information we hold about you, and to ask us to correct it if it is inaccurate, out of date, incomplete or misleading. We will respond to a request within a reasonable period and will not charge a fee for access in most cases.
If you wish to exercise these rights, contact us using the details below. We may need to verify your identity before releasing information.
If you believe we have breached the Australian Privacy Principles, you can make a complaint by emailing sales@hotpromos.com.au with “Privacy complaint” in the subject line. We will respond within 30 days. If you are not satisfied with our response, you can escalate the complaint to the Office of the Australian Information Commissioner (OAIC) at www.oaic.gov.au.
9. How long we keep your data
We retain personal information for as long as it is needed to provide our services, comply with legal obligations (such as tax record keeping under the Income Tax Assessment Act), resolve disputes and enforce our agreements. When information is no longer needed, we securely destroy or de-identify it.
10. Children
Our website and services are intended for business and adult users. We do not knowingly collect personal information from children under the age of 16. If you believe a child has provided us with personal information, please contact us so we can remove it.
11. Changes to this policy
We may update this Privacy Policy from time to time to reflect changes to our practices or legal obligations. The current version will always be published on this page with the “Last updated” date at the top. We encourage you to review this policy periodically.
12. Contact us
For any questions about this Privacy Policy or our handling of your personal information, please contact:
HOTPROMOS PTY LTD
ABN 81 139 613 344
Factory 6 / 450-466 Princes Hwy
Noble Park North VIC 3174
Email: sales@hotpromos.com.au
Phone: 1300 784 420