Privacy Policy
Purpose
This Privacy Policy explains how RD Petroleum Ltd ("RD Petroleum", "we", "us" or "our") collects, uses, stores, protects and discloses personal information about our customers and other individuals who interact with us in connection with our products, services, website or business operations.
We are committed to handling personal information in an open and transparent way and to complying with the Privacy Act 2020 and other applicable laws.
Scope
This Policy applies to personal information we collect from or about customers, prospective customers, guarantors, account signatories, authorized representatives, website users, and other individuals who deal with us in connection with our business.
Where we provide services to you under separate terms and conditions, those terms and conditions should be read together with this Policy. If there is any inconsistency between the terms and this Policy, the terms will prevail to the extent of the inconsistency
What personal information we collect
The personal information we collect will depend on your dealings with us, but may include:
Contact details, such as your name, business name, address, email address and telephone number;
Account and transaction information, including order history, payment information, account balances and related records;
Identity and verification information, such as date of birth and, where reasonably required, driver license, passport or other identification details;
Credit-related information, including information relevant to account applications, credit assessments and debt recovery;
Communications with us, including enquiries, complaints and correspondence;
Information you provide through our website, forms, surveys, promotions or other interactions with us; and
Any other personal information you choose to provide or that we are otherwise permitted or required to collect by law.
How we collect personal information
We may collect personal information:
Directly from you, including when you contact us, apply for an account, purchase products or services, use our website, complete forms, or otherwise interact with us;
From your employer, business, representatives or other people acting on your behalf;
From credit reporting agencies, referees, publicly available sources, government registers or other third parties where authorized by you or permitted by law; and
From our systems, website, communications and business records generated through our dealings with you.
Where we collect personal information from a source other than you, we will take reasonable steps to provide any notification required by the Privacy Act 2020 unless an exception applies.
Why we collect and use personal information
We may collect, hold, use and disclose personal information for the following lawful purposes:
To verify identity and authority to act;
To consider and manage applications for accounts, fuel cards, credit or other products and services;
To supply products and services, manage deliveries, administer accounts and provide customer support;
To process payments, recover amounts owing and manage credit risk;
To communicate with you about your account, our services, operational matters, safety matters, enquiries and complaints;
To improve our products, services, systems, website and customer experience;
To undertake internal reporting, record keeping, auditing, fraud prevention, security and risk management activities;
To market our products and services where permitted by law and subject to your communication preferences;
To protect and enforce our legal rights and interests, and to respond to claims or disputes; and
For any other purpose authorized by you or otherwise permitted or required by law.
When we may disclose personal information
We may disclose personal information to:
Our related companies, contractors, agents, professional advisers and service providers where reasonably necessary for our business operations;
Credit reporting agencies, debt collection agencies, payment processors, insurers, banks and finance providers where relevant to the products or services provided to you or the management of your account;
IT, cloud, storage, hosting, software and support providers who assist us to operate our systems and business;
Regulators, government agencies, law enforcement agencies, courts or tribunals where disclosure is required or authorised by law;
A purchaser, successor or assignee in relation to a sale, restructure or transfer of all or part of our business or assets; and
Other persons where you have authorised the disclosure or where disclosure is otherwise permitted by law.
We do not sell personal information to third parties for advertising purposes.
Cloud services and overseas disclosure
We may store or process personal information using third-party service providers, including cloud-based systems such as Microsoft 365. In some cases, this may involve personal information being stored in, accessed from, or disclosed to service providers or systems located outside New Zealand.
Where we disclose personal information outside New Zealand, we will take reasonable steps to ensure that the information is protected by safeguards that are comparable to those required under New Zealand privacy law, or otherwise ensure that the disclosure is permitted by the Privacy Act 2020.
How we protect personal information
We hold personal information in electronic and physical form. We use reasonable physical, administrative and technical safeguards to protect personal information from loss, unauthorised access, use, modification, disclosure and other misuse.
These safeguards may include:
Restricted access controls and role-based permissions;
Staff confidentiality obligations and training;
Password, device, network and system security controls;
Secure storage and document handling practices; and
Oversight of third-party service providers who handle personal information on our behalf.
Accuracy of personal information
We ask that you let us know if your personal information changes. We will also take reasonable steps, in the circumstances, to ensure that personal information we use or disclose is accurate, up to date, complete, relevant and not misleading.
How long we keep personal information
We keep personal information only for as long as it is reasonably required for the purposes for which it was collected, or as otherwise required or permitted by law. When personal information is no longer required, we will take reasonable steps to securely delete, destroy or de-identify it.
Accessing and correcting your personal information
You may request access to the personal information we hold about you, and you may request correction of that information if you think it is inaccurate, incomplete, out of date or misleading.
We will respond to access and correction requests as soon as reasonably practicable and within the timeframes required by the Privacy Act 2020. If we do not agree to make a requested correction, you may ask us to attach a statement of correction to the relevant information.
Requests for access or correction should be directed to:
RD Petroleum Customer Services / Privacy Contact privacy@rdp.co.nz
Website, communications and marketing
If you use our website or interact with us electronically, we may collect information submitted by you and information generated through your use of the website or our communications channels. We may use this information for website administration, analytics, service delivery, responding to enquiries and improving our services.
Where we send marketing communications electronically, we will do so in accordance with applicable law and you may opt out of receiving those communications at any time.
Privacy breaches and complaints
If we become aware of a privacy breach involving personal information we hold, we will assess it promptly and take appropriate steps to contain and respond to it. Where required by the Privacy Act 2020, we will notify the Office of the Privacy Commissioner and affected individuals as soon as practicable.
If you have a question, concern or complaint about how we have handled your personal information, please contact us using the details below. We will consider your enquiry or complaint and respond as appropriate.
Contact details
RD Petroleum Ltd
17 Innovation Road
Waterloo Business Park
Islington
Christchurch, New Zealand
Email: privacy@rdp.co.nz
If you are not satisfied with our response, you may contact the Office of the Privacy Commissioner.
Changes to this Policy
We may update this Policy from time to time to reflect changes in our business practices, systems, legal obligations or privacy requirements. The updated version will be made available through our usual channels and will apply from the date it is published or otherwise notified.
Document control
Policy owner: RD Petroleum Ltd
Approved by: Chief Executive Officer
Review date: June 2027
Privacy contact: privacy@rdp.co.nz
