Privacy Policy

Contents

1. Scope and related documents

This policy applies to personal information handled through our websites, forms, email, telephone, messaging, quoting, invoicing, printing, logistics, contractor engagement, app-supported operations, campaign verification, complaints and support processes.

It must be read with our Terms & Conditions, Services page, walker sign-up or contractor agreement, job instructions, collection notices and any platform-specific privacy information provided when personal information is collected.

We handle personal information consistently with applicable Australian privacy law, including the Privacy Act 1988 (Cth) and Australian Privacy Principles where they apply.

2. Information we collect

3. How information is collected and held

We usually collect personal information directly from the individual through quote forms, support forms, walker sign-up forms, contractor agreements, email, telephone, messaging, invoices, submitted screenshots, approved apps and other operational systems.

We may also receive information from a client, coordinator, printer, courier, payment provider, platform provider, professional adviser or another person involved in a campaign where that collection is reasonably necessary for the service or authorised by law.

Information may be held in business email, forms, accounting systems, cloud storage, payment systems, operational records, approved apps, local administrative files and service-provider systems. Access is limited according to operational need.

4. How we use information

• Quoting and campaign planning: pricing, mapping, quantity planning, service selection and suitability assessment.
• Booking and service delivery: invoicing, printing, stock logistics, allocations, instructions, scheduling and field coordination.
• Contractor administration: engagement, roster and area allocation, communication, invoicing, payment and compliance.
• Verification and payment approval: reviewing combined operational evidence before approving contractor payment and campaign close-out.
• Support and complaints: responding to enquiries, investigating concerns, managing disputes and applying the Terms & Conditions.
• Safety and access: recording hazards, restricted access, incidents, weather or field conditions.
• Business administration: accounting, insurance, legal, tax, audit, security and record-management purposes.
• Legal compliance: complying with laws, regulatory requirements, court orders and lawful requests.

5. Walker screenshots, apps and personal devices

What a submitted screenshot may contain

A screenshot may include a route, map, date, time, duration, distance, app interface or completion information. It may also incidentally display device time, battery level, network status, account name, notification preview, file metadata or other information visible on the screen.

What contractors should do before submitting

Incidental information

We do not intentionally collect unrelated personal-device content. If unnecessary information is received in a screenshot or attachment, we may crop, redact, restrict access to, replace, delete or de-identify that content where reasonable and lawful.

Location recording on personal devices

Location or route recording is intended to operate only when the contractor activates the approved function for assigned field work or submits a record relating to that work. It is not intended to monitor private activities, private travel or the contractor’s location outside the assigned campaign.

If the information is not provided

Where a required field record, screenshot, time entry, route record, invoice or completion submission is not provided, we may be unable to verify the assignment, approve contractor payment, close the campaign or investigate a later concern.

6. Operational verification records

Verification is based on the complete available record, not a screenshot, GPS line or isolated app entry by itself. We may review:

• the days the contractor was in the assigned delivery area;
• approved field-delivery hours;
• walking pace and speed;
• distance and route movement;
• assigned sections and quantities;
• field notes, access issues and operational communications;
• completion submissions, invoices and payment checks;
• other relevant internal records.

A device route may show movement through an area, but it cannot by itself prove or disprove genuine delivery labour, individual letterbox placement, walking rather than driving, sufficient time, access conditions or overall work quality.

These records are used for internal allocation, verification, coaching, complaint investigation, payment approval and campaign close-out in accordance with the Terms & Conditions.

7. Who we may disclose information to

We may disclose the minimum personal information reasonably necessary to:

• coordinators, approved contractors, walkers and drivers involved in the relevant work;
• printing, freight, courier, storage and logistics providers;
• website hosting, email, forms, cloud storage, accounting, analytics and operational-platform providers;
• payment processors and financial institutions;
• accountants, legal advisers, insurers, auditors and other professional advisers;
• regulators, courts, tribunals, enforcement bodies or government agencies where required or authorised by law;
• another party with the individual’s consent or where otherwise permitted by law.

We do not sell, rent or trade personal information.

8. Client reporting and contractor privacy

Shared Drops receive completion confirmation only. For Solo Express, a written suburb-by-day delivery confirmation may be requested and, when issued after audit, records the stated delivery areas and days and the approved field-delivery hours accepted for the work.

We may provide de-identified, aggregated or limited operational information where appropriate, but we do not disclose more contractor personal information than is reasonably necessary or authorised by law.

Clients must not attempt to identify, contact, monitor, direct or obtain personal information about individual contractors outside the approved communication process.

9. Overseas storage and service providers

Some website, cloud, form, email, analytics, payment or software providers may process or store information outside Australia. Provider infrastructure and processing locations can change.

Where overseas handling occurs, we take reasonable steps appropriate to the circumstances to select and manage providers and to require information to be handled consistently with applicable privacy obligations. Contact us if you require current information about likely overseas processing locations for a particular system.

10. Security and personal-device responsibilities

We take reasonable technical and organisational steps to protect personal information from misuse, interference, loss and unauthorised access, modification or disclosure. Measures may include access controls, limited permissions, secure account practices, business-system restrictions, staff or coordinator instructions, review procedures and controlled deletion.

Contractor personal-device responsibilities

• use a screen lock, passcode or biometric protection;
• keep the device and approved apps reasonably updated and secure;
• do not share login credentials or leave active job records open to other people;
• use approved submission channels rather than public links or social media;
• promptly report a lost or stolen device, compromised account, mistaken recipient or accidental disclosure involving job records;
• delete duplicate local screenshots or exported records when successfully submitted and no longer reasonably required for the assignment, invoice or an unresolved issue.

No internet, cloud, app, email or device system is completely secure, and absolute security cannot be guaranteed.

11. Retention and deletion

We retain personal information only for as long as reasonably required for quoting, service delivery, contractor administration, payment, audit, complaints, disputes, insurance, tax, legal and regulatory purposes.

Operational records may need to be retained after a campaign is completed because complaints, invoice checks, legal obligations or disputes can arise later. When information is no longer reasonably required and no law or lawful requirement applies, we take reasonable steps to delete or de-identify it.

Where possible, unnecessary incidental information in a personal-device screenshot should not be retained. A corrected, cropped or replacement record may be kept instead where it preserves the required operational evidence.

12. Access and correction

An individual may request access to personal information we hold about them and ask for correction if it is inaccurate, out of date, incomplete, irrelevant or misleading. We may need to verify identity before responding.

Access may be refused or limited where permitted by law, including where disclosure would unreasonably affect another person’s privacy, reveal legally privileged material, expose security controls or interfere with an investigation.

For historical operational or audit records, we may preserve the original record and attach a correction, explanation or updated note rather than altering the original evidence.

13. Direct marketing

We may send service-related messages about an enquiry, booking, payment, stock, delivery or support request. Marketing communications are sent only where permitted, and recipients may opt out using an unsubscribe method or by contacting us.

14. Cookies and website analytics

We use essential cookies for website operation and may use analytics to understand general traffic patterns, pages viewed, form performance and site usage. Browser settings can be used to manage cookies, although blocking cookies may affect website functions.

15. Data incidents and breaches

Suspected loss, unauthorised access or accidental disclosure of personal information is assessed and managed according to the circumstances and applicable law. Where notification to affected individuals or a regulator is legally required, we will take the required steps.

Clients, contractors and walkers should promptly report a privacy or security incident involving job records, screenshots, forms, email, messaging, devices or accounts.

16. Questions and complaints

Privacy questions, access requests, correction requests or complaints should be sent to the contact details below. Please describe the information or incident involved and provide enough detail for us to investigate.

We will review the matter and respond reasonably. If you are not satisfied, you may contact the Office of the Australian Information Commissioner.

17. Changes to this policy

We may update this policy to reflect changes to law, systems, providers, services or operational practices. The current version will be published on this page with the updated date.

18. Contact

Letterbox Distribution Services

Email: info@letterboxdistributionservices.com

Phone: +61 1300 110 450

Related: Terms & Conditions · Contact Us