Privacy policy

1. About this policy

This policy explains how PPSR Lookup ("we", "us"), which runs PPSR Lookup, handles personal information. We follow the Australian Privacy Principles in the Privacy Act 1988 (Cth).

2. What we collect

• Account and contact details: your name and email address, and anything you tell us when you contact us.
• Payment details: Stripe collects your card details directly. From Stripe we receive the card type, the last four digits, the expiry date and the payment result.
• Vehicle searches: the registration numbers, states and VINs you search, and the reports and certificates we produce for you.
• Technical information: your IP address, browser and device type, the pages you visit, and an approximate location worked out from your IP address. We use the location to pre-select your state in the search form.
• Account activity: when you check out, log in, open a report or download a certificate, we record the time, your IP address, your browser and a cookie that identifies your device. We also keep a copy of the terms shown to you at checkout and a record of the emails we send you.

Vehicle reports are mainly about vehicles. Some underlying records, such as a PPSR registration, can include details about a business or person who holds a security interest. We show these only as they appear in the official record.

3. How we collect it

Most information comes straight from you, when you search, check out or contact us. Some comes from our payment processor, and some is collected automatically by our website and cookies. Vehicle information comes from AFSA and our licensed data providers.

4. Why we use it

• to run your searches, produce your reports and keep them in your account
• to create and secure your account, and to send your login details and receipts
• to take payments, manage renewals and process refunds
• to prevent fraud and abuse, including repeat trials and automated searching
• to respond to payment disputes (chargebacks), by showing your bank what you agreed to and how you used the service
• to answer your questions and handle complaints
• to meet our legal obligations, such as tax record-keeping
• to understand how the site is used and improve it

We send service emails, such as receipts, renewal notices and report links, whenever they're needed. We send marketing emails only if you've agreed to receive them, and every marketing email has an unsubscribe link, as the Spam Act 2003 requires.

5. Who we share it with

We share personal information only as needed to provide the service:

• AFSA and licensed vehicle data providers receive the vehicle identifiers you search. They don't receive your name or contact details.
• Stripe processes payments. If you dispute a charge, we give Stripe, and through it your bank, records of your purchase and account activity.
• Hosting, email and IT providers store our data and deliver our emails.
• Professional advisers, such as accountants and lawyers, when we need their advice.
• Government agencies or law enforcement, when the law requires or allows it.

We don't sell or rent personal information.

6. Overseas disclosure

Some of our service providers, including Stripe and our cloud hosting and email providers, may store or process information outside Australia, including in the United States. We use reputable providers, and we take reasonable steps to make sure they protect your information in line with the Australian Privacy Principles.

7. Cookies

We use cookies to keep you logged in, remember your checkout, protect against fraud and measure how the site is used. You can block cookies in your browser, but if you do, checkout and your account won't work.

8. How we protect it

The whole site runs over HTTPS. Access to customer data is restricted to the people who need it. PPSR certificates are stored outside the public part of the website, and each report can only be opened through a private link. No system is perfectly secure. If a data breach is likely to cause you serious harm, we'll notify you and the Office of the Australian Information Commissioner (OAIC) as the law requires.

9. How long we keep it

We keep your account and reports while your account is open, so you can go back to past reports. We keep order and payment records for at least 7 years, because tax law requires it. We keep account activity records for 2 years, because a payment can be disputed long after the charge. When we no longer need information, we delete it or remove anything that identifies you.

10. Seeing and correcting your information

You can update your details in My account at any time. To get a copy of the information we hold about you, have it corrected, or close your account and have your data deleted, contact us. Before we act on a request, we may need to confirm it's really you. We'll respond within 30 days.

11. Complaints

If you're worried about how we've handled your information, please contact us first. We'll look into it and reply within 30 days. If you're not happy with our response, you can complain to the OAIC at oaic.gov.au or on 1300 363 992.

12. Changes to this policy

We may update this policy from time to time. The date at the top shows when it last changed. If we make a significant change, we'll tell members by email.

13. Contact us

Email support@ppsr-lookup.com.au or use our contact form.