1. Introduction

Hai Son Shipping & Transport Pty Ltd (“Hai Son Shipping”, “we”, “us” or “our”) provides freight forwarding, customs brokerage, warehousing and air cargo services. We are committed to protecting the privacy of personal information we collect from customers, prospective customers, visitors to our website and other individuals we deal with in the course of our business.

This Privacy Policy explains how we collect, hold, use and disclose personal information in accordance with the Australian Privacy Principles (APPs) contained in the Privacy Act 1988 (Cth) (Privacy Act). It also explains how we handle personal information when we verify an individual’s identity using third-party identity-verification systems, and how we obtain express consent for that process.

This Policy applies to personal information collected through our website (www.haison.com.au), by telephone, email, in person, and through our business dealings with customers, agents, contractors and suppliers. This Policy describes our handling practices and does not itself constitute express consent to a particular identity-verification check. Where express consent is required, we will seek it separately before the check is carried out.

2. What personal information do we collect and hold?

The personal information we collect depends on the services you request from us. It may include:

• Name, business name, mailing address, email address, telephone and fax numbers;
• Company and service details relevant to freight, customs or warehousing arrangements;
• Identity and verification information (for example, name, date of birth, address and details from an identity document such as a driver licence, passport or Medicare card, and, where required by the verification method, an image or copy of the document) where we need to verify your identity;
• Shipment, consignment, customs and cargo documentation relevant to the services provided;
• Financial and billing details necessary to invoice for our services;
• Website usage information, such as domain name, pages visited and frequency of visits.

We only collect sensitive information (as defined in the Privacy Act) where it is reasonably necessary for our functions or activities and we have your consent, or where the collection is otherwise permitted, required or authorised by law.

3. How we collect and hold personal information

Wherever practicable, we collect personal information directly from you, for example through our website, online or paper forms, email, telephone conversations, or when you engage our services. In some cases, we may collect personal information from third parties such as agents, customs or biosecurity authorities, business partners, identity-verification service providers or official record holders, where this is necessary to provide our services or is required or authorised by law.

When you use our website, our systems may automatically record information such as your IP address, the date and time of your visit, pages accessed and browser type for security, statistical and administrative purposes. This information may be capable of being linked with you where you have separately provided us with identifying details.

We may hold personal information in electronic systems and paper records. Electronic information may be stored in systems operated by us or by contracted service providers acting on our behalf. We take reasonable steps to restrict access to personal information and protect it as described in section 9.

4. Purposes for collecting, holding, using and disclosing personal information

We collect, hold, use and disclose personal information for the primary purpose for which it was provided, which generally includes:

• Providing freight forwarding, customs brokerage, warehousing and air cargo services you have requested;
• Verifying your identity where required for compliance, security or regulatory purposes;
• Preparing and lodging customs, shipping and related documentation;
• Responding to your enquiries and communicating with you about our services;
• Invoicing and account management;
• Complying with applicable legal and regulatory obligations, including customs, biosecurity, taxation and other requirements that apply to our services;
• Internal marketing and market research relating to our own services.

We do not sell personal information to third parties. Where we wish to use or disclose personal information for a secondary purpose unrelated to the purpose of collection, we will seek your consent unless an exception under the Privacy Act applies. Identity-verification information collected for an identity check is subject to the additional restrictions in section 5 and is not used for marketing or market research.

5. Identity verification and express consent

In some circumstances—for example, when establishing a new commercial relationship, meeting our regulatory obligations, or where required by a government agency or business partner—we may need to verify your identity. We may use a contracted identity-verification service provider and third-party systems to compare the identity details you provide with records held by a document issuer or official record holder. Before carrying out an electronic identity check, we will:

• Obtain your express consent before verifying your identity;
• Clearly explain why we need to check your identity and what it will be used for; and
• Explain how the personal information you provide for that purpose will be collected, used and disclosed, including the role of third-party systems.

5.1 What express consent means

Express consent is consent you give openly and clearly—verbally, in writing, or electronically (for example, by actively ticking an unticked checkbox). We will not infer your consent, and we will not treat your failure to opt out as consent. Before we ask for your consent, we will make sure you have the information needed to understand what will happen if you do, or do not, provide it.

5.2 Our consent statement

Where we need to verify your identity through this process, we will ask you to confirm a consent statement before we proceed. The statement may be in the following form:

“I confirm that I am authorised to provide the personal details presented and I consent to my information being checked with the document issuer or official record holder via third party systems for the purpose of confirming my identity.”

You are free to decline to provide this consent. If you do, we may not be able to proceed with the service or transaction that requires identity verification, and we will explain the consequences of not consenting before you make your decision.

5.3 How identity-check information is handled

If you consent, the identity details you provide (such as your name, date of birth and identity-document details) may be transmitted through our contracted identity-verification service provider (currently GBG) and other authorised third-party systems to the relevant document issuer or official record holder for matching. We receive a result indicating whether the details supplied match the relevant record; the check does not give us general access to other information held by the document issuer or official record holder.

We use identity-verification information only to verify your identity and meet related legal and contractual obligations. Identification information collected for an identity check will not be used or disclosed to create a data profile about you, offer or promote goods or services, advertise to you, or conduct market research. We may disclose it only as reasonably necessary to our contracted identity-verification provider, its authorised service providers or subcontractors, and the relevant document issuer or official record holder for the check or where required or authorised by law.

5.4 Further information

You can find further information about the operation of Australian government identity-verification services at www.idmatch.gov.au. If you have questions about our identity-verification process, the information involved, or wish to withdraw consent before a check is completed, please contact our Privacy Officer using the details in section 12 below.

6. Disclosure of personal information

We may disclose personal information to:

• Customs authorities, biosecurity agencies, port and airline operators, and other regulatory bodies, as required to provide freight, customs and cargo services;
• Our contracted identity-verification service provider (currently GBG), its authorised service providers or subcontractors, and the relevant document issuer or official record holder, where reasonably necessary to perform an identity check as described in section 5;
• Our agents, contractors, carriers and business partners, where reasonably necessary to carry out trading and logistics activities on your behalf;
• Professional advisers, such as our accountants, lawyers or insurers, where reasonably necessary;
• Government agencies and law enforcement bodies where required or authorised by law.

We take reasonable steps to ensure that service providers handling personal information on our behalf are subject to appropriate privacy, confidentiality and security obligations. We do not disclose personal information to third parties for their own marketing purposes.

7. Overseas disclosure

Because we provide international freight and logistics services, we may disclose personal information to overseas recipients where this is reasonably necessary to provide a requested service—for example, overseas carriers, agents, port or customs authorities, business partners or service providers. The countries involved will generally depend on the origin, destination and transit points of the relevant shipment and on the service-provider arrangements used for that service, so it may not be practicable to list every country in this Policy. Where Australian Privacy Principle 8 applies, we take reasonable steps as required by law in relation to the overseas recipient. You may contact our Privacy Officer for information about likely overseas recipients for a particular service.

8. Cookies and website information

Our website may use cookies to recognise repeat visits, understand which pages are accessed, and administer the site securely. Most browsers accept cookies by default; you may configure your browser to reject them, though this may limit some functionality of our website. Our website may contain links to third-party websites, which are not covered by this Policy — we encourage you to review the privacy policy of any third-party site before using it.

9. Security of personal information

We take reasonable steps to protect personal information we hold from misuse, interference, loss, and unauthorised access, modification or disclosure. This includes physical, electronic and procedural safeguards appropriate to the sensitivity of the information. However, no method of electronic storage or transmission over the internet is completely secure, and we cannot guarantee absolute security.

We retain personal information only for as long as reasonably necessary for the purposes for which it was collected, and to meet applicable legal, contractual, accounting and record-keeping requirements. When personal information is no longer required, we take reasonable steps to destroy or de-identify it.

10. Notifiable data breaches

If a data breach is an eligible data breach under the Privacy Act, we will comply with the Notifiable Data Breaches scheme, including notifying the Office of the Australian Information Commissioner (OAIC) and affected individuals where notification is required.

11. Access to and correction of your personal information

You may request access to the personal information we hold about you, or ask us to correct it if it is inaccurate, out of date, incomplete, irrelevant or misleading. To make a request, please contact our Privacy Officer using the details below. We will respond within a reasonable time and will not charge a fee for making a request, although we may charge the reasonable cost of providing access.

In limited circumstances permitted under the Privacy Act, we may not be able to give you full access to your personal information — for example, where it would unreasonably affect the privacy of others, or where access is prohibited by law. If we refuse a request, we will explain our reasons and how you can complain about the decision.

12. Complaints and how to contact us

If you have a question or complaint about how we have handled your personal information, please contact our Privacy Officer:

• Privacy Officer, Hai Son Shipping & Transport Pty Ltd
• Address: 87 Marigold Street, Revesby 2212 NSW
• Email: hai@haison.com.au
• Phone: +61 2 9773 5455

We will investigate your complaint, keep you informed as appropriate, and aim to provide a response within a reasonable period. If you are not satisfied with our response, you may lodge a complaint with the Office of the Australian Information Commissioner:

Website: www.oaic.gov.au   |  Phone: 1300 363 992

13. Updates to this Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our practices or legal obligations. The current version will always be available on our website. We encourage you to review this Policy periodically.

This Privacy Policy was last updated in September 2026.