Privacy Policy

This Privacy Policy explains how QSense Imports collects, uses, stores and discloses personal information when you:

• visit the QSense Imports website;
• complete an Import Suitability Check;
• contact or communicate with QSense Imports;
• participate in a consultation or Import Clarity Session;
• purchase or enquire about a QSense service; or
• otherwise interact with QSense Imports.

References to “QSense”, “QSense Imports”, “we”, “us” or “our” mean the business operating under the QSense Imports name.

We aim to handle personal information in accordance with applicable Australian privacy laws, including the Privacy Act 1988 (Cth) and the Australian Privacy Principles where they apply.

1. What is personal information?

Personal information is information or an opinion about an identified individual, or an individual who is reasonably identifiable.

Depending on how you interact with QSense, this may include your name, contact details, vehicle requirements, budget, location and other information connected with your enquiry or service.

2. Personal information we may collect

We may collect the following kinds of personal information.

3. How we collect personal information

We may collect personal information:

• directly from you through the website;
• through the Import Suitability Check;
• when you email, call or message us;
• during calls, meetings or consultations;
• through service onboarding documents, invoices and authorities;
• when you approve a vehicle, cost, supplier or process step;
• from documents you provide;
• from a person authorised to act for you;
• from suppliers, workshops, exporters, agents, shipping providers or other parties involved in your import;
• from government bodies or publicly available sources where appropriate; and
• automatically through website technology and service providers.

Where practical, we collect personal information directly from you. If you provide personal information about another person, you must have their permission to do so and ensure they understand that their information may be handled under this Privacy Policy.

4. Information you choose not to provide

You may browse general sections of the website without identifying yourself.

However, if you do not provide information requested through the Import Suitability Check or during a service engagement, we may be unable to:

• assess whether your enquiry fits QSense’s current service scope;
• contact you;
• provide accurate guidance;
• assess a vehicle or pathway;
• prepare an estimate, recommendation or service proposal;
• coordinate suppliers or process steps; or
• provide some or all of an agreed service.

Fields marked as required must generally be completed before an online submission can be made.

5. Why we collect and use personal information

We may collect, hold, use and disclose personal information to:

• receive and assess enquiries;
• determine whether a prospective client is located in Victoria and falls within our current service scope;
• assess the apparent fit between a vehicle idea, budget, timeframe and requested support;
• respond to questions and communicate with you;
• recommend an appropriate next step or QSense service;
• arrange and conduct calls, consultations or Import Clarity Sessions;
• prepare service proposals, cost planning information, invoices and client documents;
• develop and maintain a vehicle sourcing brief;
• provide guidance, sourcing support, coordination or package-specific services;
• communicate with Japan-side agents, exporters and other relevant providers;
• coordinate purchase, export, shipping, customs, biosecurity, compliance, RWC, permit, VicRoads, registration or delivery-related steps where included and authorised;
• obtain, organise or provide relevant information and documents;
• maintain business, transaction, communication and service records;
• process and reconcile payments;
• manage disputes, complaints, legal matters or insurance issues;
• prevent fraud, misuse and security incidents;
• operate, maintain and improve our website, systems, services and customer experience;
• comply with legal, regulatory, accounting, taxation and record-keeping obligations; and
• protect the lawful interests, rights, property and safety of QSense, its clients and others.

We will not use personal information for a materially unrelated purpose unless you consent or the use is otherwise permitted or required by law.

6. Import Suitability Check information

Information submitted through the Import Suitability Check is used primarily to assess:

• Victorian eligibility;
• the vehicle or vehicle category being considered;
• approximate all-in budget;
• timing and readiness;
• desired support level;
• awareness of used-vehicle and import risks; and
• the most appropriate next step.

The suitability assessment is an initial business and service-fit assessment. It is not an automated government, credit, insurance or legal decision. QSense may use structured answers to prioritise enquiries and identify enquiries that appear outside its current service scope. A submission may be categorised as suitable for follow-up, lower priority, poor fit or ineligible for the current Victorian launch scope. QSense may still review, correct or override an initial categorisation where appropriate. Submitting the check does not guarantee that QSense will accept the enquiry, provide a service or confirm that a vehicle can be imported, complied or registered.

7. Communications

We may use your contact details to:

• respond to your enquiry;
• arrange a call or consultation;
• provide requested service information;
• send information about your assessment or recommended next step;
• communicate about an active or proposed QSense service;
• provide administrative or transactional updates; and
• follow up where you have asked us to contact you.

We may also send occasional information about QSense services or relevant import topics where you have consented or where permitted by law. You may ask us to stop sending non-essential marketing communications at any time by replying to the message or contacting us at qsenseimports@gmail.com. Administrative, legal, payment or service-related communications may still be sent where necessary.

8. When we may disclose personal information

We may disclose personal information where reasonably necessary to operate the business, respond to your enquiry or provide an agreed service.

Recipients may include:

• Japan-side buying agents, sourcing contacts and exporters;
• vehicle sellers or auction-related service providers;
• shipping companies, freight providers and customs brokers;
• customs, biosecurity and related service providers;
• transport, towing and storage providers;
• compliance workshops;
• mechanics, RWC providers and repairers;
• VicRoads and other government or regulatory bodies;
• insurers or insurance advisers;
• payment, banking, accounting and invoicing providers;
• website hosting, cloud storage, email, communication, analytics and information-technology providers;
• professional advisers, including lawyers, accountants, insurance brokers and consultants;
• contractors assisting QSense with an authorised service;
• a purchaser or adviser involved in a proposed sale or restructuring of the business; and
• law-enforcement, government or regulatory bodies where required or authorised by law.

We seek to disclose only the information reasonably necessary for the relevant purpose. Third parties may handle information under their own privacy policies, legal obligations and service terms.

9. Overseas disclosures

Japanese vehicle importing may require information to be communicated to organisations or individuals outside Australia, particularly in Japan.

Depending on the service, overseas recipients may include:

• sourcing agents;
• auction-related contacts;
• vehicle sellers;
• exporters;
• inland transport providers;
• inspection contacts; and
• other Japan-side suppliers involved in the vehicle purchase and export pathway.

Some technology, cloud, email, analytics or data-storage providers may also process or store information outside Australia. The countries involved may vary according to the providers used. Japan is the principal overseas country relevant to QSense’s import-coordination activities. Where reasonably practicable, QSense will limit overseas disclosure to information necessary for the relevant enquiry, vehicle or service. However, overseas recipients may be subject to different privacy laws and protections from those applying in Australia.

10. Third-party websites and services

The QSense website may contain links to third-party websites, forms, applications or services.

QSense does not control the privacy practices of those third parties. Their collection and handling of information are governed by their own privacy policies and terms.

You should review the privacy information of a third-party service before providing information through it.

11. Cookies and website analytics

The website may use cookies and similar technologies to:

• enable website functionality;
• remember preferences;
• understand how visitors use the website;
• diagnose technical issues;
• measure website performance;
• protect the website from misuse; and
• improve content and user experience.

Cookies are small files or identifiers stored on or associated with your device. You can usually control or disable cookies through your browser settings. Disabling cookies may affect parts of the website. Where analytics or similar tools are enabled, those providers may receive technical information such as your IP address, device details and website activity under their own terms and privacy policies.

12. Storage and security

QSense may hold personal information electronically and, where required, in physical records.

We take reasonable steps appropriate to the size and nature of the business to protect personal information from:

• misuse;
• interference;
• loss;
• unauthorised access;
• unauthorised modification; and
• unauthorised disclosure.

These steps may include: • password and account controls; • access restrictions; • reputable cloud and technology providers; • device and software security; • secure transmission where available; • backups; • record-management practices; and • limiting access to people who reasonably require the information. No internet transmission, cloud service or storage system can be guaranteed to be completely secure. You should avoid sending information that is unnecessary or highly sensitive through ordinary email or unsecured channels.

13. Data breaches

If QSense becomes aware of a suspected loss, unauthorised access or unauthorised disclosure of personal information, we will assess the incident and take reasonable steps to contain and respond to it.

Where the Notifiable Data Breaches scheme or another law applies, QSense will notify affected individuals and the Office of the Australian Information Commissioner when legally required.

14. How long we retain information

QSense retains personal information only for as long as it is reasonably required for:

• the purpose for which it was collected;
• managing an enquiry or client relationship;
• delivering and documenting services;
• resolving disputes or complaints;
• maintaining transaction and accounting records;
• insurance and risk-management purposes; and
• meeting legal, taxation and record-keeping obligations.

Retention periods vary according to the type of information and the relationship involved. When information is no longer reasonably required, we will take reasonable steps to delete, destroy or de-identify it, unless continued retention is required or permitted by law.

15. Accessing or correcting your information

You may contact QSense to request access to personal information held about you or ask us to correct information that is inaccurate, incomplete, out of date, irrelevant or misleading.

To make a request, email:

qsenseimports@gmail.com

We may need to verify your identity before responding.

We will respond within a reasonable period. In some circumstances, access may be limited or refused where permitted by law—for example, where providing access would unreasonably affect another person’s privacy, reveal confidential commercial information or interfere with a legal matter.

Where access or correction is refused, we will explain the reason where required and appropriate.

16. Privacy questions and complaints

Questions, concerns or complaints about privacy may be sent to:

QSense Imports Email: qsenseimports@gmail.com

Please include enough detail for us to understand and investigate the issue.

We will acknowledge and assess a privacy complaint within a reasonable period and aim to provide a substantive response as soon as reasonably practicable.

If you are not satisfied with our response and the Privacy Act applies to the matter, you may be entitled to contact the Office of the Australian Information Commissioner.

17. Children’s information

The QSense website and services are intended for adults considering a vehicle import.

We do not knowingly seek to collect personal information from children under 18. If we become aware that information has been submitted by a child without appropriate authority, we may delete it where reasonably practicable.

18. Changes to this Privacy Policy

We may update this Privacy Policy to reflect changes to:

• our website;
• forms and technology;
• service providers;
• business operations;
• legal requirements; or
• the way we handle personal information.

The current version will be published on this page with the latest revision date. Changes apply from the date the revised policy is published and do not reduce any rights that cannot lawfully be limited.

19. Contact

For privacy enquiries, access or correction requests, or complaints, contact:

QSense Imports Email: qsenseimports@gmail.com