Privacy Policy

Effective date: 26 May 2026
ABN: 64 169 962 823

How we collect, use, store, and protect your personal information — and the rights you have over it.

1. About this policy

Hybrid Ag Pty Ltd ("Hybrid Ag", "we", "us", "our") is committed to protecting the privacy of personal information we collect from our customers, suppliers, and contacts. This policy explains what information we collect, why we collect it, how we use and store it, and your rights to access and correct it.

We handle personal information in accordance with the Privacy Act 1988 (Cth) and the Australian Privacy Principles (APPs).

2. What personal information we collect

In the course of supplying agricultural products and providing credit accounts, we may collect:

• Identity information: full name, date of birth, residential and business address, driver's licence number and a copy of the licence (front and back)
• Business information: business name, trading name, ABN, ACN, business structure (sole trader, partnership, company, trust), trading and delivery addresses
• Contact information: phone, email
• Financial information: bank account details (BSB, account number, bank contact), trade references, estimated monthly purchases, credit limit requested, transaction and payment history
• Director and guarantor information: the above identity and contact details for company directors, trustees, partners, and personal guarantors

We collect driver's licence images specifically to verify the identity of directors and guarantors for credit-risk assessment, in line with standard industry practice for trade credit applications.

3. How we collect it

We collect personal information directly from you when you:

• complete a credit account application (online form or manual PDF)
• place an order, request a quote, or contact us
• provide trade references or bank details
• correspond with us by phone, email, or in person

We may also collect information from third parties where you have authorised us to do so — for example, your nominated bank, trade referees, or a credit reporting body — and only for the purpose of assessing your credit application.

4. Why we collect it

We use personal information to:

• assess and process credit account applications
• verify the identity of applicants, directors, and guarantors
• manage and service your account (supply, invoicing, payment, dispute resolution)
• comply with our legal obligations (tax, anti-money-laundering, regulatory)
• contact you about your account, orders, or our products and services
• protect our legal interests in the event of default or dispute

We do not use your personal information for third-party marketing.

5. Who we share it with

We treat your personal information as confidential. We may disclose it to:

• Our staff — only those who need access to perform their role (accounts, sales, management)
• Our professional advisers — lawyers, accountants, auditors, on a confidential basis
• CreditorWatch — for credit-risk checks on credit account applicants, where you have consented as part of the application
• Trade referees you have nominated — to verify the references you have provided
• Regulators, courts, and law enforcement — where required or permitted by law

We do not sell, rent, or trade your personal information. We do not disclose it overseas except where our cloud service providers (e.g. our ERP system) store data on servers that may be located outside Australia — in which case we take reasonable steps to ensure they meet Australian privacy standards.

6. How we store and secure it

Personal information is stored:

• electronically in our business systems — including our email system, customer files, and our ERP (Odoo) — hosted with reputable providers using industry-standard encryption in transit (TLS) and at rest
• in hard-copy form where applicable, kept securely at our office

We restrict access on a need-to-know basis and require staff to handle personal information confidentially. We review our security practices periodically.

Driver’s licence images are received by email and stored in our access-controlled customer files. Access is limited to staff who require it for credit assessment and account management.

7. How long we keep it

We keep personal information for as long as we need it to provide our products and services, manage your account, and meet our legal obligations.

Australian tax and corporations law requires us to keep business records — including credit application records — for at least seven (7) years. We may keep records for longer where required for an active dispute, legal proceedings, or other legitimate business purposes.

When information is no longer required, we take reasonable steps to destroy or de-identify it. Physical records (where applicable) are securely destroyed after the statutory retention period.

8. Your rights — access and correction

You have the right to:

• ask what personal information we hold about you
• request a copy of that information
• ask us to correct information that is inaccurate, incomplete, or out of date

To make a request, contact our Privacy Officer (details below). We will respond within a reasonable time (usually 30 days). There is no fee for making a request, although a reasonable cost-recovery fee may apply for providing copies of large volumes of information.

9. Cookies and website analytics

When you visit hybridag.com.au, we may collect anonymous information about your visit (IP address, browser type, pages viewed) using standard web analytics tools. This information is used to improve the website and is not linked to your identity.

10. Complaints

If you believe we have breached your privacy or mishandled your personal information, please contact our Privacy Officer in writing. We will investigate and respond within a reasonable time.

If you are not satisfied with our response, you can refer the matter to the Office of the Australian Information Commissioner (OAIC):

• Web: oaic.gov.au
• Phone: 1300 363 992

11. Changes to this policy

We may update this policy from time to time. The current version is always available at hybridag.com.au/privacy-policy. The effective date at the top shows when it was last updated.

12. Contact us