Privacy Policy

Bulk Lubricants Australia · Version 1.0, effective 24 October 2026

This policy explains how Bulk Lubricants Australia ("we", "us") handles personal information. Bulk Lubricants Australia is a trading name of Black Swan Farms Pty Ltd ACN 604 237 434 ABN 80 604 237 434. We handle personal information in line with the Australian Privacy Principles in the Privacy Act 1988 (Cth).

1. What personal information we collect

Most of our customers are businesses, but we still collect personal information about the people we deal with, such as:

Contact details: name, job title, company, email, phone, delivery and billing addresses, state.
Quote and order details: products, quantities, delivery or pickup preferences, order frequency, notes you give us, ABN.
Account details: login email, portal activity, quotes, orders, invoices and payment history.
Payment information: card payments are processed by Stripe. We receive limited details (such as the card brand, last four digits and payment status) but not your full card number.
Technical support enquiries: your question, equipment details and contact details.
Credit application information (business accounts): information about directors, owners, guarantors and referees, which may include dates of birth, residential addresses, driver's licence details and credit information. See section 8.
Pickup and delivery records: names of people collecting goods, ID checks, signatures and proof-of-delivery photos from carriers.
Records of your agreement to our terms: when you accept our Terms of Sale on the Site or sign a quote, we record the date and time, the version of the terms, your IP address and browser details.
Website data: IP address, device and browser information, pages visited, and cookie or analytics data (see section 7).
Marketing preferences.

We don't intentionally collect sensitive information (such as health information). Please don't include it in notes or enquiries.

2. How we collect it

Mostly directly from you: through our website forms (quote requests, account creation, technical support), the customer portal, online checkout, email, phone and in person. We may also collect it from your employer or colleagues (for example, when a business nominates you as a contact), carriers, Stripe, credit reporting bodies and trade referees (for credit accounts, with consent), TotalEnergies (for example, where it refers an enquiry to us), and public sources such as the ABN Lookup and ASIC registers.

You can deal with us without identifying yourself for general enquiries, but we need your details to quote, supply, deliver or invoice.

3. Why we collect, use and disclose it

to respond to enquiries and prepare quotes;
to process, deliver and support orders, including pickup at the TotalEnergies Perth warehouse in Maddington;
to process payments, issue invoices and manage accounts and credit;
to give or obtain technical support (including from TotalEnergies);
to keep a record of the terms you have agreed to;
to meet legal obligations, such as tax, dangerous goods, work health and safety and product recall obligations;
to send service messages about your orders and account;
with your consent or where otherwise permitted, to send marketing about our products (see section 6);
to improve our Site and services, and to prevent fraud and misuse.

We share personal information only as needed for these purposes, with:

TotalEnergies (TotalEnergies Marketing Australia and related companies) to fulfil orders from its warehouse, arrange supply, and answer technical support questions;
our business system provider (Odoo) that hosts our quotes, orders, invoices and customer portal;
Stripe, to process card payments;
Starshipit and freight carriers, to book, track and deliver shipments;
IT, hosting, email and website providers, such as Cloudflare (website hosting, security and email) and Google (website analytics);
credit reporting bodies, trade referees, debt collectors and lawyers, for business accounts (section 8);
our professional advisers (accountants, lawyers, insurers);
government agencies and regulators, where required or authorised by law.

We don't sell personal information.

5. Overseas disclosure

Some of our service providers store or process information outside Australia. Likely countries include the United States (for example Stripe, Google and Cloudflare), New Zealand and the United States (Starshipit), the country or region where Odoo hosts our business system, and France (TotalEnergies group). Before disclosing information overseas, we take reasonable steps, such as relying on providers' contractual privacy and security commitments, to make sure it's handled in line with the Australian Privacy Principles.

6. Marketing

We'll only send you marketing emails or SMS with your consent (express, or inferred where the Spam Act 2003 (Cth) allows, for example from an existing business relationship and your published work address). Every marketing message will identify us and include a working unsubscribe option. We'll process unsubscribe requests within 5 business days. You can opt out at any time without affecting service messages about your orders.

7. Cookies and analytics

Our Site uses cookies and similar technologies to make it work (for example, to keep you logged in to the portal, keep your quote list, and protect our forms from spam using Cloudflare Turnstile) and to understand how the Site is used, using Google Analytics and Cloudflare's website analytics. You can block cookies in your browser, but some features may not work. We don't use advertising cookies.

8. Credit accounts and credit information

If you apply for a business credit account, or are a director, owner or guarantor of an applicant, we may collect and exchange information with credit reporting bodies and trade referees to assess the application, manage the account and collect overdue amounts, with your written consent given in our Credit Application. Our Credit Application includes a separate notice explaining which credit reporting bodies we use, and your rights.

9. Security and retention

We store information in our business systems and with service providers that use industry-standard security. We limit access to people who need it, and use multi-factor authentication where available. We keep information for as long as we need it for the purposes above and to meet legal requirements (for example, tax records generally must be kept for 5 years). Then we delete or de-identify it.

If a data breach is likely to result in serious harm, we'll notify affected people and the Office of the Australian Information Commissioner (OAIC) where required by the Notifiable Data Breaches scheme.

10. Access and correction

You can ask for access to, or correction of, the personal information we hold about you by contacting us. We'll respond within a reasonable time (usually 30 days). If we refuse, we'll tell you why and how to complain. Account holders can update many details directly in the customer portal.

11. Complaints

Contact our Privacy Officer first by email to quotes@bulklubricants.com.au or on +61 459 798 569. Written notices can also be posted to our postal address for notices, 24 Augusta Street, Willetton WA 6155. We'll acknowledge your complaint within 5 business days and aim to resolve it within 30 days. If you're not satisfied, you can complain to the OAIC: www.oaic.gov.au, 1300 363 992.

12. Changes

We may update this policy by publishing a new version on our Site with its date.