ORGANIC OILS

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Privacy Policy

‌Effective Date: October 6, 2026‌

Welcome to the privacy policy of ORGANIC OILS DIRECT PTY LTD, the operator of the website www.organicoilsltd.com. This document outlines clearly how we collect, use, disclose, store and protect your personal information when you access, browse, or make purchases on our e-commerce platform, in full compliance with Australian privacy laws and the latest 2026 regulatory requirements for personal data management.

As a business dedicated to curating clean, safe natural Australian botanical scents including indoor aromatherapy products, reed diffusers, car diffusers and other home fragrance goods, we prioritize the protection of every customer’s personal privacy, and this policy is designed to help you fully understand your rights and our obligations when interacting with our website and services.

1. Introduction and Scope of This Policy

This Privacy Policy applies to all personal information collected through our website [www.organicoilsltd.com], all related offline service interactions, and any customer data shared with us via email, phone or other communication channels. It applies to all visitors, registered users, customers, and business partners who access our platform or use our products and services.

We are committed to ensuring that all our data handling practices align with the Australian Privacy Principles (APPs) set out in the Privacy Act 1988 (Cth), as well as the new 2026 “Fair and Reasonable” test requirements introduced in the Tranche 2 Privacy Act reforms. This means every piece of personal data we collect will be objectively fair and reasonable in the circumstances of providing you with our home fragrance products and related services, eliminating the old practice of hidden data collection buried in lengthy unread policy documents.

Our full contact details for all privacy-related inquiries are as follows:

  • Company Name: ORGANIC OILS DIRECT PTY LTD
  • Postal and Physical Address: 5 Lakes Blvd, Wooloweyah, NSW 2464, Australia
  • Contact Email: [email protected]
  • Contact Phone Number: +61 412 489 387

2. Types of Personal Information We Collect

We only collect personal information that is directly relevant to delivering our products and services to you, and we do not gather unnecessary or excessive personal data without your explicit awareness. The categories of personal information we may collect include:

2.1 Information You Provide Actively to Us

  • ‌Account and Order Information‌: When you create an account on our website, place an order for reed diffusers, car aromatherapy products, scented candles or any other goods, we collect your full name, billing address, delivery address, email address, phone number, and order details including the specific products you purchase, order value, and payment preferences. For payment processing, we work with secure third-party payment providers, and we do not store full credit card or payment card details on our own servers.
  • ‌Communication Information‌: When you contact us via our contact page, send us emails to [[email protected]], or call our team at +61 412 489 387 with inquiries about our products, shipping, refunds, or any other support requests, we keep records of your messages, contact preferences, and our response records to ensure we can deliver consistent and high-quality customer service.
  • ‌Survey and Preference Information‌: When you voluntarily participate in our customer feedback surveys, sign up for our newsletter, or share your personal preferences for scent types, product sizes, or usage scenarios, we collect this information to tailor our product offerings and service experiences to match your needs, such as recommending our classic lavender reed diffuser for users who prefer relaxing, sleep-supporting scents, or our eucalyptus and mint reed diffuser for customers looking for bathroom freshness.

2.2 Information We Collect Automatically When You Use Our Website

When you browse [www.organicoilsltd.com], our website automatically collects certain technical data to ensure the stable operation of our e-commerce platform and improve your user experience:

  • ‌Device and Log Information‌: We collect details about the device you use to access our website, including your device model, operating system version, browser type and version, unique device identifiers, IP address, and the timestamps of your access, pages you viewed, links you clicked, and search terms you entered on our site.
  • ‌Cookie and Tracking Information‌: We use necessary cookies to maintain your shopping cart session, remember your login status, and ensure the checkout process works smoothly. In line with the 2026 Australian privacy reforms that have ended the era of implied consent for hidden cookie policies, we will only use non-essential analytics or marketing cookies after you provide explicit, opt-in consent. We do not deploy any undisclosed tracking tools without your clear approval.
  • ‌Location Information‌: We only collect precise geolocation data if you explicitly grant us permission, for the sole purpose of calculating accurate local shipping costs and estimated delivery timelines for your order. As required by the 2026 draft privacy reforms that classify precise location data as a category of sensitive information that receives enhanced protection, we will never collect or use your precise location data for any other purpose without your separate explicit consent.

3. Purposes for Which We Use Your Personal Information

All processing of your personal information is limited to the fair, reasonable, and necessary purposes explicitly stated below, and we will never repurpose your data for uses incompatible with the original purpose of collection without notifying you and obtaining additional consent where required by law:

  1. ‌Order Fulfilment and Service Delivery‌: We use your personal information to process your purchase orders, arrange product shipping to your nominated delivery address, send you order confirmation emails, shipping status updates, and delivery notification alerts, and handle any post-delivery support including product returns, exchanges, and after-sales inquiries.
  2. ‌Platform Operation and Experience Optimization‌: We use automatically collected website usage data to troubleshoot technical issues on our e-commerce site, identify popular product categories among our customers (such as our best-selling aromatherapy car vent clip set or classic lavender reed diffuser), optimize our site navigation structure, and ensure all product pages load correctly for every visitor.
  3. ‌Customer Communication and Personalized Service‌: With your explicit consent, we send you our newsletter with updates about new scent launches, exclusive promotional offers, and seasonal home fragrance tips. We also use your declared product preferences to provide personalized product recommendations that align with your interests, rather than delivering irrelevant unsolicited marketing content.
  4. ‌Legal Compliance and Risk Prevention‌: We process personal information to meet our legal obligations under Australian tax, consumer protection, and privacy laws, to verify user identities to prevent fraudulent order activities, protect the security of our payment processing systems, and respond to valid legal requests from Australian regulatory authorities where required by law.
  5. ‌Product Improvement and Business Analysis‌: We run anonymized, aggregated statistical analysis of customer order trends and website usage patterns to improve our existing product lines, develop new natural botanical scent blends that match the preferences of our Australian customer base, and adjust our inventory levels to ensure popular products are always in stock. All data used in this type of analysis is fully de-identified and cannot be linked back to any individual user.

4. Disclosure and Sharing of Your Personal Information

We will never sell, rent, or trade your personal information to any third parties for their independent marketing purposes, and we only share your data with trusted third parties in the limited circumstances outlined below, all of which are necessary to deliver our services to you:

  • ‌Trusted Service Providers‌: We share necessary personal data with third-party vendors who perform critical functions on our behalf, including secure payment processors to complete your order payments, licensed Australian courier and logistics partners to deliver your purchased fragrance products to your nominated address, and cloud hosting providers that store our website and customer data on secure servers located in Australia. All these service providers are bound by strict data protection agreements that require them to protect your personal information to the same standard required by Australian privacy law, and they are prohibited from processing your data for any purposes outside of the services they provide to us.
  • ‌Legal and Regulatory Disclosures‌: We may disclose your personal information if we are required to do so by a valid court order, legislative requirement, or formal request from an Australian government regulator, including the Office of the Australian Information Commissioner (OAIC). In the event of a data breach that involves your personal information, we will comply with all applicable mandatory disclosure rules, including the new 2026 regulatory framework that requires organizations to report relevant data leakage incidents to regulators and affected users in a timely, transparent manner.
  • ‌Business Transfer Scenarios‌: In the unlikely event of a future merger, acquisition, or full or partial sale of our business assets, your personal information may be transferred to the new operating entity, who will be required to continue to honour the terms of this Privacy Policy for all existing customer data.

We will never share your personal information with any overseas recipients outside of Australia unless we ensure that the receiving party provides an equivalent level of personal data protection as required by Australian privacy legislation, or we have obtained your explicit written consent to the cross-border data transfer.

5. Data Storage and Security Protection

All personal information we collect is stored on secure, password-protected servers located within Australia, and we implement a layered set of administrative, technical and physical security measures to protect your data from unauthorized access, disclosure, alteration, destruction, loss or misuse:

  • All sensitive data including customer payment details and contact information is encrypted both in transit using industry-standard TLS 1.3 protocols, and at rest on our secure cloud storage systems.
  • Our internal staff are only granted access to your personal information on a strict need-to-know basis, and all team members complete mandatory annual Australian privacy compliance training to ensure they understand their obligations to protect customer personal data.
  • We conduct regular periodic security audits and privacy impact assessments, especially for any systems that use personal information for automated decision-making or customer analytics. In line with the 10 December 2026 compliance deadline set by the OAIC, we ensure that any automated decision-making processes that use your personal data are fully transparent, and we will clearly disclose to you how your personal information is used in any automated processing activity.

We retain your personal information only for as long as it is necessary to fulfil the original purposes for which it was collected, including to complete any ongoing order or service obligation, or to meet applicable legal, tax or record-keeping requirements under Australian law. Once your personal information is no longer required, we will securely and permanently delete or anonymize the data in full compliance with APP requirements.

6. Your Rights Under Australian Privacy Law

In accordance with the Australian Privacy Principles, you hold a full set of rights over your personal information, which you can exercise at any time free of charge by contacting our privacy officer via the contact details listed at the start of this policy:

  1. ‌Right of Access‌: You have the right to request a copy of all personal information we hold about you, and to receive a clear, understandable explanation of how we have collected, used and shared that data.
  2. ‌Right to Correction‌: If you find that any of the personal information we hold about you is inaccurate, incomplete or out of date (such as an old delivery address or outdated contact phone number), you have the right to request that we correct the relevant data without unreasonable delay.
  3. ‌Right to Withdraw Consent‌: You can withdraw any previously provided consent for us to process your personal information at any time, including opting out of our marketing newsletter communications, or revoking permission for us to collect your precise location data. You can do this by clicking the “unsubscribe” link in any marketing email you receive from us, or by sending a direct request to our privacy officer. Please note that withdrawing consent will not affect the lawfulness of any data processing we completed before your request, and it will not prevent us from processing your personal information for the purposes required to fulfil your active orders or meet our legal obligations.
  4. ‌Right to Data Erasure‌: You have the right to request that we delete all personal information we hold about you, subject to a small number of exceptions where we are legally required to retain certain records for tax, consumer dispute resolution or regulatory compliance purposes.
  5. ‌Right to Lodge a Complaint‌: If you believe that we have handled your personal information in a way that breaches Australian privacy law, you can submit a formal complaint to our privacy officer, and we will respond to your complaint within 30 business days and work with you to resolve the issue satisfactorily. If you are not satisfied with our response to your complaint, you have the right to escalate your complaint to the Office of the Australian Information Commissioner (OAIC) for independent investigation.

7. Updates to This Privacy Policy

We may occasionally update and revise this Privacy Policy to reflect changes to our business operations, new product launches, or updates to Australian federal and state privacy legislation. When we make material changes to this policy, we will update the “Effective Date” at the top of this document, and publish a clear prominent notification on the homepage of [www.organicoilsltd.com] to alert you to the revisions before they take effect. We encourage you to review this Privacy Policy periodically whenever you visit our website, to stay fully informed about how we are protecting your personal information.

8. Contact Our Privacy Officer

If you have any questions, concerns, or requests related to this Privacy Policy, or any matter related to how we handle your personal information, you can reach our dedicated privacy officer at any time via:

  • Postal Address: Privacy Officer, ORGANIC OILS DIRECT PTY LTD, 5 Lakes Blvd, Wooloweyah, NSW 2464, Australia
  • Email: [email protected]
  • Phone: +61 412 489 387

We will respond to all legitimate privacy inquiries as quickly as possible, and in no circumstance later than 30 calendar days from the date we receive your request.

At ORGANIC OILS DIRECT PTY LTD, we believe that protecting your personal privacy is as important as delivering our high-quality, clean, natural Australian botanical scents to your home and vehicle. We are committed to upholding full transparency in all our data handling practices, to make sure every customer of [www.organicoilsltd.com] can shop with complete peace of mind, knowing their personal information is handled fairly, safely, and in full compliance with all Australian privacy regulations.