Privacy Policy
Last updated: 22 October 2026
1. Who we are and scope
This policy explains how Wildfire International Pty Ltd (ACN 635 342 264) as trustee for the Wildfire Oils Unit Trust (ABN 56 552 478 779), trading as Wildfire Oil (“Wildfire”, “we”, “us”) handles personal information in connection with our wholesale website at https://wholesale.wildfireoil.com/ and related business operations.
It concerns information about identifiable individuals, including customers, business contacts and representatives. It should be read alongside the applicable website terms.
2. Information we collect
We may collect names, business roles, email addresses, phone numbers, billing and delivery addresses, account identifiers, correspondence, enquiries, orders, invoices, purchase history, refunds, payment references and information necessary to provide support. For approved trade arrangements, information may also include credit application details, business references, payment history and recovery correspondence. We do not ordinarily need complete payment-card numbers: these are generally processed by payment service providers.
Our websites and technology providers may process IP addresses, approximate location derived from IP, device and browser identifiers, website usage events, security logs, cookies and similar technical information. We may receive information about individuals from an employing business, an authorised colleague, payment or delivery providers, or other lawful sources.
3. Why and how we use information
We use information to administer accounts; respond to enquiries; supply goods and services; process, reconcile and refund payments; arrange shipping; keep business records; manage customer relationships; assess and administer credit where applicable; investigate fraud and security incidents; manage disputes, product safety and recalls; provide lawful marketing communications; analyse and improve our websites and services; and comply with legal obligations.
Where information is requested for an order or account, choosing not to provide necessary details may prevent us from completing the transaction or providing the requested service. We collect information through our websites, registrations, checkout, email, telephone, business correspondence, and service providers.
4. Wholesale registration and account administration
Our wholesale service is for approved trade customers. We may collect business registration information, ABN, contact person details, trading address, authorised representatives, wholesale price arrangements, account roles, orders and communication history. Account registration may involve identity or business eligibility checks.
We may record the version of wholesale trading terms accepted, the date and method of acceptance, and relevant order details, including for orders placed online, by email or by telephone.
5. Credit, trade references and collections
Where a customer requests credit, we may collect details necessary to assess and administer the request, seek authorised references or conduct appropriate checks, and maintain records of payment history and overdue amounts. Existing credit arrangements and new applications are assessed on their own terms; providing information does not guarantee credit approval.
If an amount is unpaid, relevant details may be shared with banks, accountants, authorised professional advisers, debt-recovery providers or relevant authorities where appropriate and lawful.
6. Freight, international orders and product safety
We share delivery contact and shipment information with carriers, logistics services and customs or border authorities where necessary. For approved international wholesale orders, additional shipping, import and documentation information may be collected and supplied to relevant parties.
Where needed for safety investigations, product quality concerns or recalls, we may use order, batch, delivery and account contact information to trace products, contact trade customers and comply with legal duties.
7. Business systems, hosting and technology
We may use website and email hosting services; content-management and ecommerce platforms; plugins, extensions and integrations; banking and payment services; customer relationship management and accounting systems; customer support, business email and communications platforms; office productivity software; document and spreadsheet applications; cloud storage, backup and file sharing; security and anti-spam services; and automation platforms.
Depending on configuration, a plugin or integration may process data solely within our hosting environment or share relevant information with an external provider. Categories of information processed depend on the function of the service. We maintain oversight of our technology arrangements and take reasonable steps to restrict access and protect personal information.
8. Payments, banking and financial records
We may share relevant information with banks, financial institutions, payment gateways, accounting providers and financial intermediaries as reasonably necessary for payments, refunds, bank-detail verification, reconciliation, chargebacks, fraud prevention, financing or credit administration, and legal compliance. We may use external advisers or lawful debt-recovery providers when necessary.
Financial providers may handle information under their own privacy policies. You should not send full payment-card details through ordinary email.
9. Communications and direct marketing
We may use email delivery, campaign management and automated communication services for operational messages, order and account notifications, requested updates and marketing. We may use more than one marketing provider during a migration or operational transition. Marketing messages are sent in accordance with applicable law and any relevant permissions, and include an unsubscribe mechanism where required.
Unsubscribing from promotional communications does not prevent necessary transactional, account, safety or legally required messages. Providing a telephone number by itself does not constitute consent to receive promotional SMS.
10. Website cookies, analytics and security
The wholesale website uses technologies necessary for site operation, account access, baskets and orders, and may use security, performance or analytics services. These may process cookies, IP addresses, browser information, login and security events, and website usage information.
We use infrastructure and website security services, including traffic protection and content delivery technologies. We do not represent that the wholesale website uses retail-specific session-replay or remarketing technologies unless they are actually enabled on that website. Users can manage cookies through browser controls, noting some functions may be affected.
11. Artificial intelligence and automated technologies
We may use artificial intelligence, machine learning, generative AI and AI-assisted automation, including tools for analysis, document processing, communications and operational support. These may be provided by third parties or integrated into business software. Depending on the task and configuration, information submitted to an AI-assisted service may include business records or personal information.
Where personal information is involved, we aim to minimise what is shared, use appropriate access and security controls, and consider the privacy and confidentiality implications of the relevant provider and use. We do not treat this policy as blanket consent to share personal information with any AI service for any purpose. Where a use requires separate notification, consent or another lawful basis, we will address that requirement.
12. Service providers and disclosures
We may disclose relevant information to contractors and service providers who support website hosting, ecommerce, payment processing, cloud storage, customer service, accounting, CRM, email delivery, analytics, security, business administration, fulfilment, carriers and professional advice. We may disclose information to regulators, law enforcement or other parties where required or authorised by law, or where reasonably necessary to protect rights, safety or security.
We do not publish a complete list of our suppliers in this policy because providers change over time. A provider may process information as a service provider or as an independent organisation under its own privacy obligations, depending on its role.
13. Overseas processing and disclosure
Some cloud, email, analytics, ecommerce, security, payment, AI and other technology providers may store or access information outside Australia. Where an overseas disclosure occurs, we take steps appropriate to the circumstances and our applicable obligations, including those relating to overseas recipients.
The countries of overseas recipients depend on the providers and configurations in use. We will identify likely recipient countries where practicable once confirmed in our service-provider review, and update this policy as needed. The use of an Australian hosting company does not necessarily mean all associated processing remains in Australia.
14. Security, record retention and deletion
We use reasonable technical, organisational and administrative measures to safeguard personal information, including access controls and appropriate security processes. No electronic system can be guaranteed completely secure.
We retain personal information for as long as reasonably needed for the purpose collected, and as required by tax, accounting, legal, record-keeping, safety and dispute obligations. We securely delete or de-identify information when no longer required, subject to lawful retention, backups and technical constraints.
15. Age and permitted users
Wholesale account access is intended for adults acting with authority on behalf of legitimate businesses. Account holders should maintain accurate contact information and keep login credentials secure.
16. Access, correction and privacy enquiries
You may request access to personal information we hold about you or ask us to correct inaccurate, incomplete or outdated information. We may need to verify your identity before providing access or making changes. We will respond within a reasonable period and explain any refusal where required by law.
If you have a privacy concern or complaint, please contact us using the details below with an explanation of the issue. We will investigate and respond within a reasonable timeframe, generally aiming to respond within 30 days. If you are dissatisfied, you may be able to complain to the Office of the Australian Information Commissioner (OAIC), subject to applicable requirements.
17. Policy changes and contact details
We may update this policy to reflect changes in law, our practices or providers. Material changes may also be notified through our website or other appropriate communications. The version displayed at the relevant website is the current published version.
For privacy enquiries, access or correction requests, and complaints, please use our Contact Us page or the contact details below.
Telephone: +61 7 5577 1412
Postal address: Wildfire International, 3/32 Harrington Street, Arundel QLD 4214, Australia.