Terms and Conditions

PRIVACY POLICY

Last Updated: Februauy 2026

About eNotices

eNotices is a registered trademark and software platform developed, and owned by Forms Express Pty Ltd that provide organisations in the Local Government, Water, Corporate, Financial and Utility sectors to outsource the production & distribution of their billing notices and related documents, and payment collection services on behalf of their customers (“Notice Services”). Over 200 organisations across Australia and New Zealand have subscribed to the eNotices software platform that enables them to reduce their costs and provide efficiencies for some, or all their Notice Services.

City of Gosnells are currently using eNotices.

Introduction

eNotices is committed to treating the personal information we collect in accordance with the City of Gosnells's Privacy Policy, Australian Privacy Principles in the Privacy Act 1988 (Cth), the Information Privacy Principles (IPP’s) that form part of the Privacy and Data Protection Act 2014 (Vic) (the Privacy Acts) and any other privacy legislation in your territory. This Privacy Policy sets out how we handle personal information.

eNotices collects personal information from the eNotices platform and City of Gosnells for the sole purpose of fulfilling the provision of the Notice Services. The Notice Services are provided to a range of recipients. Examples of recipients are property owners, animal owners, water or utility customers, corporate and financial customers, among others (“Recipients”).

City of Gosnells Privacy Policy can be found at https://www.gosnells.wa.gov.au/

Our Privacy Policy describes how we manage personal information, including the kinds of personal information we collect, the purposes for which we collect personal information, and how we hold, use and disclose personal information. By using our products and services (including our website) or by providing your personal information to us you agree to the terms of this Privacy Policy.

We may need to update this Privacy Policy from time to time to reflect our current privacy practices or changes in the law and regulations. When we make any material changes to this Privacy Policy, we will post the updated policy on our website.

We encourage you to check our website from time to time to ensure that you are aware of our current Privacy Policy.

PERSONAL INFORMATION WE COLLECT
1. The types of personal information we collect depends on the nature of our engagement with you. Examples of personal information we may collect include:
  1. General identification information such as names
  2. Contact details such as postal address, property address, email address, phone and mobile phone number
2. If you choose not to supply us with this information, we may not be able to allow you to access or use our products or services (or all of the features and functionality offered by our products or services) or to respond to queries or requests that you submit to us.
3. Our eNotices website may contain links to other websites. We are not responsible for the privacy practices or the content of those other websites. The privacy practices applicable to those other websites may differ substantially from ours, so we advise you to read the privacy policy of those other websites before using them.
COLLECTING PERSONAL INFORMATION
1. The collection and handling of personal information is in accordance with this Privacy Policy.
2. Sensitive Information such as racial or ethnic origin, political opinions, membership of a political association, religious beliefs or affiliations, philosophical beliefs, membership of a professional or trade association, membership of a trade union, sexual preferences or practices, criminal record, as described in Information Privacy Principles 10 (Sensitive Information) are not required to be collected.
HOLDING PERSONAL INFORMATION
1. We hold personal information in both hard copy and electronic formats. We take security measures to protect the personal information we hold which includes physical controls (for example, security passes to enter our offices and storage of files in lockable cabinets) as well as technological controls (for example, restriction of access, firewalls, the use of encryption, passwords and digital certificates).
2. We also have policies and processes which govern document retention and data breach incidents. We endeavour to ensure that personal information is kept as current as possible and that irrelevant or excessive data is deleted or made anonymous as soon as reasonably practicable. However, some personal information may be retained for varying time periods in order to comply with legal and regulatory obligations and for other legitimate business reasons.
3. Personal information will be archived or destroyed in accordance with the Public Records Act 1973, relevant Retention and Disposal Authority from the Public Records Office Victoria, any other privacy legislation in your territory, or as per the written agreement with City of Gosnells.
4. In accordance with the Privacy Acts, we collect personal information to ensure accuracy, completeness, consistency, and validity of ratepayers / recipients. We maintain a secure system for the collection, handling and storing of personal information within Australia and will use appropriate technologies, security methods, operational policies and procedures to protect the information from:
  1. Unauthorised access
  2. Improper use
  3. Alteration in any way
PURPOSE FOR COLLECTING, HOLDING, USING, SHARING AND DISCLOSING PERSONAL INFORMATION
1. We will only use your information if we have a lawful reason to do so such as when it’s our legal duty, if we have your consent and when it’s in our legitimate interest to do so. The personal affairs information that you provide when registering for eNotices (for example: name, address, email, phone number and unique identifier such as eNotices reference number and assessment number), will only be used for the primary purpose that it was collected for, that being for the issue of Notices electronically, and, or via hard copy in the mail for the ratepayers / recipients, and not for any other secondary purpose without your explicit permission.
2. Where lawful and practicable, we will offer you the option of remaining anonymous as part of your transaction with us.
3. We may also use non-personal, de-identified and aggregated information for several purposes including for data analytics, research, submissions, thought leadership and promotional purposes. Any output is anonymised or aggregated so that no personal information or information relating specifically to you is reasonably identifiable.
ACCESS TO PERSONAL INFORMATION
1. Certain sections of, or offerings from, eNotices may require you to register. If registration is requested, you agree to provide us with accurate, complete registration information. Your registration must be done using your real name and accurate information. Each registration is for your use only and on behalf of the stated entity. We do not permit (a) any other person using the registered sections under your name; or (b) access through a single name being made available to multiple users on a network. You are responsible for preventing such unauthorised use.
2. We will endeavour to ensure that the personal information it holds is accurate, complete and up to date. We will systematically append and/or update any new personal information you provide to your existing customer record. This ensures that your customer record is complete and up to date.
3. It is important that you make sure the personal information we hold about you is accurate, up to date and complete. If any of your details change or if you believe that any personal information we have collected about you is inaccurate, you can update your contact details via your eNotices account or visit our website for contact information, and we will take reasonable steps to correct it in accordance with the requirements of the Privacy Acts.
COMPLAINTS
1. You can notify City of Gosnells of any complaint you may have about our handling of your personal information. City of Gosnells will endeavour to reply to you of receipt of your enquiry and, where appropriate, will advise you of the general reasons for the outcome of the complaint.
2. While City of Gosnells hope that they will be able to resolve any complaints, you may have without needing to involve third parties such as eNotices, if you are not satisfied with the outcome of your complaint, you can refer your complaint to the Office of the Australian Information Commissioner or any other relevant authorities in your territory.
3. Where lawful and practicable, City of Gosnells will offer you the option of remaining anonymous as part of your complaint with City of Gosnells. Please bear in mind, anonymity may limit the ability to process a complaint or other matter. Therefore, if you choose not to supply personal information that is necessary for us and City of Gosnells to perform its functions, then we reserve the right to take no further action on that matter.
DIRECT DEBIT
1. Direct Debit arrangements that do not pay the Rates in full within the current financial year will be reviewed on an annual basis.
CONTACT DETAILS
1. If you have any queries in relation to the management of your personal information, you can direct your questions directly to City of Gosnells by email or phone. Contact details can be found at https://www.gosnells.wa.gov.au/
AUTO DEBIT REQUEST SERVICE AGREEMENT
1. This is your Auto-Debit Service Agreement with your Council or Water Authority and 33007457141(Westpac Corporation). It explains what your obligations are when undertaking a Direct Debit arrangement with us. It also details what our obligations are to you as your Direct Debit provider.
2. Please keep this agreement for future reference. It forms part of the terms and conditions of your Direct Debit Request (DDR) and should be read in conjunction with your DDR authorisation.
DEFINITIONS
1. Account: means the account held at your financial institution from which we are authorised to arrange for funds to be debited.
2. Agreement: means this Auto-Debit Request Service Agreement between you and us.
3. Banking day: means a day other than a Saturday or Sunday or a public holiday listed throughout Australia.
4. Debit day: means the day the payment by you to us is due.
5. Debit payment: means a particular transaction where a debit is made.
6. Auto-Debit request: means the Auto-Debit Request between us and you.
7. Us or we: means your Council or Water Authority (the Debit User) you have authorised by requesting an Auto-Debit Request.
8. You: means the customer who has signed or authorised by other means the Auto-Debit Request.
9. Your financial institution: means the financial institution nominated by you on the DDR at which the account is maintained.
DEBITING YOUR ACCOUNT
1. By signing an Auto-Debit Request or by providing us with a valid instruction, you have authorised us to arrange for funds to be debited from your account. You should refer to the Auto-Debit Request and this agreement for the terms of the arrangement between us and you.
2. We will only arrange for funds to be debited from your account as authorised in the Auto-Debit Request. or We will only arrange for funds to be debited from your account if we have sent to the address nominated by you in the Auto-Debit Request, a billing advice which specifies the amount payable by you to us and when it is due.
3. If the debit day falls on a day that is not a banking day, we may direct your financial institution to debit your account on the following banking day. If you are unsure about which day your account has or will be debited you should ask your financial institution.
4. Direct Debit arrangements are offered for the intent of paying the current financial year rates in full, by the end of the financial year. Direct debit arrangements can be extended for the purpose of paying account arrears, but the payment amount must be deemed sufficient to repay the arrears within a reasonable timeframe. These arrangements or Auto-Debit requests will be for consideration by us and if accepted will be reviewed regularly. We reserve the right to decline your request if the payment amount is not sufficient.
5. An annual administration fee applies to each direct debit arrangement, as stated in the Schedule of Fees and Charges adopted by Council. This excludes eligible registered Pensioners/Senior and does not apply to the Four Instalment Payment Option or Annual Payment in Full.
6. Direct debit arrangements will be ongoing and continue even after the account has been paid in full, until a cancellation or amendment request is received.
7. A refund may be requested for any credit balance on your account. PLEASE NOTE ONLY 1 REFUND REQUEST PER FINANCIAL YEAR WILL BE APPROVED. Our refund process can take up to 14 business days for the funds to be received back to your nominated direct debit account once bank details are supplied.
8. Properties that have had a change of ownership within the current financial year are ineligible for direct debit arrangements.
AMENDMENTS BY US
1. We may vary any details of this agreement or an Auto-Debit Request at any time by giving you at least fourteen (14) days written notice.
AMENDMENTS BY YOU
1. You may change*, stop or defer a debit payment, or terminate this agreement by providing us with at least 14 days notification or arranging it through your own financial institution, which is required to act promptly on your instructions. *Note: in relation to the above reference to 'change', your financial institution may 'change' your debit payment only to the extent of advising us of your new account details.
2. A maximum of 2 payments per financial year can be deferred.
YOUR OBLIGATIONS
1. It is your responsibility to ensure that there are sufficient clear funds available in your account to allow a debit payment to be made in accordance with the Auto- Debit Request.
2. If there are insufficient clear funds in your account to meet a debit payment:
  1. you may be charged a fee and/or interest by your financial institution;
  2. you will also incur a dishonour fee imposed by us as stated in the Schedule of Fees and Charges adopted by Council. This fee will be added to the property rates account; and
  3. you must arrange for the debit payment to be made by another method or arrange for sufficient clear funds to be in your account by an agreed time so that we can process the debit payment.
3. Should a direct debit be rejected more than twice in a financial year, you will be notified in writing that the direct debit payment arrangement has been cancelled and no further direct debit requests will be accepted in that financial year. Upon cancellation of a direct debit payment arrangement, the outstanding amount becomes due and payable immediately. Late payment interest will apply from the cancellation date on any overdue amount.
DISPUTE
1. If you believe that there has been an error in debiting your account, you should notify us directly on and confirm that notice in writing with us as soon as possible so that we can resolve your query more quickly. Alternatively you can take it up directly with your financial institution.
2. If we conclude as a result of our investigations that your account has been incorrectly debited we will respond to your query by arranging for your financial institution to adjust your account (including interest and charges) accordingly. We will also notify you in writing of the amount by which your account has been adjusted.
3. If we conclude as a result of our investigations that your account has not been incorrectly debited we will respond to your query by providing you with reasons and any evidence for this finding in writing.
ACCOUNTS
1. You should check:
  1. with your financial institution whether Auto-Debit is available from your account as Auto-Debit is not available on all accounts offered by financial institutions.
  2. your account details which you have provided to us are correct by checking them against a recent account statement; and
  3. with your financial institution before completing the Auto-Debit Request if you have any queries about how to complete the Auto-Debit Request.
CONFIDENTIALITY
1. We will keep any information (including your account details) in your Auto-Debit Request confidential. We will make reasonable efforts to keep any such information that we have about you secure and to ensure that any of our employees or agents who have access to information about you do not make any unauthorised use, modification, reproduction or disclosure of that information.
2. We will only disclose information that we have about you:
  1. to the extent specifically required by law; or
  2. for the purposes of this agreement (including disclosing information in connection with any query or claim).
NOTICE
1. If you wish to notify us about anything relating to this agreement, you should contact us.
2. We will notify you by sending a notice in the ordinary post to the address you have given us in the Auto-Debit Request.
3. Any notice will be deemed to have been received on the third banking day after posting.