At Optimal Financial Services Pty Ltd, we are committed to protecting your privacy in accordance with the Privacy Act 1988 (Cth). This Policy describes our policies and practices for collecting, handling, storing, using and disclosing personal information. It also deals with how you can complain about a breach of the privacy laws, access the personal information we hold about you and have that information corrected (where necessary).
What personal information do we collect and hold?
When we provide advisory and financial investment services, we ask you for the information we need to provide you with service(s) agreed under our engagement, such as advisory services.
We collect your information through:
– Through our website enquiry form;
– When you contact us via email, mail or telephone; and
– When you retain our services.
This can include a broad range of information, including:
– Names, address, email, phone numbers and job titles;
– Information in documents such as passport or driver’s licence;
– Tax file numbers (TFNs) and other identification numbers such as Medicare number;
– Date of birth and gender;
– Financial information;
– Details of superannuation and insurance arrangements;
– Bank account details, shareholdings and details of investments;
– Educational qualifications, employment history and salary;
– personal information about your spouse and dependants.
How do we use your information?
We use your personal information to:
- – Provide you with products and services;
- – Administer our business activities;
- – Provide you with information about our products and services, invite you to events or distribute publications;
- – Communicate with you by a variety of measures including, but not limited to, by telephone, email, SMS or mail; and Investigate any complaints.
What if you don’t provide information to us?
If you do not provide us with some or all the information that we ask for, we may not be able to provide you with the service(s) agreed under our engagement .
You can contact us without using your name or by using a pseudonym. However, we may need your name or contact details to respond to you.
How do we store and protect your personal information?
We strive to maintain the relevance, accuracy and completeness and currency of the personal information we hold and to protect its privacy and security. We keep personal information only for as long as is reasonably necessary for the purpose for which it was collected or to comply with any applicable legal reporting or document retention requirements.
We hold the information we collect from you on our secure server and within files which are securely stored within our office. When your file is archived it is securely disposed of and all of your electronic data is securely archived.
We ensure that there is no unauthorised access or disclosure of your personal information. We also have suitable physical, electronic and managerial processes in place to safeguard and protect your information. Our employees are required to respect the confidentiality of personal information and the privacy of individuals, and privacy and data protection training is undertaken. We maintain physical security over our paper and electronic data and premises, by using locks and security systems.
Will we disclose your personal information to anyone?
We do not sell, trade, or rent your personal information to others. We may need to disclose your personal information to third parties to provide the service(s) as agreed upon in our engagement. This will be done to the extent that it is permitted by law and set out in this Policy. These third parties may include:
- – Companies or individuals contracted to assist us in providing services or who perform functions on our behalf
(such as contractors or temporary employees to handle peak period workloads, information technology service
- – providers, superannuation fund trustees, insurance providers, fund managers and other product providers)
- – Courts, tribunals and regulatory authorities, as required or authorised by law and in accordance with the Code of Ethics for Professional Accountants
- – Auditors or compliance officers, as required by Law or Professional Associations
- – Anyone else to whom you consent, such as banks, accountants and other financial institutions.
How can you check, update or change the information we are holding?
You may ask us for access to your personal information and to correct it at any time.
Upon receipt of enough information to allow us to identify the information, we will tell you what personal information we hold about you. We will also correct, amend or delete your personal information if we agree is inaccurate, irrelevant, out of date or incomplete.
We do not charge for receiving a request for access to personal information or complying with a correction request.
To access or correct your personal information, please write to:
We do not charge for providing access to personal information.
In some limited situations, we may need to refuse access to your information or refuse a request for correction. We will advise you as soon as possible after your request if this is the case and the reasons for our refusal.
What happens if you want to complain?
We will consider your complaint through our internal complaints resolution process and we will try to respond with a decision within 30 days of you making the complaint.
By asking us to assist with the service(s) agreed under our engagement, you consent to the collection and use of the information you have provided to us for the purposes described above.
Updating this policy