Urquhart Sexton Financial Planning Pty Ltd is an Australian Financial Services Licence Holder and an Australian Registered Training Organisation. Urquhart Sexton Financial Planning Pty Ltd respects your privacy and is committed to protecting your privacy.
If you require any further information concerning privacy and the ways in which we handle your personal information, please contact us using the contact details set out at the end of this policy.
We may ask you for a range of personal information because of the nature of the products and services we provide as well as government regulations and taxation laws. The type of personal information that we collect may include (but is not limited to) name, gender, marital status, mailing address, telephone and fax numbers, email address, date of birth, income, assets and liabilities, account balances, tax and financial statements, tax file number, account details, employment details, financial information, credit history, transaction history and whether a client is an Australian citizen.
Sometimes we need to collect sensitive information about you, for instance in relation to some insurance applications we may also collect medical and lifestyle information. This may include information on your sexual preferences and is collected so the insurers and their agents may assess whether to accept your insurance proposal and, if so, on what terms. If you are using our estate planning services, we may also request that you provide personal information regarding potential or current beneficiaries. The type of information may include (but is not limited to) name, marital status, date of birth, relationship to you, occupation and financial dependency. Unless required by law, we will only collect sensitive information with your consent.
We may collect information about you because we are required or authorised by law to collect it. There are laws that affect financial institutions, including company and tax law, which require us to collect personal information. For example, we require personal information to verify your identity under Commonwealth anti-money laundering law.
If you provide personal information to use about someone else, you must ensure that you are entitled to disclose that information to us and that, without us taking any further steps required by privacy laws, we may collect, use and disclose such information for the purposes described in this Policy.
We normally obtain personal information directly from our clients, for example through taking instructions, completing or reviewing “fact find” forms, phone calls, faxes, emails and making and maintaining records of information provided in the course of providing our clients with products or services. We may also collect personal information from you in the course of your use of our website if you input any personal information. In addition, we also access cookies on your computer, which enables us to tell when you use the website and also to help customise your website experience (see Internet Privacy below). From time to time, we may also ask for additional information (for example, through market research, surveys or special offers) to enable us to improve our service or consider the wider needs of our clients or potential clients. When we receive personal information from you directly, we’ll take reasonable steps to notify you how and why we collected your information, who we may disclose it to and outline how you can access it, seek correction of it or make a complaint.
There may be occasions when we need to source personal information about you from a third party. For example, we may collect personal information from third party product providers, brokers or government agencies. In some cases, we may be provided with your personal information from other sources, such as accountants, brokers, agents or by family members or friends. We will take reasonable steps to let you know that we have your personal information, unless it is obvious from the circumstances that you know or would expect us to have the information. Reasonable steps may include asking the person who gave us your information to let you know that we have that information.
You may also choose not to provide certain personal information. However, if you choose not to provide information requested for the purposes of fulfilling your request for a specific product or service, we may not be able to provide you with the requested product or service, or the product or service which we do provide might not fully meet your needs.
We have the ability to record appointments and phone conversations for the purpose of information collection and Record of Advice discussions.
We hold personal information about you in paperbased and electronic records and systems. Personal information may be collected in paper-based documents and converted to electronic form for storage (with the original paper-based documents either archived or securely destroyed).
Information held in paper-based form is generally securely stored at our office. We use physical security and other measures to ensure that personal information is protected from misuse, interference and loss; and from unauthorised access, modification and disclosure.
We use physical security, password protection and other measures to ensure that personal information stored in electronic form is protected from misuse, interference and loss; and from unauthorised access, modification and disclosure. Data is backed up daily and stored securely off site.
At all times your personal information is treated as confidential and any sensitive information is treated as highly confidential.
We take appropriate steps to protect the personal information we hold about you from interference, misuse, loss, unauthorised access, modification or disclosure. Specifically, our security measures include:
Subject to relevant laws, where we hold personal information about you and that information is no longer needed for any purpose, we will take reasonable steps to destroy or permanently de-identify the relevant information. Where we receive unsolicited personal information about you, we will check whether that information is reasonably necessary for our functions or activities. If it is, we’ll handle this information the same way we handle other information we seek from you. If not, we will take reasonable steps to destroy or permanently de-identify the relevant information.
The purpose for collecting personal information is to provide you with the products and services you’ve asked for, to understand and meet your needs and provide you with a wide range of financial and other products and services. The types of products and services provided by us include (but are not limited to) strategic financial planning and investment advice, portfolio and self managed superannuation fund administration ,and taxation services.
We may also use and disclose your personal information:
To make sure we can meet your specific needs, and for the purposes described above, we sometimes need to share your personal information with others including:
If you no longer wish to receive direct marketing offers from us, you can unsubscribe from particular marketing material or by contacting us (see “Contact Us” below). We will process your request as soon as practicable.
We are unlikely to disclose personal information to overseas recipients. In some circumstances, we may need to obtain your consent before this occurs. If cloud storage of electronic information is deemed necessary, our policy is to only use cloud or other types of networked or electronic storage where infrastructure is physically located in Australia. We have carried out our due diligence regarding our cloud service providers and have entered into suitable contractual arrangements with them.
We aim to make sure that the personal information we collect, use or disclose is accurate, complete and up to date. This way we can provide you with better service. If you believe your personal information is not accurate, complete or up to date, please contact us. We can generally update your client information over the telephone or via email. We may also take steps to update personal information, for example, an address, by collecting personal information from publicly available sources, for example, telephone directories or electoral rolls.
You may request access to your personal information, however, access is subject to some exceptions allowed by law. Factors affecting a right to access include:
Requests for access to limited amounts of personal information, such as checking to see what address or telephone number we have recorded, can generally be handled over the telephone. Requests for access to more substantial amounts of personal information, such as details of what is recorded in your file should be made by contacting us. If we can’t provide your information in the way you’ve requested, we will tell you why in writing.
In general, you can visit our website without revealing personal information about yourself. When you visit our website, our internet service provider and website managers may make a record of your visit, logging information such as your IP address (if applicable), the date and time of your visit, the pages accessed, the domain where you clicked through from and the type of browser you have used. This information is collected for trend and statistical purposes to enable us to analyse and enhance our website’s functions and capabilities.
You have control over any personal information we collect from you through online forms, ‘Contact Us’ messages, including chat transcripts, emails to us or email newsletter subscription information, and any information collected will be used:
You may be able to access external websites by clicking on links we have provided. Those other websites are not subject to our privacy standards, policies and procedures. You will need to contact or review those websites directly to ascertain their privacy standards, policies and procedures.
If you have general enquiry type questions, you can choose to submit these anonymously or use a pseudonym. However, we may not always be able to interact with you this way because we are governed by strict regulations that require us to know who we’re dealing with. In general, we won’t be able to deal with you anonymously or where you are using a pseudonym when:
We will not use your tax file number (TFN), pension number or any other government agency identifier as your file, policy or application number. We only use and disclose these numbers for the purposes required by law, such as disclosing your TFN to the Australian Taxation Office. You may use a government identifier, for example, a pension number or Medicare number, to prove your identity when you deal with us.
If you have a complaint about the handling, use or disclosure of your personal information, write to Urquhart Sexton Financial Planning Pty Ltd Complaints Officer at the contact address below. We will investigate your complaint and advise you of the outcome as soon as possible.
Complaints Officer PO Box 1464 GRIFFITH, NSW, 2680
If the matter is not resolved to your satisfaction, you can then refer your complaint to the Office of the Australian Information Commissioner, who can be contacted at:
Office of the Australian Information Commissioner
Level 3, 175 Pitt Street
Sydney NSW 2000
If you have any questions or would like further information on these privacy and information handling practices, please use the following contact details:
Urquhart Sexton Financial Planning
PO Box 1464
GRIFFITH, NSW, 2680
Urquhart Sexton Financial Planning Pty Ltd holds a national Australian Financial Services Licence (AFSL 303051) and all of our advisors are bound by the FPA’s strict Code of Ethics and Rules of Professional Conduct.