Purpose
At Matthews Steer Pty Ltd, ACN 006726736 we care about keeping your personal information safe and private.
We provide accounting, advisory, taxation, wealth advisory and government grant application services. We follow the rules set by the Australian Privacy Principles (APPs) under the Privacy Act 1988 (Cth) (Privacy Act) and any relevant privacy code registered under the Privacy Act.
This policy explains how we collect, use, share, store and handle your personal information. Please read it along with our terms of engagement.
Personal information you give us about someone else
If you give us someone else’s personal information, you should make sure you have their permission. You should also let them know about this privacy policy.
Why we collect your data
- to provide the services you have requested of us;
- to maintain contact with you;
- to keep you informed of the services we offer and of current developments;
- to update you on relevant industry or business information, applicable changes and impacts in legislation
- to notify you of events, services and service offers;
- for recruitment and employment (including expressions of interest in working for us); and
- for administration, reporting and management purposes.
Type of data we collect
- Name
- Contact details
- Gender
- Date of Birth
- Employment details and employment history
- Tax File Numbers
- Details of your financial circumstances, including bank account details, your assets and liabilities (both actual and potential), income, expenditure, insurance cover and superannuation, credit history and other financial information
- Health information (for some types of insurance cover)
- Details of your investment preferences and aversion or tolerance to risk (if a wealth advisory client)
- Unless specifically necessary for us to provide services to you, and you have consented to us doing so, we will not usually seek sensitive information from you or about you. Sensitive information can include things like your religion, ethnicity, criminal history, medical condition and sexual preference. These services may include (but not limited to) life insurance, lending and leasing services, financial planning advice.
How we collect your data
We mainly collect information directly from you, and we do so in a lawful and fair manner without being overly intrusive.
Occasionally, we might also get information from third parties like your lawyer, banks financial institutions, regulatory bodies or insurance companies.
If you are using certain services, we might check your credit reports or collect your tax file numbers, which are sensitive.We gather personal information in various ways while providing our services:
- Electronically;
- Via telephone;
- Mail; or
- Through our website.
We may also collect your personal information from a third party where:
- You consented to the collection of information;
- We are required or authorised under Australian law, court/ tribunal, or someone other than you; or
- It is unreasonable or impracticable to obtain the information from you.
- We may also collect personal information that is publicly available.
Regardless of how it is collected, we handle all Personal Information in accordance with this Policy.
How we use and disclose your information
We will never sell your personal information. We only use it to provide the services you asked for.
With your consent, we might use your information for related purposes. Your personal information may be shared with:
- Product providers you were placed in by your Authorised Representative
- Other areas within our corporate group
- Anyone authorised by you, as specified by law or the contract
- Third parties who we engage to provide services to you or to assist us to provide services to you such as outsourced contractors, cloud computing and software providers, CRM providers, solicitors and other professional, secretarial or expert services.
- Where it is permitted or required by law, or we reasonably believe it is necessary on health and public safety grounds to use the personal information for another purpose.
We may share your information with subcontractors outside of Australia to provide our services. We make sure these third parties follow Australian privacy laws and our privacy policy.
By giving us your personal information, you agree to this transfer and sharing. The recipients must follow laws or agreements that protect your information similarly to Australian privacy laws.
How we store your information
We take your data security seriously and use various methods to protect it from misuse, loss, unauthorised access and disclosure.
We use security like firewalls, tracking systems two-factor authentication, regular updates and access restrictions to keep your information secure. Our staff receive monthly cyber security training and we work with external experts. We also have a process for notifying you about data breaches and act quickly to address them.
However, no security measures are completely foolproof. We cannot guarantee complete security, so please protect your information and let us know immediately if you spot any security issues.
Access and correction of your information
We make sure your personal information is accurate and up-to-date, but we also need you to tell us about any changes.
If you want to see, update or correct your personal information, just let us know. We may ask you to verify your identify and specify what information you need.
Contact us using the details below for access or updates.
Retention and deletion of your information
We will keep your personal information for as long as needed to fulfil its purpose or as required by law. Once it is no longer needed, we will securely delete it from our systems.
Currently our data retention and deletion policy is:
- Accounting Clients
– Existing client data (such as corporate secretarial and permanent documents, proposals, agreements etc) will be retained whilst the client is existing with MS.
– All other documents (excluding the above) are archived after 7 years and destroyed after 10 years - Wealth Clients
– Existing client data will be retained for 7 years. Licensee approval will be required before deleting any files - Grants Clients
– Existing client data is retained for 10 years - All Closed Clients
– After 7 years all closed client documents will be deleted
Complaints
If you think we have not met our privacy obligations or violated your rights under the APPs and Privacy Act, please send us a written complaint using the contact details below.
We will review your complaint and our actions to see if we need to take any steps. We will respond within 30 days.
If you are not happy with our response you may contact the Office of the Australian Information Commissioner.
Policy amendments
This privacy policy may be amended from time to time. Please ensure that you follow the link on our website to ensure you are reading the most up to date policy.
Our contact details
If you have a query relating to this Policy or wish to make a complaint, please contact us using the following contact details:
Matthews Steer Pty Ltd
L2, 7 English Street
Essendon Fields
Victoria 3041
Australia
(03) 9325 6300