This policy relates to Whitehawk Advisors’ collection and handling of personal information that is covered by the Privacy Act. It is not intended to cover categories of personal information that are not covered by the Privacy Act.
Collection of personal information
Whitehawk Advisors collects and holds personal information from clients, employees, contractors and other individuals. We collect and hold this information when it is necessary for business purposes.
The main types of personal information Whitehawk Advisors collects and holds relate to the contact details and organisational roles of our clients, suppliers and other business contacts. Typically, this information includes names, addresses, telephone numbers, e-mail addresses and job titles. In the course of providing professional services to our clients. We may collect and hold more detailed personal information (for instance financial details, dates of birth and tax file numbers if we are engaged to perform compliance or advisory services).
We collect most information directly from individuals when we deal with them. The personal information we collect may be provided in forms filled out by individuals, face to face meetings, email messages, telephone conversations or by third parties. If you contact us, we may keep a record of that contact.
Because of the nature of our business, it is generally impracticable for us to deal with individuals on an anonymous basis or through the use of a pseudonym, although sometimes this is possible (for example, when seeking staff or client feedback generally).
Use of personal information
The main purposes for which we collect, hold and use personal information are:
- to provide our services;
- to respond to an individual’s request;
- to maintain contact with clients;
- to keep clients and other contacts informed of the services we offer and industry developments that may be of interest to them, and to notify them of service offerings, seminars and other events we are holding;
- for general management and reporting purposes, such as invoicing and account management;
- for recruitment purposes;
- for purposes related to the employment of our personnel and providing internal services to our staff; and
- other purposes related to our business.
If you choose not to provide us with personal information, we may be unable to do such things.
We may collect, hold and use personal information about individuals to market our services, including by email. However, individuals always have the opportunity to elect not to receive further marketing information from us.
If we collect, hold or use personal information in ways other than as stated in this policy, we will ensure we do so pursuant to the requirements of the Privacy Act.
How we use and disclose your personal information
Whitehawk Advisors does not routinely disclose personal information to other organisations unless:
- use or disclosure is permitted by this policy;
- we believe it is necessary to provide you with a product or service which you have requested (or, in the case of a partner, employee or contractor of Whitehawk Advisors, it is necessary for maintaining or related to your role at Whitehawk Advisors);
- to protect the rights, property or personal safety of any member of the public or a customer of Whitehawk Advisors or the interests of Whitehawk Advisors;
- some or all of the assets or operations of Whitehawk Advisors are or may be transferred to another party as part of the sale of some or all of Whitehawk Advisors’ business;
- you give your consent; or
- such disclosure is otherwise required or permitted by law, regulation, rule or professional standard.
Except as set out in this policy, we do not sell to or trade personal information with third parties.
Whitehawk Advisors uses a range of service providers to help us maximise the quality and efficiency of our services and our business operations. This means that individuals and organisations outside of Whitehawk Advisors will sometimes have access to personal information held by Whitehawk Advisors and may collect or use it from or on behalf of Whitehawk Advisors. This may include, but is not limited to, independent contractors and consultants, off-site security storage providers, information technology providers, event managers, credit managers and debt collecting agencies. We require our service providers to adhere to our privacy guidelines and not to keep, use or disclose personal information we provide to them for any unauthorised purposes.
If Whitehawk Advisors’ staff obtain products or services offered by a third party pursuant to an agreement or arrangement between that third party and Whitehawk Advisors, such as a credit card provider, we may provide your personal information to that third party, including information that relates to your use of such services.
Privacy on our websites and applications
This policy also applies to any personal information we collect via our websites, including whitehawkadvisors.net.au. In addition to personal information you provide to us directly (such as where you make a request or complete a registration form), Whitehawk Advisors may also collect personal information from you via its applications and websites.
If you are concerned about cookies, most browsers recognise when a cookie is offered and permit you to opt out of receiving it. If you are not sure whether your browser has this capability, you should check with the software manufacturer or your internet service provider. In most cases, you can refuse a cookie and still fully navigate the Whitehawk Advisors websites.
In order to properly manage our websites and applications, we may log certain statistics about the users of the facilities, for example the users’ domains and browser types. None of this information specifically identifies an individual and it is used solely to ensure that our websites and applications present the best possible navigational experience for users.
Security of personal information
Depending on the purpose for which we have collected personal information we may store some of the information electronically. Some or all of this personal information may be available to partners and authorised staff of Whitehawk Advisors for use in accordance with this policy.
Whitehawk Advisors will endeavour to take all reasonable steps to keep secure any information which we hold about you, whether electronically or in hard-copy, and to keep this information accurate and up to date. We also require our employees and contractors to respect the confidentiality of any personal information held by Whitehawk Advisors.
Whitehawk Advisors aims to achieve industry best practice in the security of personal information which it holds. It is our policy not to retain personal information once there is no longer a legal or business need for us to do so.
Access to information
We will provide access to personal information upon request by an individual, except in the limited circumstances in which it is permitted for us to withhold this information (for instance, where granting access would infringe another person’s privacy).
If at any time you want to know what personal information we hold about you, you may contact us at firstname.lastname@example.org
Corrections and concerns
If you believe that information we hold about you is incorrect or out of date, or if you have concerns about how we are handling your personal information, please contact us and we will try to resolve those concerns.
If you wish to have your personal information deleted, please let us know and we will take reasonable steps to delete it (unless we need to keep it for legal, auditing or internal risk management reasons).
Effect of Policy
Whitehawk Advisors operates in a dynamic business environment and we aim to review this policy annually to keep it current.
The amended policy will apply between us whether or not we have given you specific notice of any change.
This policy was last updated in March 2014.
If you would like more information about the way Whitehawk Advisors handles privacy, or if you wish to make a privacy complaint in relation to Whitehawk Advisors, please contact:
GPO Box 4579
SYDNEY NSW 2001
The protection of your personal information is something we take very seriously.