Privacy & Spam Policy
At Vortex Financial Planning, our foremost commitment is to provide unparalleled client service while safeguarding your privacy with utmost diligence. We understand the paramount importance of privacy in your financial affairs and adhere to the Privacy Amendment (Enhancing Privacy Protection) Act 2012, which outlines the Australian Privacy Principles (APPs). Our aim is not only to comply with these principles but also to support your privacy rights comprehensively. For further information on privacy regulations in Australia, you can visit the website of the Office of the Australian Information Commissioner at http://www.oaic.gov.au.
Our Privacy Policy elucidates the purpose and intricacies of how the personal information you entrust to us and our representatives is collected, utilized, retained, disclosed, and disseminated. We encourage you to regularly review our website for updates to our Privacy Policy.
Your Personal Information
As a financial service provider, Vortex Financial Planning operates under specific legislative and regulatory requirements outlined in s961B of the Corporations Act and the Anti-Money Laundering and Counter-Terrorism Financing Act 2006. This mandates us to gather personal information about you, which may include:
- Your name, contact details, date of birth, and tax file number
- Information regarding your dependents, family commitments, occupation, and employment history
- Your financial needs, objectives, assets, liabilities, income, expenses, insurances, and social security entitlements
How We Collect Personal Information
We collect personal information directly from you or from third parties with your authorization. You retain the right to decline authorization for us to collect information from a third party.
How We Use Your Personal Information
Your personal information primarily serves the purpose of providing tailored advice to you. Additionally, we may utilize this information for related purposes where it is reasonable for you to expect such disclosure.
From time to time, we may furnish you with direct marketing material. Should you wish to discontinue receiving such information, you can contact us to express your preference. You will have the opportunity to “opt out” from receiving communications from us or from third parties by clicking on an unsubscribe link provided in our communications.
When We May Disclose Your Personal Information
In alignment with contemporary business practices typical of financial institutions and to meet your specific needs, we may disclose your personal information to various organizations, including:
- Superannuation fund trustees, insurance providers, fund managers, and other product providers
- Compliance consultants, paraplanning contractors, mailing houses, insurance reference bureaus, and loss adjusters
- Your professional advisers, information technology service providers, or another authorized representative at Vortex Financial Planning if necessary
- Government and regulatory authorities, as required or authorized by law
Our employees and outsourcing companies/contractors are bound by confidentiality obligations regarding any personal information held by Vortex Financial Planning.
Storage and Security of Your Personal Information
We maintain your personal information in client files or electronically, accessible only to authorized personnel and subject to stringent security measures and confidentiality requirements.
Your personal information is treated as confidential, with sensitive information accorded heightened confidentiality. Legislative requirements mandate us to retain all personal information and records for a period of 7 years. Upon cessation of your client status, we securely maintain your personal information on or off site for 7 years, after which it is destroyed.
Ensuring Accuracy of Your Personal Information
Vortex Financial Planning takes reasonable measures to ensure that the personal information we collect, use, and disclose is accurate, complete, and up to date. We encourage you to inform us of any errors in your personal information and promptly update us with any changes to your details.
Unsolicited Personal Information
We typically do not collect unsolicited personal information. However, if we receive such information, we determine its permissibility and, if deemed impermissible, we promptly destroy or de-identify it.
Access to Your Personal Information
You retain the right to access your personal information, subject to exceptions allowed by law. We require written requests for access and will provide access through copies, inspections, or summaries. Any applicable charges for providing access will be disclosed to you beforehand.
Exceptions exist where we may refuse access to your personal information, such as when providing access poses a threat to someone’s life or health, or when access would have an unreasonable impact on others’ privacy.
Using Government Identifiers
While certain circumstances require us to collect government identifiers like your tax file number, Medicare number, or pension card number, we refrain from using or disclosing this information except when mandated by law or with your voluntary consent.
Dealing with Us Anonymously or Using a Pseudonym
You have the option to deal with us anonymously or under a pseudonym where lawful and practicable. However, there are exceptions, such as situations where the law mandates collection of specific information.
Handling Your Sensitive Information
We do not collect information revealing your racial or ethnic origin, political opinions, religious or philosophical beliefs, affiliations, health details, sexual orientation, or criminal record without your consent, unless required by law or for legal proceedings.
Our Website
Vortex Financial Planning’s website may contain links to third-party websites, and while we take precautions to protect your information on our site, we cannot control the conduct of these external organizations. We encourage you to review the privacy policies of such websites directly.
You may register on our website to receive newsletters and other information, with your name and email address stored securely in our database. If you wish to discontinue receiving further information from us, you can email your request, and we will promptly address it.
Our website utilizes cookies to enhance your user experience, and you can instruct your web browser to refuse them if desired.
Spam Policy
We comply with the provisions of the Spam Act and ensure that our practices align with Australian Privacy Principles in all personal information-related activities.
Internal Procedure for Dealing with Complaints
Should you wish to lodge a complaint regarding a breach or potential breach of your privacy rights, we urge you to contact our Privacy Officer. Your complaint will be thoroughly investigated, and we will provide a written explanation of our determination. If unsatisfied, you may escalate your complaint to the Office of the Australian Information Commissioner.
Vortex Financial Planning maintains a stringent approach to privacy protection, fostering trust and transparency in all our interactions. We are committed to upholding the highest standards of privacy and security while delivering exceptional client service.
