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Privacy Policy of Hayes Knight (Melbourne) Pty Ltd & Associated Entities
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Background
From 21 December 2001, the Privacy Act 1988 ("the Act") was extended to private sector organisations including Hayes Knight (Melbourne) Pty Ltd. The Act requires private sector organisations like us to comply with 10 National Privacy Principles (NPPs). The NPPs establish minimum standards in relation to collection, holding, disclosure, management, access, correction and disposal of personal information about natural persons.
NPP Compliance
Hayes Knight (Melbourne) Pty Ltd abides by the National Privacy Principles established under the Privacy Amendment (Private Sector) Act, 2001. From time to time we may amend information provided on our website, including this Privacy Statement. Consequently we encourage you to visit our website on a regular basis.
Collection of Personal Information
As a business services organisation we are subject to certain legislative and regulatory requirements that necessitate us obtaining and holding detailed personal information that may identify you. In addition, our ability to provide you with comprehensive advice on taxation, audit, corporate, financial and various business services is dependent on us obtaining personal information about you, including:
 Employment details and employment history
Your name, address and other contact details including telephone, facsimile, email and website
Details of your current financial circumstances, including your assets, liabilities, income, expenditure, insurance cover and superannuation
Failure to provide the personal information referred to above may expose you to risks in respect to the services and recommendations made to you and may affect the adequacy or appropriateness of advice we give to you.
Collection Policy
We will not collect any personal information about you except when you have knowingly provided that information to us or authorised a third party to provide that information to us. Generally, collection of your personal information will be either in a face-to-face interview, over the telephone, normal mail or by email. From time to time additional or updated information may be collected through one or more of these methods.
We will only collect, maintain and use personal information about you when it is necessary for us to adequately provide you with the services you have requested including:
Consultation, preparation and lodgement of your annual tax returns
Preparation and lodgement of ASIC annual returns
Preparation and lodgement of GST and PAYG related statements
Corporate advisory services
Financial planning
Insurance products
Succession planning
Insolvency services
Audit services
Business services consultation and advice
Or for any other purpose outlined at the time of collection
Use and Disclosure
We will not use or disclose personal information collected by us for any purpose other than:
The purpose for which it was provided or secondary related purposes in circumstances where you would reasonably expect such use or disclosure; or
Where you have consented to such disclosure; or
Where the National Privacy Principals authorise use or disclosure where required or authorised under law, in circumstances relating to public health and safety and in connection with certain operations by or on behalf of an enforcement body.
We are required under the rules of Professional Conduct of the Institute of Chartered Accountants in Australia to make certain information available for inspection by the Institute on request, to ensure ongoing compliance with mandatory professional standards. This may involve the disclosure of your personal information. We are also obliged pursuant to the Corporations Act to maintain certain transaction records and make those records available for inspection to the Australian Securities and Investment Commission.
We may use the personal information collected from you for the purpose of providing you with material and articles that may be of interest to you, however, you may, by contacting us, request not to receive such information, in which case we will immediately honour your request.
Document Storage and Security
Your personal information is generally held in your client file. Information is also held on a computer database.
We will at all times seek to ensure that the personal information collected and held by us is protected from misuse, loss, unauthorised access, modification or disclosure. At all times your personal information is treated as confidential. All paper files are stored in filing cabinets that are locked after hours. Access to our premises is security controlled by allowing only personnel with the appropriate security passes to gain access to our premises.
Documents that are not current but must, by law, be held for a number of years, are stored off site in secure archive facilities. These documents may only be accessed by authorised Hayes Knight (Melbourne) Pty Ltd staff. All computer-based information is protected through the use of access passwords on each computer. Data is backed up each evening and stored securely off site.
Access to Personal Information
You may at any time contact us to request access to your personal information. We will (subject to the following exceptions) provide you with copies of the information requested or provide you with an accurate summary of the information held. No charge will be made to you for responding to such a request unless we incur costs in providing that information.
Prior to providing access in accordance with this policy, we will require you to provide evidence of your identity.
We will not provide you with access to your personal information if:
Providing access would pose a serious threat to the life and health of a person
Providing access would have an unreasonable impact on the privacy of others
If the request for access is frivolous or vexatious
The information relates to existing or anticipated legal proceedings between us and would not be discoverable in those proceedings
Providing access would reveal our intentions in relation to negotiations with you in such a way as to prejudice those negotiations
Providing access would be unlawful
Denying access is required or authorised by or under law
Providing access would be likely to prejudice certain operations by or on behalf of an enforcement body or an enforcement body request that access not be provided on the grounds of national security.
In the event we refuse you access to your personal information we will provide you with an explanation for that refusal.
Accuracy of Personal Information
We will endeavour to ensure that at all times the personal information about you which we hold is up to date and accurate. In the event that you become aware or believe that any personal information that we hold about you is inaccurate, incomplete or outdated, you may contact us and upon evidence of the inaccuracy, incompleteness or outdatedness of the information we will take reasonable steps to correct the information.
Privacy Complaint
If you have a complaint about any breach or potential breach of this privacy policy or the National Privacy Principles, please contact our Privacy Officer at the contact point referred to below. We will seek to address any concerns that you may have and your complaint will be considered and responded to within 7 days. It is our intention to do our best to resolve any complaint to your satisfaction, however, if you are unhappy with our response you are entitled to contact the Office of the Privacy Commissioner who may investigate your complaint further.
On-line Technology
The Hayes Knight (Melbourne) Pty Ltd website contains links to other websites whose operators may or may not adhere to a privacy policy or be governed by the National Privacy Principles.
While it is not necessary to register your personal details to use our web site, in the future we will offer a registration service that will enable you to receive product and service updates, newsletters and other information. In the event you do register with us, we will collect personal information from you including your name, location, occupation or industry type and email and website addresses.
If you do register with us and decide at any time that you do not wish to receive any further information from us, you can notify us by email requesting to be removed from our on-line registration database at which time all reasonable steps will taken to destroy or permanently de-identity the information.
Contact Details
If you seek any further information from Hayes Knight (Melbourne) Pty Ltd about this statement or our privacy policy generally, please contact our Privacy Officer as shown below.
Privacy Officer: Mr Tino Di Battista, Director
Address: Level 6, 31 Queen Street, Melbourne Vic 3000
Telephone: 03 8613 8888
Facsimile: 03 8613 8800
Email: info@hayesknightmelbourne.com.au
Website: www.hayesknightmelbourne.com.au
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