Investment Administration Services Pty Limited (IAS) is committed to protecting the privacy and confidentiality of all personal information you provide to it. Personal information is any information that can be used to identify you or can be linked to you.

IAS is bound by the Privacy Act 1988 (Cth) and the National Privacy Principles (NPP). The NPP regulates, among other things, the collection, storage, quality, use and disclosure of personal information.

This Privacy Policy outlines the type of personal information we collect, how that information is collected, used, stored and protected, and to whom we disclose personal information.

The information we collect

IAS collects personal information through a variety of ways including through our standard forms (primarily the Application Form), information that you may provide to us by telephone, in writing or via internet and information that you provide to us through a third party such as your financial adviser or accountant.

We only collect personal information which is necessary for us to provide services to you. The types of personal information we collect and hold about you include your name, date of birth, contact details, bank account details and tax file number. The Anti-Money Laundering laws may require us to collect additional personal information.

The types of services we provide mean that there are occasions where we receive personal information without the direct involvement of the person concerned. Where we receive personal information from a third party, we rely on that third party to notify you of that fact and to obtain any consent necessary from you for collection, use and disclosure of this information by us.

Website

When browsing our website, our web servers automatically collect standard information as part of the HTTP web protocol – information such as your IP address, browser type, operating system, access time, referring sites and pages viewed.

We do not collect personal information using our website. IAS does not use ‘cookies’ to collect information from you through the website. The website may contain links to other sites.

Use and disclosure of personal information

IAS uses your personal information in provision of services to you, (including administration, record keeping and reporting to you) and in complying with relevant laws.

We may need to disclose personal information to third parties in the following situations:

• where we use agents and external service providers to help us to provide our services to you (such as banking/ financial institutions, paying agents, printing houses and external consultants)
• where we are required to provide the information to governmental or regulatory bodies (such as the ASIC, APRA, the Australian Taxation Office, AUSTRAC – anti-money laundering), and
• where a court order requires us to disclose certain information.

 

We take steps to ensure our agents and third parties keep your person information confidential and only use it for the purpose for which they have been authorised.

If you have accessed our services through a financial adviser, your adviser will have access to the information we have collected from you, unless you inform us that you no longer have a relationship with that adviser.

If we wish to use any personal information we have collected other than as notified to you in this Policy, we will not do so without your consent. We are permitted to use or disclose information held about you:

• where we reasonably believe it is necessary to lessen or prevent a serious immediate threat to someone’s health or safety or the public’s health or safety, or
• where we suspect an unlawful activity is or has been engaged in.

 

If you cease to be a client of IAS, or one of its clients we may keep records about you, including personal information for at least 7 years to comply with legislative requirements.

Security of personal information

We regard the security of personal information as very important and take all reasonable steps to ensure that all information is stored in a secure environment. Information we hold is accessible only by authorised personnel.

We have a number of physical and electronic protection measures in place. This includes encryption, firewalls, site monitoring and intrusion detection. The security arrangements are reviewed and tested from time to time.

Access to and correction of your personal information

You can request access to the personal information we hold about you, in accordance with the National Privacy Principles. Sometimes it may not be possible for us to give you access, in which case will provide you with an explanation.

You can also ask us to correct information we hold if it is inaccurate, incomplete or out-of-date.

Need to contact us

If you have any questions about our Privacy Policy or you want to make a complaint about a how we have handled your personal information you should contact our Privacy Officer:
Investment Administration Services Pty Limited
Phone: 1800 446 971
Email: IAS.

Changes to the Privacy Policy

We can make changes to our Privacy Policy and the processes relating to how we handle personal information from time to time. If this occurs we will amend this Policy to reflect those changes.

Date: November 2009