Privacy Policy
Privacy Policy
1. INTRODUCTION
a.This Privacy Policy outlines:
i. Our commitment to protecting the privacy of personal information provided to us, or otherwise collected by us, offline or online, including through our website (Site) – www.theaustralianregistry.com.au.
ii .How we collect, store, use, process, and disclose your personal information.
iii. How you can access your personal information kept by us.
iv. How you can make a privacy complaint.
b.The use of ‘we’, ‘us’ or ‘our’ means Australian Registry of Wills, Deeds and Documents Pty Ltd (A.C.N. 134 836 196).
c.We are committed to ensuring your personal information is protected. This Privacy Policy may be amended from time to time and is effective from the time of posting on our Site.
d. This Privacy Policy may be amended from time to time at our sole discretion and is effective from the time of posting on our Site.
i. By accessing and using our Site and related services, you agree to read and accept any revised changes to the Privacy Policy.
ii. We may communicate any revised changes to the Privacy Policy to you via communication channels including on our Site (via pop-up message), email; and/or sms.
2. DETAILS
a. If you are only browsing this website, we do not capture data that allows us to identify you.
b. The purpose of collecting your personal information is to facilitate the formulation and administration of the System.
c. If you choose to Sign Up, Register or send us an e-mail for which you provide us with personally identifiable data, we will not share this data, without permission from you, to any other organisation except for any necessary data which Government agencies or Courts may require or approved third-party agents, so as to provide you with an efficient and effective service, unless such sharing is prohibited by legislation.
d. We will not share your personal data, without permission from you, to non-Government entities, except where such entities have been authorised to carry out specific services (whether Government or non-Government) to facilitate the delivery of services made available to our Members.
e. For your convenience, we may also display to you data you had previously supplied to us. This will speed up the transaction and save you the trouble of repeating previous submissions. Should the data be out of date, please supply us the latest data. We will retain your personal data only as necessary for the effective delivery of the Service to you.
f. Notwithstanding anything contained herein we reserve the right for the purpose of and upon a sale or transfer of the System or part thereof, and subject to obtaining agreements to maintain the confidentiality of your information, to divulge and transfer the same in confidence to a third party at our discretion.
g. To safeguard your personal data, all electronic storage and transmission of personal data are secured with appropriate security technologies.
h. We do not store or collect any of your credit card details. All credit card payments are processed via a PCI DSS compliant payment gateway – SecurePay. SecurePay may store your credit card details to process any future or recurring payments (such as account service fees), if you give permission for them to do so. To view SecurePay's Terms and Conditions, please visit: https://www.securepay.com.au/terms-and-conditions .
i. This site may contain links to external sites whose data protection and privacy practices may differ from ours. We are not responsible for the content and privacy practices of such other websites and encourage you to consult their privacy notices.
3. PERSONAL INFORMATION
a. Some of the personal information we may collect about you includes:
i. Full name;
ii. Contact details (email, address, mobile number);
iii. Date of birth;
iv. Identity documentation (i.e. Birth/Death Certificate(s); Powers of Attorney).
v. Any information provided to us through surveys;
vi. Any details provided for our products and services, and our response to you;
vii. Browser session and geo-location data, device and network information, statistics on page views and sessions, acquisition sources, search queries and/or browsing behaviour;
viii. Information about your access and use of our Site, including through the use of Internet cookies, your communications with our Site, the type of browser you are using, the type of operating system you are using and the domain name of your Internet service provider;
ix. Any other personal information provided to us, directly or indirectly, through your use of our Site, associated applications, associated social media platforms and/or accounts from which you permit us to collect information;
x. Any other personal information requested by us and/or provided by you or a third party.
b. We may collect these types of personal information directly from you or from third parties.
4. COLLECTION, CONSENT AND USE OF PERSONAL INFORMATION
a. We may collect, store, use, process, share and disclose personal information from you, your executors/nominees/legal representatives, businesses and/or charities, for the following purposes:
i. to provide access and use of our Site and associated applications;
ii. to contact and communicate with you or respond to any queries you make;
iii. to verify your identity, conduct fraud/risk reduction checks.
iv. for administrative and operational purposes, including to manage/improve/develop/maintain/test/upgrade our Site;
v. for analytics, market research and business development, including to operate/improve/develop our Site, associated applications and associated social media platforms;
vi. for advertising and marketing, including to notify you of any new product/service offerings (i.e. insurance products/services and legal/probate services) via promotional material that we consider may be of interest to you;
vii. to inform you of any events, offers, competitions, promotions, and surveys and/or general information relating estate planning, probate and estate administration;
viii. to comply with our legal obligations and resolve any disputes that we may have; and
ix. to perform human resource duties, including employment related matters.
b. In accordance with this Privacy Policy and the Privacy Act, you expressly and freely acknowledge and agree that we, our authorized agents and each of their officers, employees, agents and contractors are permitted to collect, process, use, share, store, disclose, alter and destroy your Personal Information.
5. DISCLOSURE OF PERSONAL INFORMATION TO THIRD PARTIES
a. We may use, process, share and disclose your personal information to:
i. approved third party service agents for the purpose of enabling them to facilitate in the provision of their services, including (without limitation) document storage providers, IT service providers, data storage,web-hosting and server providers, debt collectors, professional advisors and payment systems operators;
ii. our employees, contractors, related entities and/or approved agents;
iii. our existing or potential agents or business partners;
iv. anyone to whom our business or assets (or any part of them) are, or may (in good faith) be, transferred;
v. credit reporting agencies, courts, tribunals and regulatory authorities, in the event you fail to pay for goods or services we have provided to you;
vi. courts, tribunals, regulatory authorities and law enforcement officers, as required by law, in connection with any actual or prospective legal proceedings, or in order to establish, exercise or defend our legal rights;
vii. third parties, including agents or sub-contractors, who assist us in providing information, products, services or direct marketing to you. This may include parties located, or that store data, outside of Australia; and
viii. third parties to collect and process data, such as Google Analytics.
b. We will NOT disclose or release any registered Will copies unless:
I. the Enquirer is an authorised person(s) in accordance with individual State and Territory laws once a Member/Will-maker has died and the Enquirer has met our stringent verification processes as outlined in our Terms and Conditions;
II. the Member has consented to have their Will reviewed by one of our trusted legal estate specialists/third party legal agents, in which case we will take reasonable steps to ensure the security and safe transit of the Will is upheld to provide you with this service.
c. We endeavour to store as much personal information within Australia, however, it may become necessary or desirable for us to store or share such data offshore. Laws where such offshore providers may be located offer various levels of protection for Personal Information. Where we transfer your Personal Information offshore, we will take reasonable steps to ensure that your Personal Information is treated securely, and the means of transfer provides adequate safeguards.
d. By providing us with personal information, you consent to the disclosure of your personal information to third parties who reside outside Australia and acknowledge that we are not required to ensure that those third parties comply with Australian privacy laws.
e. Where we disclose your personal information to third parties, we will request that the third party handle your personal information in accordance with this Privacy Policy.
f. In the event of a merger, acquisition or sale of the whole or part of our business or assets, we reserve the right to transfer your personal information as part of the transaction, without your consent or notice to you.
5.1 Direct Marketing and Referrals
a. We will always ask for your consent prior to collecting, storing and/or disclosing your Personal Information to third-party Marketers or our lawyers registered through our Referral service.
b. We may send relevant service offering information to you via the communication channels specified at the time you provide your consent, including mail, email, SMS telephone, social media or by customising online content and displaying advertising on our Site.
c. If you do not wish to receive any of these marketing communications, you can opt out by following the unsubscribe instructions included in the relevant marketing communication, or by contacting us via info@theaustralianregistry.com.au
5.2. Opting out of Marketing and Referrals
You can opt out of receiving marketing or referral communications by:
i. contacting us via info@theaustralianregistry.com.au; or
ii. using the unsubscribe function in the email or SMS.
6. YOUR RIGHTS AND CONTROLLING YOUR PERSONAL INFORMATION
a. Choice and consent:
i. By providing personal information to us, you consent to us collecting, holding, using and disclosing your personal information in accordance with this Privacy Policy.
ii. You do not have to provide personal information to us, however, if you do not, it may affect your use of this Site or the products and/or services offered on or through it.
b. Information to third parties:
i. Before we provide any personal information about you to a third party, we will always request your permission first.
c. Information from third parties:
i. If we receive personal information about you from a third party, we will protect it as set out in this Privacy Policy.
ii. If you are a third party providing personal information about somebody else, you represent and warrant that you have such person’s consent to provide the personal information to us.
d. Access and update:
i. You may access and update your personal information by logging into your user account and selecting the ‘Settings’ menu – ‘Edit’.
If you require a copy of the information we hold about you, an administrative fee may be payable for the provision of such information. In certain circumstances, as set out in the Privacy Act 1988 (Cth), we may refuse to provide you with personal information that we hold about you.
e. Complaints handling:
i. If you have any issue relating to our handling of the Australian Privacy Principles and wish to make a complaint, please provide us with full details of the alleged breach by emailing us at: info@theaustralianregistry.com.au .
ii. We will investigate your complaint and respond to you in writing, setting out the outcome of our investigation and the steps we will take to deal with your complaint.
f. Unsubscribe:
i. To unsubscribe from our marketing communications, simply ‘opt-out’ using the opt-out facilities provided in the communication or email us at info@theaustralianregistry.com.au .
7. STORAGE AND SECURITY
a. We are committed to ensuring that the personal information we collect is safe.
b. To prevent unauthorised access or disclosure, we have put in place suitable physical, electronic and managerial procedures to safeguard and secure the personal information and protect it from misuse, interference, loss and unauthorised access, modification and disclosure. This includes the use of Secure Sockets Layer (SSL) – an encryption technology used to protect data as it travels over the internet.
c. Although we take measures to safeguard against unauthorised access/disclosure of information, we cannot guarantee the security of any information that is transmitted to or by us or our Site over the Internet.
d. When you provide your Personal Information to us, the transmission and exchange of this information is carried out at your own risk and we do not take responsibility for any unauthorised access to, and disclosure of, your Personal Information.
e. Deletion of Personal Information: Where your Personal Information is no longer required, we will destroy or de-identify the information unless the information is required by law to be retained.
f. In the event you would like your account deleted, you may contact us via info@theaustralianregistry.com.au and request for your account to be closed. We may request you provide us with a certified copy of your personal identification for us to complete the full deletion of your account information.
8. DATA BREACHES
Although we take reasonable steps to secure your information, if any loss, or unauthorised access or disclosure of your Personal Information that is likely to result in serious harm to you, we will take necessary steps to investigate and notify you and the Australian Information Commissioner as soon as practicable. This is in accordance with notifiable data breach scheme contained in Part IIIC of the Privacy Act.
9. COOKIES AND WEB BEACONS
a. We may use cookies on our Site from time to time, which are text files placed in your computer's browser to store your preferences.
b. Cookies, by themselves, do not tell us your personally identifiable information, however, they do allow third parties, such as Google and Facebook, to cause our advertisements to appear on your social media and online media feeds as part of our retargeting campaigns.
c. If and when you choose to provide our Site with personal information, this information may be linked to the data stored in the cookie.
d. We may use web beacons (also known as Clear GIFs) on our Site from time to time, which are small pieces of code placed on a web page to monitor the visitor’s behaviour and collect data about the visitor’s viewing of a web page.
e. Web beacons can be used to count the users who visit a web page or to deliver a cookie to the browser of a visitor viewing that page.
10. LINKS TO OTHER WEBSITES
a. Our Site may contain hyperlinks or banner advertising to other websites.
b. As we do not have control over those third party websites, and we are not responsible for the protection and privacy of any personal information which you provide whilst visiting those websites.
c. Those third-party websites are not governed by this Privacy Policy.
d. We are not in any way responsible for the content or privacy practices of those third-party websites.
11. AMENDMENTS
a. From time-to-time, we may, at our discretion, vary this Privacy Policy by publishing an amended version on our Site.
b. Access and use of our Site constitutes your agreeance to our current Privacy Policy.
12. LISTING INFORMATION:
a. Listing a person's information (such as a person’s name, address and phone number) is available through a number of web sites and third-parties.
b. In the event a Registry Search has multiple Members with the same name, we will display the basic details of those Members (including Name, Suburb, State, Postcode), so the Enquirer can select the correct person they are Searching.
c. This site allows you to control any listed information you Register with us and in doing so, helps protect the privacy of your information and any information you may provide any secondary or third parties.
d. We will always ask for your permission first, if any personal information is sent to a secondary or third party (i.e. information sent to a Professional via our Referral service to help deal with your estate matters).
13. CONTACT
You may contact us in relation to this Privacy Policy via:
a)Email to info@theaustralianregistry.com.au or
b)Writing to us at: Australian Registry of Wills, Deeds, and Documents Pty Ltd, P.O. Box 18354, Melbourne, VIC, 8003