Privacy

INTRODUCTION

The following "Privacy" policy has been written to accommodate recent legislative changes to the way in which our company collect, use, disclose, keep secure and give access to or limit the use of their personal information. Milne Alexander Pty Ltd holds significant amounts of personal information and within this Privacy Policy will make clear our intended use for such. Milne Alexander ensure that the 10 National Privacy Principles are endorsed by our principles and staff and we fully support this new legislation. Our appointed Privacy Officer is Darren Milne from our Sydney office. He can be contacted on 02-92794399 by phone or email darren.milne@milnealexander.com.au

Why do we require your personal information?
The personal information collected and maintained by Milne Alexander comprises your name, address, contact details and information specific to your product preference. For some policies we also collect and maintain your sensitive information. This comprises information about your health, membership of any trade unions or professional associations and any criminal convictions you may have. The information requested allows us or the insurers to assess risks, write and administer your insurance cover and claims.

Disclosure of your personal information to third parties
As with most brokers, Milne Alexander relies on third party suppliers (insurers, loss adjusters, and assessors, to carry out specialised activities. Whilst your personal information may be provided to these third parties to enable them to perform their agreed activities, they are bound by confidentiality and non-disclosure agreements and are prohibited from using the information for any other purpose. We also ensure they are aware of our obligations under the Privacy Act and that they agree to be bound by these obligations.

Contacting us about access and correction of your personal information
Milne Alexander aims to ensure that your personal information is accurate, up to date and complete. Please contact us on 02-92794399 or in Port Lincoln on 08-86821088 EST 9am - 5pm, Mon-Fri if you; would like to seek access to, or revise your personal information or feel that the information we currently have on record is incorrect or incomplete or believe that the privacy of your personal information at Milne Alexander has been interfered with, in these cases you are entitled to raise your concerns. Your complaint will be managed and resolved through our internal Complaint's solution.

Direct Marketing and your Privacy
From time to time we may advise or offer you information on other Milne Alexander products or services that may be relevant and of interest to you. As a broker, it is our duty to advise on such products as may be relevant to protecting your interests. If you do not wish to receive these offers or information call our office to be removed from any such future information.

Procedural confidence
Guidelines are good only when they are regularly monitored and enforced. Accordingly, Milne Alexander continually assesses the privacy, security and storage of information submitted either directly or via our web site.

Security
The use of email is convenient and instant, but it is not private: this is the nature of the technology. Theoretically, any email message transmitted over the Internet can be viewed, copied or amended by anyone with the requisite skill. Accordingly, if you are at all concerned about the confidentiality of your correspondence with Milne Alexander, you may want to consider communicating via the regular post or contacting our employees personally over the phone.

Cookies
Cookies are convenient because they are a way of storing basic information so you don't have to re-enter the same data over and over. Here's how a cookie works: On entering relevant details you then have the option to save the information. If you so choose, the Milne Alexander server then generates a cookie (or text string), which is stored in your browser. If however, you have any concerns surrounding this technology and do not wish to use cookies, you can easily set your browser so it will not accept them. It's your call.

National Privacy Principles
There are 10 National Privacy Principles that the legislation refers to. They are as below. The NPP's in underlined character apply regardless of when information was collected.

• Collection
• Use and Disclosure
• Access & Correction
• Data Quality
• Data Security
• Openness
• Identifiers
• Anonymity
• Transborder Data Flows
• Sensitive Information

Milne Alexander sees the first three principles being most applicable to our business and the following are how we intend risk managing our exposures to these.

Collection

• Only collect necessary information to enable insurance practice to be adopted.
• Collection of this information must be fair and lawful.
• Inform our customers when collecting directly.
• Only collect sensitive information in certain circumstances, i.e: With customers consent.

Use & Disclosure

• Information collected can be used and disclosed only for the primary purpose of collection with few exceptions as outlined above.
• Special circumstances in which personal information can be transferred outside Australia. In these circumstances, any information transferred beyond our borders, Milne Alexander must ensure that the person/s or companies that this information is being sent to, comply to, or have their own Privacy Policies.

Access & Correction

• Milne Alexander must be ready to provide access to all personal information held to those who require such.
• We are to provide such information in a reasonable time frame.
• As in the nature of our business and specifically for legal reasons, we may reserve the right to hold copies of any original documents given.
• Milne Alexander can apply a charge that is not excessive to recover costs of making this information available.

With regards to the other 7 National Privacy Principles, we believe that our current systems in place already support Privacy to our customers.

Data Quality
Milne Alexander relies on our computer systems and internal office procedures to ensure our data received or collected etc is accurate and of legible quality.

Data Security

• Files are stored within locked filing cabinets or within alarmed premises.
• Staff have been advised of the security of such information and the confidential nature of such.
• Computer and network security has been briefly explained above.

Openness

• Our staff cannot be open about our customer's personal and confidential information and their employment contracts reflect this.
• Milne Alexander must be ready to give more information regarding the management of information received.

Anonymity
This NPP deals with the ambiguity of information collected or received. An individual (under Privacy Legislation) should have the right to deal with a company anonymously if they desire, however, in business of insurance, insurers would hardly wish to cover an anonymous person or property etc.

Transborder Data Flows
If this information is transferred outside of Australia, Milne Alexander must ensure that the information transferred is only to those person/s or companies that conduct their own privacy. The United Kingdom has had in place Privacy Legislation for many years.

Sensitive Information
From time to time, our business requires that particularly sensitive information is collected from customers or potential customers. This may include such things as criminal charges or marital status etc, however, to ensure our job as a broker is fulfilled, this information is required to be collected.

Identifiers
The Privacy Legislation prevents the use of government assigned identifiers i.e. Tax File Numbers, Drivers Licenses as their own identifiers, however, insurers normally require such for them to provide insurance protection.