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    Privacy Policy

    The Privacy Act and the Australian Privacy Principles

    Supersense Administration Services Pty Ltd (“Supersense”) values the privacy of personal information. As a provider of financial and taxation professional services we understand we occupy a sensitive and important position in the lives of our clients.

    The policy explains how we comply with the Australian Privacy Principles (“APPs”) as contained in the Privacy Act 1988 (Cth) (“Privacy Act”). The APPs detail how personal information may be collected, used, disclosed, stored and destroyed, and how an individual may gain access to, or make complaints about, the personal information held about them.

    “Personal information” is information or an opinion about an identified individual, or about an individual who is reasonably identifiable.

    “Sensitive information”, a sub-set of personal information, is information or an opinion about an individual’s racial or ethnic origin, political opinions, political association membership, religious beliefs or affiliations, philosophical beliefs, professional or trade association membership, trade union membership, sexual orientation or practices or criminal record, and includes health information and genetic information.

    This Privacy Policy details how Supersense manages personal information about you.

    Compliance with the law means that Supersense Administration Services will continuously review and monitor our systems and processes. We will position ourselves as being privacy sensitive and our clients will have increased confidence and trust in our operations and personal information handling process.

    What personal information we will collect and hold?

    The kinds of personal information we collect from you or about you depend on the transaction you have entered into with us, the services you or your organisation have contracted us to provide, and the services you or your organisation are interested in.

    The usual type of personal information we collect includes:

    • Information that identifies you, such as your name, postal address or email address, residential or business address, phone number(s), date of birth and any other identification information provided by you, or people nominated by you.
    • Sensitive information about you in relation to your income, business; life, general and workers compensation insurance; investments (including superannuation), information about your membership of professional or trade associations, health information, other financial details and criminal record. We may also collect information about you and your family including business structures, ownership of business entities and investments which may include sensitive information.
    • Tax File Numbers, which are required for the vast majority of our service provision.
    • Website usage information, such as de-identified statistical information about our website visitors through the use of sessional cookies to evaluate our website performance, such as the number of visitors, pages viewed, time spent on the website and documents downloaded. This data does not enable us to identify individuals.
    • Recruitment information, such as information about job applicants for the purpose of assessing their suitability for employment. This may include any information relevant for this purpose, such as employment history, education, training, qualification, salary and reference information from referees.

    How do we collect and hold personal information?

    We aim to collect personal information only directly from you, unless it is unreasonable or impracticable to do so. For example, we may collect personal information from you or about you from correspondence that you submit to us, telephone calls and face-to-face meetings with us, emails, hardcopy forms, information you provide us through paper-based and electronic client surveys and from your activity on our website.

    In some instances, we may also receive personal information about you from third parties, such as associated businesses and / or federal government departments.

    You can be anonymous or use a pseudonym when dealing with us, unless:

    • the use of your true identity is a legal requirement; or
    • it is impracticable for us to deal with you on such a basis.

    On all occasions, your personal information will be collected, held, used and disclosed by us in accordance with this Privacy Policy and the APPs.

    Why do we collect, hold and use personal information?

    We collect this personal information to offer, provide, manage and/or administer the many services and products that SuperSense is involved in. These include superannuation consulting, superannuation administration, superannuation strategies, investment strategies, estate and succession planning, finance consulting, social security planning, life goals tracking, retirement planning.

    We may collect sensitive information from or about you where there is a legal requirement to do so, or where we are otherwise permitted by law. In all other situations, we will specifically seek your express consent.

    If you do not provide the information requested, those involved with the delivery of professional services – including the provision of advice, preparation of statutory forms and making of and confirming financial recommendations, may consequently not provide timely, accurate or relevant levels of service.

    If you would like to understand why certain information is requested – please ask your responsible SuperSense Director or Manager, or our Privacy Officer.

    We also collect and use personal information to be able to develop and identify products and services that may (in our professional opinion) be of value and or interest to you. We may also conduct market or customer satisfaction research, developing, establishing and administering alliances and other arrangements with other organisations in relation to the promotion, administration and use of our respective products and services.

    We collect, hold, use and disclose your personal information for related purposes that you would reasonably expect, such as our administrative and accounting functions, credit checks, processing your payments, obtaining product registrations and approvals, providing you with information about other services provided by us, market research, client satisfaction surveys, newsletter communications, statistical collation and website traffic analysis.

    We may also use your personal information for marketing and promotional activities, and for maintaining your online subscription/s to our newsletters. Where we use your personal information for marketing and promotional communications, you can opt-out at any time by following the unsubscribe link contained within our marketing communications.

    When do we disclose personal information?

    We have a duty to maintain the confidentiality of your affairs, including personal information. Our duty of confidentiality applies except where disclosure of personal information is with your consent or such disclosure is compelled by law.

    We disclose personal information to third parties who we believe possess relevant qualifications and experience necessary to support or assist us in providing, managing and administering the services we provide and products we are involved in. For example:

    • our related companies and alliance partners who may wish to tell you about their services, products or promotional opportunities which may be of advantage to you, unless you tell us not to;
    • your representatives such as your lawyers, bankers, financial advisors;
    • banking and finance products – card producers, card schemes, credit and fraud reporting agencies, debt collection agencies, insurers, reinsurers;
    • financial planning and investment products and trustee or custodial services – superannuation and managed funds organisations and their advisors and organisations in which you invest;
    • insurance broking and life and general insurance products – insurers, reinsurers, other insurance intermediaries, insurance reference bureaus, medical service providers, fraud detection agencies, our advisors such as loss adjusters, lawyers and accountants, and others involved in the claims handling process;
    • authorised persons named by you on your account; and/or
    • other third parties where it is expressly permitted under the Privacy Act, for example, where it is with your consent or where we are legally required to do so, such as pursuant to a court order or warrant or to government departments and enforcement bodies including ASIC, APRA, AFSA, and the ATO.

    Where necessary and in compliance with our obligations, we take contractual measures to ensure our service providers comply with the privacy standards set out in the Privacy Act and, where relevant, other standards imposed by us.

    How do we store your personal information?

    Your personal information is held and stored on paper, by electronic means or both. ‘Electronic means include, physical servers located on premises, servers maintained by cloud services providers, laptops, desktop computers, tablets and other mobile devices. We have physical, electronic and procedural safeguards in place for personal information and we take reasonable steps to ensure that your personal information is protected from misuse, interference, loss and unauthorised access, modification and disclosure.

    For example, our IT systems feature password protections, firewalls, and intrusion detection and site monitoring functionalities. Data held and stored “in the cloud” is protected by internal and external firewalls, limited access via file passwords, files designated read-only or no access. We also require our IT contractors and other third parties to implement privacy safeguards. Further, our staff members receive regular training on our strict privacy and confidentiality procedures in relation to all personal information stored by us electronically and in printed form.

    Destruction and De-identification

    We will retain your personal information whilst it is required for our business functions or any other lawful purpose. We use secure methods to destroy or permanently de-identify your personal information when it is no longer needed.

    Overseas disclosure

    Our business is affiliated with other businesses located overseas. In the course of doing business with you, we may disclose some of your personal information to overseas recipients. However, we will only do so where:

    • it is necessary to complete the transaction you have entered into or for us to complete the services we are providing; and
    • we use our best endeavours to ensure overseas providers comply with our data handling policies and procedures under the APPs; or
    • it is otherwise required by law.

    Currently, we (and our network entities) may disclose personal information to overseas recipients located in India, Philippines and Sri Lanka.

    Access to, and Correction of, Personal Information

    We have procedures in place for dealing with and responding to requests for access to, and correction of, the personal information held about you.

    In most cases, we expect that we will be able to meet your requests. However, if we do not agree to provide you with access, or to correct the information as requested, we will provide you with written reasons regarding our decision.

    Should you wish to access your personal information, please contact your local firm’s Privacy Officer and request a “Personal Information Access Form” (our Privacy Officer’s contact details are set out below).

    We do not generally charge for requests to access your personal information. However, we may charge a fee:

    • If an extended amount of time is required to locate, retrieve, collate and prepare any necessary materials; and
    • in relation to any costs for the services of any intermediaries required to retrieve the information.

    We will advise you of the estimated timeframe and costs (if any) in connection with any request for access to, or the correction of, your personal information.

    To assist us to keep our records up-to-date, please notify your local firm’s Privacy Officer of any changes to your personal information.

    Complaints and Concerns

    We have systems and procedures in place for dealing with complaints and concerns about our practices in relation to the Privacy Act and the APPs. We will respond to your complaint in accordance with the relevant provisions of the APPs.

    If you wish to make a complaint about our handling of personal information, please contact your local firm’s Privacy Officer or our National Privacy Officer. Contact details below. If you lodge a complaint with us, it will be dealt with in accordance with our Internal Dispute Resolution process and we will endeavour to provide a formal response to your complaint within 30 days. If the matter proves to be complex, we will advise you in writing of any necessary extension of time for our response.

    If you feel that your complaint is not handled in a satisfactory manner, you may refer your complaint to the Office of the Australian Information Commissioner (the details of which are set out below).

    Cookies

    At the present time the standard technology known as “cookies” is used on the site. Cookies are small text files placed on the authorised user’s hard drive that allow the site to store tokens of information in connection with use of the site by allocation of an identifier to an authorised user while the site is in use. Use of cookies enables Supersense to analyse the operation of the site, thus permitting continuous improvement of the service that it provides but cannot retrieve any other data from the hard drive of the authorised user’s computer or capture the authorised user’s e-mail address. In any event it is not intended to link personal Information to information that may be contained in a cookie to determine or track the identity of any user of the site.

    If you are concerned about cookies, most browsers permit individuals to decline cookies. In most cases, a visitor may refuse a cookie and still fully navigate our websites, however other functionality in the site may be impaired. After termination of the visit to our site, you can always delete the cookie from your system if you wish.

    Google Analytics

    We use Google Analytics to analyse our website usage and create reports for internal use at Supersense only.

    Google Analytics Cookies

    Like many services, Google Analytics uses first-party cookies to track visitor interactions. These cookies are used to store information, such as what time the current visit occurred, whether the visitor has been to the site before, and what site referred the visitor to the web page. Browsers do not share first-party cookies across domains. To find out more about how Google treats personal information, please see; The Google Privacy Policy.

    Privacy Officer contact details

    If you wish to gain access to your personal information, have a complaint about a breach of your privacy, have any query on how your personal information is collected or used, or any other matter relating to our Privacy Policy you can follow the aforementioned procedures, contact our Privacy Officer at [email protected], or speak directly with our Team who will do their best to resolve your issue as simply as possible.

    For more information on privacy see the Australian Information Commissioner’s website.

    Amendments

    We may amend this policy from time to time in order to ensure that it remains accurate in view of any alterations to our information handling practice due to new technologies and changed business practices.  Any updated Policy will be published on our Website.

    Any comments on its effectiveness will be appreciatively acknowledged and responded to by our Privacy Officer, whose details are outlined below.