SECTION A – INTRODUCTION 

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1. INTRODUCTION 

1.1 As part of IJ Financial Services Limited and IJ Funds Management Pty Ltd’s (“IJ”) process to ensure that it continues to maintain the highest levels of professional integrity and ethical conduct, IJ has adopted this Privacy Policy (“Policy”) to manage personal information in an open and transparent manner. 

1.2 The provisions of this Policy will assist IJ in complying with the requirements of the Privacy Act 1988 (Cth) (“Privacy Act”) and the Australian Privacy Principles in protecting the personal information IJ holds about its clients. 

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2. WHEN DOES THIS POLICY APPLY? 

2.1 This Policy applies to all representatives and employees of IJ at all times and the requirements remain in force on an ongoing basis.

 

3. GLOSSARY 

APP entity

means an agency or organisation as defined in section 6 of the Privacy Act. 

 

Australian law

means

    (a) an Act of the Commonwealth or of a State or Territory; or 

    (b) regulations, or any other instrument, made under such an Act; or 

    (c) a Norfolk Island enactment; or 

    (d) a rule of common law or equity. 

 

Collects 

IJ collects personal information only for inclusion in a record or generally available publication. 

 

Court/tribunal order 

means an order, direction or other instrument made by: 

    (a) a court; or 

    (b) a tribunal; or 

    (c) a judge (including a judge acting in a personal capacity) or a person acting as a judge; or 

    (d) a magistrate (including a magistrate acting in a personal capacity) or a person acting as a magistrate; or 

    (e) a member or an officer of a tribunal; 

and includes an order, direction or other instrument that is of an interim or interlocutory nature. 

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De-identified 

personal information is de-identified if the information is no longer about an identifiable individual or an individual who is reasonably identifiable. 

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Eligible Data Breach 

An eligible data breach occurs: 

    (a) where there has been unauthorised access of unauthorised disclosure of personal information, or a loss of personal information, that IJ holds; and 

    (b) the unauthorised access or unauthorised disclosure is likely to result in serious harm to one or more clients; and 

    (c) IJ is not able to prevent the likely risk of serious harm with remedial action. 

 

Employee 

means a person who is engaged under a contract to perform services for and on behalf of IJ. Employee includes individuals, contractors, consultants, advisors and any third-party representative engaged by IJ. 

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Holds 

IJ holds personal information if it has possession or control of a record that contains the personal information. 

 

Identifier of an individual 

means a number, letter or symbol, or a combination of any or all of those things, that is used to identify the individual or to verify the identity of the individual, but does not include: 

    (a) the individual’s name; or 

    (b) the individual’s ABN (within the meaning of the A New Tax System (Australian Business Number) Act 1999); or 

    (c) anything else prescribed by the regulations. 

 

Permitted general situation 

As defined in s16A of the Privacy Act 

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Permitted health situation 

As defined in s16B of the Privacy Act 

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Personal information means 

means information or an opinion about an identified individual, or an individual who is reasonably identifiable: 

    (a) whether the information or opinion is true or not; and 

    (b) whether the information or opinion is recorded in a material form or not. 

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Sensitive information 

means 

     (a) information or an opinion about an individual’s: 

             (i) racial or ethnic origin; or 

             (ii) political opinions; or 

             (iii) membership of a political association; or 

             (iv) religious beliefs or affiliations; or 

             (v) philosophical beliefs; or 

             (vi) membership of a professional or trade association; or 

             (vii) membership of a trade union; or 

             (viii) sexual orientation or practices; or 

             (ix) criminal record; 

that is also personal information; or 

     (b) health information about an individual; or 

     (c) genetic information about an individual that is not otherwise health information. 

     (d) biometric information that is to be used for the purpose of automated biometric verification or biometric identification; or 

     (e) biometric templates. 

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SECTION B – CONSIDERATION OF PERSONAL INFORMATION PRIVACY 

4. PRIVACY STATEMENT 

4.1 IJ’s Compliance Officer must ensure that at all times the provisions of this policy are implemented in the day to day running of IJ. 

4.2 The Compliance Officer must ensure that at all times this Policy: 

     (a) is current and reflects the latest applicable Australian laws; and 

     (b) contains the following information: 

             (i) the kinds of personal information that IJ collects and holds; 

             (ii) how IJ collects and holds personal information; 

             (iii) the purposes for which IJ collects, holds, uses and discloses personal information; 

             (iv) how an individual may complain about a breach of the Australian Privacy Principles, or other relevant legislation that binds IJ, and how IJ will deal with such a complaint; 

             (v) whether IJ is likely to disclose personal information to overseas recipients; 

             (vi) if IJ is likely to disclose personal information to overseas recipients, the countries in which such recipients are likely to be located if it is practicable to specify those countries in this policy. 

4.3 IJ must ensure that the IJ’s Privacy Policy is available free of charge and in such form as appropriate. IJ will make the Privacy Policy available on its website. 

4.4 If the Privacy Policy is requested in a particular form, IJ will take such steps as are reasonable to provide the Privacy Policy in the form requested. 

 

SECTION C – COLLECTION OF PERSONAL INFORMATION (SOLICITED PERSONAL INFORMATION) 

5. PERSONAL INFORMATION (OTHER THAN SENSITIVE INFORMATION) 

5.1 This Section C applies to the collection of personal information that is solicited by IJ. 

5.2 IJ must not collect personal information (other than sensitive information) unless the information is reasonably necessary for one or more of IJ’s functions or activities. 

5.3 IJ’s functions or activities include: 

     (a) Provision of wholesale investment products including: 

             (i) Mortgage fund; 

             (ii) Property trust; 

             (iii)Other wholesale funds; 

(b) Provision of retail investment products; 

(c) Provision of general advice relating to investment products of IJ. 

 

6. SENSITIVE INFORMATION 

6.1 IJ must not collect sensitive information about an individual unless: 

     (a) the individual consents to the collection of the information and the information is reasonably necessary for one or more of IJ’s functions or activities (as described in section 5.3); or 

     (b) the collection of the information is required or authorised by or under an Australian law or a Court/Tribunal order; or 

     (c) a permitted general situation exists in relation to the collection of the information by IJ; or 

     (d) a permitted health situation exists in relation to the collection of the information by IJ. 

 

7. MEANS OF COLLECTION 

7.1 IJ must only collect personal information by lawful and fair means. 

7.2 IJ must only collect personal information about an individual from the individual (rather than someone else), unless it is unreasonable or impracticable to do so or the individual has instructed IJ to liaise with someone else. 

7.3 IJ will collect personal information from an individual when: 

     (a) IJ’s Application Form is completed; 

     (b) a Client provides the information to IJ’s representatives over the telephone or via email; 

     (c) a Client provides the information to IJ on the website; 

     (d) an Employee commences employment with IJ. 

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8. INFORMATION COLLECTED BY IJ 

8.1 The information IJ collects may include the following: 

     (a) name; 

     (b) date of birth; 

     (c) postal or email address; or 

     (d) phone numbers; 

     (e) other information IJ considers necessary to their functions and activities. 

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9. PURPOSE OF COLLECTION 

9.1 If an individual is acquiring or has acquired a product or service from IJ, the individual’s personal information will be collected and held for the purposes of: 

     (a) checking whether an individual is eligible for IJ’s product or service; 

     (b) providing the individual with IJ’s product or service; 

     (c) managing and administering IJ’s product or service; 

     (d) protecting against fraud, crime or other activity which may cause harm in relation to IJ’s products or services; 

     (e) complying with legislative and regulatory requirements in any jurisdiction; 

     (f) to assist IJ in the running of its business; 

     (g) maintaining personal information for IJ Employees; 

9.2 IJ may also collect personal information for the purposes of letting an individual know about products or services that might better serve their needs or other opportunities in which they may be interested. Please refer to Section G for further information. 

SECTION D – COLLECTION OF PERSONAL INFORMATION (UNSOLICITED PERSONAL INFORMATION) 

 

10. DEALING WITH UNSOLICITED PERSONAL INFORMATION 

10.1 If IJ: 

     (a) receives personal information about an individual; and 

     (b) the information is not solicited by IJ 

IJ must, within a reasonable period after receiving the information, determine whether or not it was permitted to collect the information under Section C above. 

10.2 IJ may use or disclose the personal information for the purposes of making the determination under paragraph 10.1. 

10.3 If IJ: 

     (a) determines that it could not have collected the personal information; and 

     (b) the information is not contained in a Commonwealth record, 

IJ must as soon as practicable, destroy the information or ensure that the information is de-identified, only if it is lawful and reasonable to do so. 

 

SECTION E – NOTIFICATION OF THE COLLECTION OF PERSONAL INFORMATION 

11. NOTIFICATION OF COLLECTION 

11.1 This section 11 applies to: 

     (a) solicited information; and 

     (b) unsolicited information to which section 10 does not apply. 

11.2 IJ must notify the individual of the following matters in the Privacy Statement: 

     (a) IJ’s identity and contact details; 

     (b) if IJ collects the personal information from a third party or the individual is not aware that IJ has collected the personal information, the fact that IJ so collects, or has collected the information and the circumstances of that collection; 

     (c) if the collection of the personal information is required or authorised by or under an Australian law or a Court/Tribunal order, the fact that the collection is so required or authorised (including the details of the law or court); 

     (d) the purposes for which IJ collects the personal information; 

     (e) the main consequences (if any) for the individual if the information is not collected by IJ; 

     (f) any other entities to which IJ usually discloses personal information of the kind collected by IJ; 

     (g) that IJ’s Privacy Statement and this Privacy Policy contains information about how the individual may access the personal information about the individual that is held by IJ and seek correction of such information; 

     (h) that IJ’s Privacy Statement contains information about how the individual may complain about a breach of the Australian Privacy Principles and how IJ will deal with such a complaint; 

     (i) whether IJ will disclose the personal information to overseas recipients; and 

     (j) if IJ discloses the personal information to overseas recipients – the countries in which such recipients will be located if it is practicable to specify those countries 

in the notification or to otherwise make the individual aware of them. 

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SECTION F – USE OR DISCLOSURE OF PERSONAL INFORMATION 

12. USE OR DISCLOSURE 

12.1 Where IJ holds personal information about an individual that was collected for a particular purpose (“the primary purpose”), IJ must not use or disclose the information for another purpose (“the secondary purpose”) unless: 

     (a) the individual has consented to the use or disclosure of the information; or 

     (b) the individual would reasonably expect IJ to use or disclose the information for the secondary purpose and the secondary purpose is: 

i. directly related to the primary purpose (if the information is sensitive information); or 

ii. related to the primary purpose (if the information is not sensitive information); 

     (c) the use or disclosure of the information is required or authorised by or under an Australian law or a Court/Tribunal order; or 

     (d) a permitted general situation exists in relation to the use or disclosure of the information by IJ; or 

     (e) IJ reasonably believes that the use or disclosure of the information is reasonably necessary for one or more enforcement related activities conducted by, or on behalf of, an enforcement body. 

12.2 Where IJ uses or discloses personal information in accordance with section 12.1(e), IJ will keep a copy of this disclosure (e.g.: the email or letter used to do so). 

12.3 This section 12 does not apply to: 

     (a) personal information for the purposes of direct marketing; or 

     (b) government related identifiers. 

12.4 If IJ collects personal information from a related body corporate, this section 12 applies as if IJ’s primary purpose for the collection was the primary purpose for which the related body corporate collected the information. 

12.5 Employees of IJ must ensure that all information obtained in the course of their contractual arrangement with IJ remains confidential and must not be disclosed to any third party except as outlined in this Policy. 

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13. WHO DOES IJ DISLCOSE PERSONAL INFORMATION TO? 

13.1 IJ may disclose personal information collected from clients, prospective clients and Employees to the following: 

     (a) organisations involved in providing, managing or administering IJ’s product or service such as third-party suppliers, e.g. printers, posting services, and our advisers; 

     (b) organisations involved in maintaining, reviewing and developing IJ’s business systems, procedures and infrastructure, including testing or upgrading IJ’s computer systems; 

     (c) organisations involved in a corporate re-organisation; 

     (d) organisations involved in the payments system, including financial institutions, merchants and payment organisations; 

     (e) organisations involved in product planning and development; 

     (f) other organisations, who jointly with IJ’s, provide its products or services; 

     (g) authorised representatives who provide IJ’s products or services on its behalf; 

     (h) the individual’s representatives, including your legal advisers; 

     (i) debt collectors; 

     (j) IJ’s financial advisers, legal advisers or auditors; 

     (k) fraud bureaus or other organisations to identify, investigate or prevent fraud or other misconduct; 

     (l) external dispute resolution schemes; or 

     (m) regulatory bodies, government agencies and law enforcement bodies in any jurisdiction. 

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SECTION G – DIRECT MARKETING 

14. DIRECT MARKETING 

14.1 IJ must not use or disclose the personal information it holds about an individual for the purpose of direct marketing. 

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15. EXCEPTION – PERSONAL INFORMATION OTHER THAN SENSITIVE INFORMATION 

15.1 IJ may use or disclose personal information (other than sensitive information) about an individual for the purposes of direct marketing if: 

     (a) IJ collected the information from the individual; and the individual would reasonably expect IJ to use or disclose the information for that purpose; or 

     (b) IJ has collected the information from a third party; and either: 

             (i) IJ has obtained the individual’s consent to the use or disclose the information for the purpose of direct marketing; or 

             (ii) it is impracticable for IJ to obtain the individual’s consent; and 

     (c) IJ provides a simple way for the individual to opt out of receiving direct marketing 

communications from IJ; 

     (d) each direct marketing communication with the individual IJ: 

             (i) includes a prominent statement that the individual may make such a request; or 

             (ii) directs the individual’s attention to the fact that the individual may make such a request; and 

     (e) the individual has not made a request to opt out of receiving direct marketing. 

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16. EXCEPTION – SENSITIVE INFORMATION 

16.1 IJ may use or disclose sensitive information about an individual for the purpose of direct marketing if the individual has consented to the use or disclosure of the information for that purpose. 

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17. REQUESTS TO STOP DIRECT MARKETING 

17.1 Where IJ uses or discloses personal information about an individual for the purposes of direct marketing by IJ or facilitating direct marketing by another organisation, the individual may request: 

     (a) that IJ no longer provide them with direct marketing communications; 

     (b) that IJ does not use or disclose the individual’s personal information for the purpose of facilitating direct marketing by another organisation; 

     (c) that IJ provides the source of the personal information. 

17.2 Where IJ receives a request from an individual under section 17.1, IJ will: 

     (a) give effect to the request under section 17.1(a) or 17.1(b) within a reasonable period after the request is made and free of charge; and 

     (b) notify the individual of the source of the information, if the individual requests it, unless it is impracticable or unreasonable to do so. 

17.3 This Section G does not apply to the extent that the following laws apply: 

     (a) the Do Not Call Register Act 2006; 

     (b) the Spam Act 2003; or 

     (c) any other Act of the Commonwealth of Australia. 

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SECTION H – CROSS BORDER DISCLOSURE OF PERSONAL INFORMATION 

18. DISCLOSING PERSONAL INFORMATION TO CROSS BORDER RECIPIENTS 

18.1 Where IJ discloses personal information about an individual to a recipient who is not in Australia and who is not IJ or the individual, IJ must ensure that the overseas recipient does not breach the Australian Privacy Principles (with the exception of APP1). 

18.2 Section 18.1 does not apply where: 

     (a) IJ reasonably believes that: 

             (i) information is subject to a law or binding scheme that has the effect of protecting the information in a way that is at least substantially similar to the way in which the Australian Privacy Principles protect the information; and 

             (ii) there are mechanisms that the individual can access to take action to enforce that protection of the law or binding scheme; or 

     (b) both of the following apply: 

             (i) IJ has informed the individual that if they consent to the disclosure of information IJ will not take reasonable steps to ensure the overseas recipient does not breach the Australian Privacy Principles; and 

             (ii) after being so informed, the individual consents to disclosure; 

     (c) the disclosure of the information is required or authorised by or under an Australian law or a Court/Tribunal order; or 

     (d) a permitted general situation (other than the situation referred to in item 4 or 5 of the table in subsection 16A (1) Privacy Act) exists in relation to the disclosure of the information by IJ. 

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SECTION I – ADOPTION, USE OR DISCLOSURE OF GOVERNMENT IDENTIFIERS 

19. ADOPTION OF GOVERNMENT RELATED IDENTIFIERS 

19.1 IJ must not adopt a government related identifier of an individual as its own identifier unless: 

     (a) IJ is required or authorised by or under an Australian law or a Court/Tribunal order to do so; or 

     (b) the identifier, IJ and the circumstances of the adoption are prescribed by regulations. 

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20. USE OR DISCLOSURE OF GOVERNMENT RELATED IDENTIFIERS 

20.1 Before using or disclosing a government related identifier of an individual, IJ must ensure that such use or disclosure is: 

     (a) reasonably necessary for IJ to verify the identity of the individual for the purposes of the organisation’s activities or functions; 

     (b) reasonably necessary for the organisation to fulfil its obligations to an agency or a State or Territory authority; 

     (c) required or authorised by or under an Australian law or a Court/Tribunal order; 

     (d) within a permitted general situation (other than the situation referred to in item 4 or 5 of the table in subsection 16A (1) Privacy Act; 

     (e) reasonably necessary for one or more enforcement related activities conducted by, or on behalf of, an enforcement body; or 

     (f) the identifier, IJ and the circumstances of the adoption are prescribed by regulations. 

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SECTION J – INTEGRITY OF PERSONAL INFORMATION 

21. QUALITY OF PERSONAL INFORMATION 

21.1 IJ will ensure that the personal information it collects and the personal information it uses or discloses is, having regard to the purpose of the use or disclosure, accurate, up to date, complete and relevant. 

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22. SECURITY OF PERSONAL INFORMATION 

22.1 IJ will ensure that it protects any personal information it holds from misuse, interference, loss, unauthorised access, modification and disclosure. 

22.2 IJ will take reasonable steps to destroy or de-identify any personal information it holds where: 

     (a) IJ no longer needs the personal information for any purpose for which the information may be used or disclosed by IJ; 

     (b) the information is not contained in a Commonwealth record; 

     (c) IJ is not required to retain that information under an Australian law, or a Court/Tribunal order. 

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