We are committed to ensuring the privacy and security of your personal information.
From time to time Pigot Miller Wilson is required to collect, hold, use and/or disclose personal information relating to individuals (including, but not limited to, its customers, contractors, suppliers and employees) in the performance of its business activities.
This document sets out the Firm ‘s policy in relation to the protection of personal information, under the Privacy Act 1998 (Cth) the (“Act”) and the Australian Privacy Principles (“APP”).
The APPs regulate the handling of personal information.
The Firm is an Accountancy and Business Advisory firm. We provide financial advice and accountancy service (the Service) to individuals and businesses including audit, financial planning, taxation advice, lending, insurances and superannuation advice and management. The Firm collects personal information that is reasonably necessary for one or more of its functions or activities.
The type of information that the Firm collects and holds may depend on your relationship with the Firm. For example:
Candidate: if you are a candidate seeking employment with the Firm, the Firm may collect and hold information including your name, address, email address, contact telephone number, gender, age, employment history, references, resume, medical history, emergency contact, taxation details, qualifications and payment details.
Customer: if you are a customer of the Firm, the Firm may collect and hold information including your name, address, email address, contact telephone number, gender, age, bank account details, taxation details, and accounting and financial information.
Supplier: if you are a supplier of the Firm, the Firm may collect and hold information including your name, address, email address, contact telephone number, business records, billing information and information about goods and services supplied by you.
Referee: if you are a referee of a candidate being considered for employment by the Firm, the Firm may collect and hold information including your name, contact details, current employment information and professional opinion of candidate.
Sensitive information: the Firm will only collect sensitive information where you consent to the collection of the information and the information is reasonably necessary for one or more of the Firm’s functions or activities. Sensitive information includes, but is not limited to, information or an opinion about racial or ethnic origin, political opinions, religious beliefs, philosophical beliefs, membership of a trade union, sexual preferences, criminal record, health information or genetic information.
You have the option of not identifying yourself, or using a pseudonym, when dealing with the Firm in relation to a particular matter. This does not apply:
However, in some cases if you do not provide the Firm with your personal information when requested, the Firm may not be able to respond to your request or provide you with the goods or services that you are requesting.
Generally, we collect your personal information from you directly (for example, when we deal with you in person or over the phone, when you send us correspondence (including via email), when you complete a questionnaire, form or survey, or when you subscribe to our publications).
Sometimes it might be necessary for us to collect your personal information from a third party. For example, we may collect your personal information from your employer where they are our client, from your personal representative or a publicly available record.
We may also collect personal information about you from your use of our website and information you provide to us through contact mailboxes or through the registration process on our website.
You can always choose not to provide Your personal information to the Firm, but it may mean that we are unable to provide you with the Service.
When the Firm collects personal information about You through publicly available information sources, it will manage such information in accordance with the APPs.
At or before the time or, if it is not reasonably practicable, as soon as practicable after, the Firm collects personal information, the Firm must take such steps as are reasonable in the circumstances to either notify You or otherwise ensure that you are made aware of the following:
Unsolicited personal information is personal information that the Firm receives which it did not solicit. Unless the Firm determines that it could have collected the personal information in line with the APPs or the information is contained within a publicly available record, it must destroy the information to ensure it is de-identified.
The main purposes for which the Firm may collect, hold, use and/or disclose personal information may include but are not limited to:
The Firm may also collect, hold, use and/or disclose personal information if you consent or if required or authorised under law.
The Firm may disclose your personal information for any of the purposes for which it was collected or where it is under a legal duty to do so. Disclosure will usually be internally and to related entities or to third parties such as contracted service suppliers.
Before the Firm discloses personal information about you to a third party, the Firm will take steps as are reasonable in the circumstances to ensure that the third party does not breach the APPs in relation to the information.
If the Firm holds personal information about you, you may request access to that information by putting the request in writing and sending it to the Privacy Officer. The Firm will respond to any request within a reasonable period, and a charge may apply for giving access to the personal information.
There are certain circumstances in which the Firm may refuse to grant you access to the personal information. In such situations the Firm will give you written notice that sets out:
If the Firm holds personal information that is inaccurate, out-of-date, incomplete, irrelevant or misleading, it must take steps as are reasonable to correct the information.
If the Firm holds personal information and you make a request in writing addressed to the Privacy Officer to correct the information, the Firm must take steps as are reasonable to correct the information and the Firm will respond to any request within a reasonable period.
There are certain circumstances in which the Firm may refuse to correct the personal information. In such situations the Firm will give you written notice that sets out:
If the Firm corrects personal information that it has previously supplied to a third party and you request us to notify the third party of the correction, the Firm will take such steps as are reasonable to give that notification unless impracticable or unlawful to do so.
The Firm will take such steps (if any) as are reasonable in the circumstances to ensure that the personal information that it:
The Firm will take steps as are reasonable in the circumstances to protect the personal information from misuse, interference, loss and from unauthorised access, modification or disclosure.
If the Firm holds personal information, it no longer needs the information for any purpose for which the information may be used or disclosed, the information is not contained in any Commonwealth record and the Firm is not required by law to retain the information, it will take such steps as are reasonable in the circumstances to destroy the information or to ensure it is de-identified.
The Firm holds the personal information we collect from you on secure servers based in Australia. In some cases, your file is archived and sent to an external data storage provider for a period of time. We only use storage providers located in Australia who are also regulated by the Privacy Act. We ensure that your information is safe by keeping online security updated as well as at premise security for physical file storage.
The Firm ensures that your information is safe by keeping our online security measures regularly updated and working with reputable third parties. We maintain physical security over our paper and electronic data and premises by using locks and security systems.
The Firm works with third-party software providers to carry out business and financial practices for clients. Your personal information will be routed through and stored on, the third-party supplier servers as part of the Firm service.
For more information on our primary third party software providers you can review their Privacy Policies:
You have a right to complain about the Firm’s handling of your personal information if you believe the Firm has breached the APPs.
If you wish to make such a complaint to the Firm, you should first contact the Privacy Officer in writing. Your complaint will be dealt with in accordance with the Firm’s complaints procedure and the Firm will provide a response within a reasonable period.
If you are unhappy with the Firm response to your complaint, you may refer your complaint to the Office of the Australian Information Commissioner.
The Firm’s Privacy Officer can be contacted in the following ways: Telephone: 02 6362 1966
Postal address: Pigot Miller Wilson, PO BOX 143 Orange NSW 2800
The Firm reserves the right to change this Policy at any time, and any amended Policy is effective upon posting to this Website. PMW will make every effort to communicate any significant changes to You via email or notification via the Service. Your continued use of the Service will be deemed acceptance of any amended Policy.
Last updated: June 2014