Lexica Australia Pty Limited - Privacy Policy

1. INTRODUCTION

Lexica Australia Pty Limited (ACN 608 430 977) (we, us or our) has adopted this Privacy Policy, in accordance with the Australian Privacy Principles in the Privacy Act 1988 (Cth) (APPs), to outline how we deal with "personal information", which is information about an individual whose identity is apparent, or can reasonably be ascertained, from that information (Personal Information).

Most of the Personal Information that we collect is collected in conjunction with the services that we provide (Services).

2. THE KINDS OF PERSONAL INFORMATION THAT WE COLLECT AND HOLD

For the purpose of conducting our business and providing the Services, we may collect the following categories of Personal Information about individuals:

  1. (Identity Information) name, signature, location, website address, date of birth, nationality, license and registration details, bank account details, family details, employment details, educational qualifications and third-party usernames;
  2. (Contact Information) email address, social media profiles, telephone and fax number, third-party usernames, residential, business and postal addresses;
  3. (Finance Information) information and records about individuals' finances;
  4. (Internet Data) Internet Protocol or "IP address", referring web site addresses, browser type, operating system, domain name, access times and other data typically collected by analytics services like Google Analytics; and
  5. (Business Information) information about individuals' business or projects, including information on professional affiliations or services offered.

The APPs categorize certain types of Personal Information as "sensitive information" (Sensitive Information). Included in this category is health information. We may collect sensitive information from individuals about their health, health services or wishes regarding health care. It is sometimes necessary for us to collect this information for the purposes of estate planning.

If an individual engages us to provide estate planning services, they consent to our collection and use of this health information for the purpose of providing our legal services, in accordance with this Privacy Policy.

3. HOW WE COLLECT PERSONAL INFORMATION

We collect Personal Information about individuals when an individual:
  1. (Contact) contacts us via any medium, including telephone, fax or email;
  2. (Services) provides information to use in the course of seeking our services, or in the course of our providing those services.

We collect Personal Information about individuals from other entities when:
  1. (Referrals) a third party refers us business.
  2. (Client documents) we obtain access to client documents containing Personal Information, such as emails, customer databases and contracts.

4. HOW WE HOLD PERSONAL INFORMATION

We hold and store Personal Information using:
  1. (Storage Services) third party data storage services, which are businesses that professionally manage information technology infrastructure;
  2. (Software Services) third party application providers, where we use an application for the purposes of our business and store data in association with that application on infrastructure provided by those third party application providers;
  3. (Business Devices) devices operated by employees, contractors or agents of our business including computers and thumb drives; and
  4. (Paper Files) printed paper and archival storage services.

We may combine or link Personal Information about you that we collect on one occasion, with Personal Information about you that we collect on other occasions.

We and our employees, contractors and other authorised representatives will take all reasonable precautions to protect Personal Information from unauthorised access. This includes appropriately securing our physical facilities and electronic networks.

We secure Personal Information that we collect by:
  1. (Credentials) using authentication credentials for each portion of the data storage infrastructure that we control in accordance with industry or accepted practice;
  2. (Passwords) using software to generate passwords that are less vulnerable to "brute force" attacks;
  3. (Session Expiry) Forcing time-out of authentication sessions and requiring re-authentication to minimise risk associated with idle connections;
  4. (Firewalls) Using both server and network firewalls to control access points in and out of the data storage infrastructure; and
  5. (Reputable Vendors) ensuring that the third party providers holding data and information on our behalf are reputable vendors taking reasonable steps to secure the information.

By using any part of the Services, individuals acknowledge that the security of online transactions and the security of communications sent by electronic means or by post cannot be guaranteed. Individuals provide information, including Personal Information, to us via the Services at their own risk. We cannot accept responsibility for misuse or loss of, or unauthorised access to, Personal Information where the security of information is not within our control.

By using any part of the Services, individuals acknowledge that we are not responsible for the privacy or security practices of any third party (including third parties that we are permitted to disclose or transfer Personal Information to in accordance with the Privacy Policy or any applicable laws). The collection and use of Personal Information by such third parties may be subject to separate privacy and security policies.

5. THE PURPOSES FOR WHICH WE COLLECT, HOLD, USE AND DISCLOSE PERSONAL INFORMATION


We collect, hold and use Personal Information for the purpose of providing the Services to individuals, since the Services often involve dealing in Personal Information. This includes holding and using the Personal Information so that we can:
  1. (Identify)identify individuals for the purpose of providing the Services;
  2. (Communicate) communicate with individuals for the purpose of providing the Services, including communications about our goods and services; marketing and promotions; and competitions, surveys and questionnaires; and
  3. (Transact) transact with individuals for the purpose of providing the Services.

We use and disclose Personal Information so that we can represent our client's interests in in commercial dealings.

We may also disclose Personal Information to companies that we work with to provide us with administration and data processing services. Such disclosures and processing are designed to make our Services more efficient. For information on disclosures to overseas recipients, see below.

6. HOW AN INDIVIDUAL MAY ACCESS AND CORRECT PERSONAL INFORMATION

Individuals have a right to:
  1. 1. request access to the Personal Information that we hold about them; and
  2. 2. correct Personal Information that we hold about them.

If an individual wishes to access the Personal Information that we are holding about them, or correct Personal Information that we are holding about them, they can contact us using the following details:

Position Title: Administration
Telephone: +61 2 9460 7310
Email: privacy@lexica.net.au
Postal Address: 101/11 Chandos Street, StLeonards NSW 2065 AUSTRALIA

7. HOW AN INDIVIDUAL MAY COMPLAIN ABOUT AN APP BREACH, AND HOW IT WILL BE HANDLED

  1. If an individual has a complaint relating to an alleged breach of the APPs, he or she should contact us in writing using the details listed in the previous section of this Privacy Policy.
  2. When an individual notifies us of a complaint about our handling of his or her Personal Information, we will deal with the complaint by responding to it in writing within 14 days.
  3. We will endeavor to work with the individual complaining to resolve the complaint entirely within 30 days, although that period may be longer if it is reasonable.
  4. If an individual is unsatisfied with our response, the individual may refer the complaint to the Office of the Australian Information Commissioner (http://www.oaic.gov.au/).
  5. It is unlikely that we will disclose Personal Information to overseas recipients.
  6. However, by providing us with Personal Information, individuals consent to the transfer of Personal Information outside Australia.
  7. We take all reasonable steps to ensure that the Personal Information that has been transferred will not be held, used or disclosed by the recipient of the information inconsistently with the APPs.

8. DISCLOSURE OF PERSONAL INFORMATION TO OVERSEAS RECIPIENTS

  1. It is unlikely that we will disclose Personal Information to overseas recipients.
  2. However, by providing us with Personal Information, individuals consent to the transfer of Personal Information outside Australia.
  3. We take all reasonable steps to ensure that the Personal Information that has been transferred will not be held, used or disclosed by the recipient of the information inconsistently with the APPs.