JMD Ross Insurance Brokers Pty Ltd is bound by the National Privacy Principles (NPPs) as specified by the Privacy Act 1988, as amended, which set out standards for collection, use, disclosure and handling of personal information.
Personal information is essentially information or an opinion about a living individual whose identity is apparent or can reasonably be ascertained from the information or opinion (eg a name and address). JMD Ross's privacy policy applies to any personal information we collect, use or disclose after December 21, 2001. It does not apply to our employee records.
The National Privacy Principles as summarised by the Privacy Commissioner are as follows:
An organisation must not collect sensitive information unless the individual has consented, it is required by law, or in other special specified circumstances (for example where it relates to health services provision and individual or public health or safety).
Sensitive information is information or an opinion about an individual's racial or ethnic origin; political opinions; membership of a political association; religious beliefs or affiliations; philosophical beliefs; membership of a professional or trade association; membership of a trade union; sexual preferences or practices; criminal record, or that is also personal information or health information about an individual.
Health information is:
We collect personal information either directly from the relevant individual or indirectly from third parties to be able to provide you with our various services. These services include insurance broking, claims management, risk management consulting, and other forms of insurance services (including premium funding), employee benefits, superannuation and investment advisory services.
Other purposes include development and identification of products and services that may interest our clients, market or customer satisfaction research, developing and administering alliances and other arrangements with other organisations in relation to the promotion, administration and use of our respective products and services.
We do not use or disclose personal information for any purpose that is unrelated to our services and that you would not reasonably expect (except with your consent).
We have a duty to maintain confidentiality of our clients' affairs, including personal information. Our duty of confidentiality applies except where disclosure of your personal information is with your consent or compelled by law.
We disclose personal information to third parties whom we believe are necessary to assist us in managing your insurance needs. For example, we will usually provide information to insurers, reinsurers, other insurance intermediaries, and advisers such as loss adjusters, lawyers, accountants and others involved in the claims management process. We limit use and disclosure of any personal information provided by us to such third parties to the specific purposes for which we supplied it (except with the individual's consent).
We take reasonable steps to ensure that whenever we collect, use or disclose personal information, it is accurate, complete and up to date.
If the required personal information is not provided we, or any involved third parties, may not be able to provide appropriate services.
When you provide us with personal information about other individuals, we rely on you to have made them aware that you will or may provide their information to us, the purposes we use it for, the types of third parties we disclose it to and how they can access it (as described in this document). If it is sensitive information, we rely on you to have obtained their consent to the above. If you have not done either of these things, you must tell us before you provide the relevant information.
If we provide you with personal information, you and your representatives must only use it for the purposes agreed to.
Where relevant, you must meet the requirements of the National Privacy Principles set out in the Privacy Act 1988, when collecting, using, disclosing and handling personal information on our behalf. You must also ensure your agents, employees and contractors meet the above requirements.
JMD Ross Insurance Brokers Pty Ltd takes all reasonable precautions to ensure the personal information we collect, use and disclose is accurate, complete and up to date. However, the accuracy of that information depends to a large extent on the information you and/or your authorised representatives provide. It is your responsibility to advise our office:
We endeavour to protect any personal information we hold from misuse and loss, and to protect it from unauthorised access, modification and disclosure.
We may transfer your information overseas where it is necessary to provide our services. For example, we sometimes use the internet to collect and process information. In addition, some insurers or reinsurers are based overseas and we need to provide your personal information to them to arrange your cover. In most cases, we only do this with your consent.
In the future we may consider the sale or restructure of our business or the purchase of the business of other insurance brokers or financial advisers. In such circumstances it may be necessary for your personal information to be disclosed to permit the parties to assess the sale or restructure proposal, for example through a due diligence process.
We will only disclose such of your personal information if it is necessary for the assessment of any sale or restructure proposal and subject to appropriate procedures to maintain the confidentiality and security of your personal information. In the event that a sale or restructure proceeds, we will advise you accordingly.
If we sent you any information about services or products, or you do not want us to disclose your personal information to any other organisation (including related bodies corporate) you can opt out by contacting our Privacy Officer in writing.
Unless you notify JMD Ross Insurance Brokers Pty Ltd in writing, by proceeding to deal with us, you confirm on your behalf and/or on behalf of those you represent agreement to the above principles.
The opt out process shall not apply to material issued through newsletters and important notices sent to clients and/or third parties since these materials contain information and notices relative to your insurance needs.
Clients shall have a ready means of being able to contact JMD Ross Insurance Brokers Pty Ltd to access their personal information, to confirm its correctness and to lodge requests for amendment of their records, where necessary.
Should you wish to access your personal information please contact the Privacy Officer, in writing, as per the details provided. Any requests for access to personal information shall be responded to and supplied to within thirty (30) days.
We reserve the right to charge a fee for costs and time incurred to process the request for personal information, including searching, preparing and distributing the personal information held.
We have established a dispute resolution procedure to deal with complaints and disputes regarding information stored by us, and/or supplied to third parties. Our dispute resolution procedure shall allow for complaints to be dealt with by the Privacy Officer and provide the means to have the matter dealt with in a timely manner. Where a matter cannot be resolved within thirty (30) days, the client and/or individual shall be kept informed of progress of the dispute.
JMD Ross Insurance Brokers Pty Ltd has appointed a Privacy Officer with responsibility for:
Privacy Officer Tim Ross
MailJMD Ross Insurance Brokers Pty Ltd
Level 6/1 Chandos Street, St Leonards NSW 2065
(P O Box 510, St Leonards NSW 1590)
Telephone (02) 9906 1199
Facsimile (02) 9906 1007