Leonard & Welch will need access to personal information to do our job. This policy covers what personal information we may require and what we do with this information in the following circumstances:
- while we determine if we can act for you;
- while we are acting for you;
- when we conclude acting for you.
Privacy is important, and most of our obligations are codified in the Privacy Act 1988 or the Privacy & Data Protection Act 2014 (Vic). This legislation is available upon request.
We will seek your consent to obtain the following types of personal information:
- Your full name, date of birth, address, previous addresses, employment history, medical history, health history, family history, financial history and records, and bank account details.
- Copies of your driver’s licence, passport, marriage certificate, birth certificate, Medicare details, Centrelink details.
Your information is held in a secure digital environment, accessible only by Leonard & Welch and only accessible using software secured by two-factor authentication.
Your information will never be sold or given to any third party unrelated to our instructions to act for you. Ever.
Your information will only be provided to a third party where that third party is relevant to us acting for you. This means we may provide your personal information to an insurance company, your employer, a medical practitioner, a barrister, a court, a dispute resolution body or government organisations, as relevant or as required. For example, it may be necessary to provide your documents to a third party outside the remit of our contractual obligations with you, such as to a law enforcement agency.
After we conclude our involvement with you, we will securely retain your personal information for as long as the law requires, but no longer. Once we can, we will destroy your documents. Any physical documents of value, such as original birth certificates, passports and the like, containing your personal information will either be returned to you by express post, delivered by hand, or otherwise securely shredded and recycled.
Leonard And Welch Pty Ltd Privacy Policy is as follows:
1. Purpose
This policy outlines how Leonard And Welch Pty Ltd collects, uses, discloses, and protects personal information in compliance with the Australian Privacy Principles (APPs) and the Privacy and Data Protection Act 2014 (Vic) (PDP Act).
2. Scope
This policy applies to all employees, contractors, and third-party service providers of Leonard & Welch Pty Ltd who handle personal information.
3. Collection of Personal Information
3.1 Types of Information Collected
- Personal information such as names, addresses, email addresses, phone numbers, and financial details.
- Sensitive information such as racial or ethnic origin, political opinions, religious beliefs, and health information, where necessary and with consent.
3.2 Methods of Collection
- Directly from clients through forms, interviews, and correspondence.
- Indirectly from third parties, such as other legal firms, government agencies, and publicly available sources.
3.3 Purpose of Collection
- To provide legal services and advice.
- To comply with legal and regulatory obligations.
- To communicate with clients and manage client relationships.
4. Use and Disclosure of Personal Information
4.1 Use of Information
- Personal information will be used only for the purposes for which it was collected or as consented to by the individual.
- Information may be used for internal administrative purposes, such as billing and record-keeping.
4.2 Disclosure of Information
- Personal information may be disclosed to third parties, such as barristers, experts, and courts, as necessary to provide legal services.
- Information may be disclosed to regulatory bodies and law enforcement agencies as required by law.
5. Data Quality and Security
5.1 Data Quality
- Leonard & Welch Pty Ltd will take reasonable steps to ensure that personal information collected is accurate, complete, and up-to-date.
5.2 Data Security
- Personal information will be stored securely to protect against unauthorized access, modification, or disclosure.
- Electronic data will be protected using industry-standard security measures, such as encryption and firewalls.
- Physical records will be stored in secure locations with restricted access.
6. Access and Correction
6.1 Access to Information
- Individuals have the right to request access to their personal information held by Leonard & Welch Pty Ltd.
- Requests for access will be responded to within a reasonable timeframe and in accordance with the APPs.
6.2 Correction of Information
- Individuals have the right to request correction of their personal information if it is inaccurate, incomplete, or out-of-date.
- Leonard & Welch will take reasonable steps to correct the information upon request.
7. Complaints Handling
7.1 Lodging a Complaint
- Complaints about breaches of privacy can be lodged in writing to the Privacy Officer at Leonard & Welch.
- Complaints will be acknowledged within 5 business days and investigated promptly.
7.2 Resolution of Complaints
- Leonard & Welch will take appropriate steps to resolve complaints and, where necessary, update policies and procedures to prevent future breaches.
- If the complainant is not satisfied with the resolution, they may refer the matter to the Office of the Australian Information Commissioner (OAIC) or the Victorian Information Commissioner.
8. Review and Updates
8.1 Policy Review
- This policy will be reviewed annually or as required to ensure compliance with legal and regulatory requirements.
- Updates will be made to reflect changes in legislation and best practices.
9. Contact Information
For any questions or concerns regarding this policy, please contact our office our Privacy Officer using the email address privacy@leonardwelch.au with the subject heading: PRIVACY
