Privacy Policy

Objective

Independent Fund Administrators & Advisers Pty Ltd (ABN 28 081 966 243)

(hereinafter referred to as “IFAA”) is bound by the National Privacy Principles under the Privacy Act 1988.  The National Privacy Principles are a set of rules that organisations must comply with in managing personal information about individuals.

This document sets out IFAA’s policy on the management of personal information it collects and holds in respect of members of the Funds that it administers.  Further, it outlines IFAA’s approach towards the information collected about applicants for employment with the company.  A copy of this document is available to any person who asks for it.

All information obtained in processing, record keeping and claims management is covered by this policy.  IFAA has adopted data security procedures and staff training programs to comply with the policy.

Information held on behalf of Fund clients

Personal information held and why it is collected

The information IFAA holds about Fund members includes the following:

  • name
  • contact details
  • tax file number
  • gender
  • date of birth
  • occupation
  • name of employer and
  • names of preferred beneficiaries.

This information is needed to process each member’s application to join the Fund, subsequent administration of benefits and determination of when a member may be entitled to a benefit.

IFAA will also hold the details of each member’s account balance, investment choice, contributions and benefit entitlements.  IFAA collects, processes and retains this information on behalf of the Funds it administers.

Members who request insurance above the automatic acceptance limit, are required to provide additional information about their state of health and medical history.  This information is required to determine the member’s eligibility for additional insurance.  IFAA also provides this information to the Fund’s Insurer.

In the event of a member’s death, IFAA requires information about the persons who are to be considered as possible beneficiaries of the death benefit.  This includes the member’s spouse, children, a financial dependant, and the deceased member’s legal personal representative.  The following information will be sought by IFAA:

  • name
  • address
  • gender
  • date of birth
  • details of their financial position and financial needs, and
  • any other information that is considered may be necessary to assist IFAA in      deciding to whom the death benefit should be paid.

Collection, use and disclosure of personal information

IFAA collects information about members from Member Application forms, Insurance Application forms, and any “Change of Member Details” forms submitted by members.  Sometimes, IFAA will collect information about the member from the member’s employer, if the member has not completed a Member Application form or believes the information it holds is not complete or up-to-date.

Death of a member

In the event of a member’s death, IFAA will normally collect information about potential beneficiaries from the beneficiaries themselves.  However, IFAA will also collect some information about the identity of potential beneficiaries from the member’s executor(s), administrator(s), legal personal representative or the person who has notified the member’s death.

Disablement of a member

If a member makes a claim for a total and permanent disablement or income protection benefit, additional information is obtained about the member’s disability.  Most of this information is collected from the member, but information may also be collected from the member’s Doctor(s) and any other specialists and experts.  Information will also be obtained from the member’s employer.

Information held by IFAA in respect of a member will normally only be disclosed to the Fund’s Insurer.  However, information may also be disclosed to Doctors and other specialists and experts nominated by the Fund’s Insurer who may assist in the consideration of the claim.  In addition, if there is any dispute about a member’s entitlement, the Fund, IFAA and the insurer may be required to disclose information about the member to other parties (for example, legal advisers).

Other parties

IFAA may also disclose information to external and internal auditors to enable ongoing monitoring and improvement of IFAA processes and to meet legislative requirements.

IFAA does not disclose information about members to any other organisations.

Member access to information

Members are entitled to access information IFAA holds in respect of them.  If a member wants to check that their personal details are correct or find out information about their account, they can contact IFAA in person, by telephone or in writing.

Most requests for information are dealt with either over the telephone or in writing.  Amendment of a member’s details requires a “Change of Member Details” form to be completed and signed by the member.

For security reasons, IFAA will not give any information over the telephone unless the person making the enquiry is able to confirm their identity by answering a series of questions relevant to the member.  Written requests for information must be signed by the member.  Where a request is sent via email a member must provide sufficient information as to confirm their identity.

Members can also make arrangements, by telephone or in writing, to come in to IFAA’s office at an appointed time during normal working hours to view the information held on the administration data base.  Again, proof of identity will be required before the member is able to view any data.

Members cannot access information about any other member.  Should a spouse, financial adviser or other third party request information this may only be provided where authorisation is directly provided by the member and the request is signed by both parties.

Keeping information up-to-date

IFAA tries to ensure that the information it holds about members remains accurate, complete and up to date. At the time of joining, members are sent a “welcome letter” asking them to check and correct their details. When members are sent records of contributions and annual member benefit statements, they are asked to notify any changes in their personal information. Annual employer statements also ask employers to notify any changes in information.

 

Information held in respect of applicants for employment with IFAA

 

When candidates apply for positions at IFAA, the information contained in the application or notification of interest in employment is subject to the Privacy Act and may be used for the following purposes:

  • to assess and administer the application for employment in accordance with IFAA’s standard recruitment processes, including background checks; and
  • to communicate with the candidate in relation to their application.

 

Provision of Information for Disclosed Purposes

Personal information may be provided to other companies within the IFAA group for the purposes of carrying out any of the purposes described above.  Information collected by IFAA will be used and disclosed only for the purpose of its collection.

 

Complaints

If a person has a complaint about a possible breach of their privacy by IFAA, the person should first contact IFAA’s Complaints Officer.  IFAA will investigate the complaint within 28 days.

If the complaint is not resolved, members can lodge a complaint with the Office of the Federal Privacy Commissioner, telephone 1300 363 992.

 

Contact details for IFAA’s Complaints Officer

Postal Address:        PO Box 1917

                                     Milton QLD 4064

Street Address:         Level 1, 424 Upper Roma Street, Brisbane

Phone:                       (07) 3238-1200

Fax:                             (07) 3238-1277


Date of Issue: December 2007