PRIVACY POLICY Dominion Underwriting Agents Pty Ltd are committed to protecting your privacy in accordance with the Privacy Act 1988 (Cth). This Privacy Policy describes our current policies and practices in relation to the handling and use of personal information.
When we arrange insurance on your behalf, we ask you for the information we need to advise you about your insurance needs and management of your risks. We provide any information that the insurers or intermediaries who we ask to submit terms for your insurances require to enable them to decide whether to insure you and on what terms. Insurers may in turn pass on this information to their reinsurers. Most of these companies are located outside Australia. When you make a claim under a policy, we assist you by collecting information about the claim. Sometimes we also need to collect information about you from others. We provide this information to the insurer (or anyone your insurer has appointed to assist it to consider your claim, eg loss adjusters, medical advisers etc) to enable it to consider your claim. Again this information may be passed on to reinsurers. We also use your information to send you requested product information and promotional material and to enable us to manage your ongoing requirements, eg renewals, and our relationship with you, eg invoicing, customer surveys etc. We may occasionally notify you about new services and special offers, events or articles we think will be of interest to you. We may send you regular updates by e-mail or by post on insurance matters. If you would rather not receive this information, e-mail or write to us. We may use your information internally to help us improve our services and help resolve any problems.
We can only fully advise you if we have all relevant information. The insurance laws also require you to provide your insurers with all the information they need in order to be able to decide whether to insure you/your client and on what terms. WHAT WE EXPECT OF YOU AND THIRD PARTIES WE DEAL WITH 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 give you personal information, you and your representatives must only use it for the purposes we 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 that your agents, employees and contractors meet the above requirements.
We strive to maintain the reliability, accuracy, completeness and currency of the personal information we hold and to protect its privacy and security. We keep personal information only for as long as is reasonably necessary for the purpose for which it was collected or to comply with any applicable legal or ethical reporting or document retention requirements. We hold the information we collect from you in secure &/or electronic form at each of our Branch Offices. We ensure that your information is safe by adoption of the following procedures:- Physical security - measures to prevent unauthorised entry to premises, systems to detect unauthorised access, secure storage or personal information, files etc. These could include locks, security keys & containers, alarm systems & access control measures. These could be complemented by procedural measures such as recording file movements, especially if files are sent to different Offices / Branches & encouraging a clean desk policy to store all files after use. Computer & network security - measures to protect computer systems & networks for unauthorised access, modification & disclosure. These could include access control for authorised users including user & screensaver passwords, limited access to shared network drives, virus checking & possibly auditing procedures & data integrity checks, Communications security - measures to protect e-mail & voice communications from interception & preventing unauthorised intrusion into computer networks. These could include checking facsimile numbers before sending information & confirming receipt, checking identity before giving information over the phone. Computer & network security could include systems such as firewalls, routers, network intrusion detection systems, host intrusion detection systems, appropriate encryption & expert monitoring. Personnel security - procedural & personnel measures to limit access to personal information to authorised staff for approved purposes. These could include policies on who can use particular categories of information, access privileges for shared computer drives containing personal information & staff training on security awareness, practise & procedures. Destroying & de-identifying personal information - we destroy or de-identify personal information when it is no longer needed. Our procedures include but are not limited to -
We do not sell, trade, or rent your personal information to others. We may provide your information to others if we are required to do so by law or under some unusual other circumstances which the Privacy Act permits.
Upon receipt of your written request and enough information to allow us to identify the information, we will disclose to you the personal information we hold about you/your client/s. We will also correct, amend or delete any personal information that we agree is inaccurate. If you wish to access or correct your personal information, please write to the Privacy Officer, Dominion Underwriting Agents Pty Ltd, PO Box 457, Deepdene VIC 3103. We do not charge for receiving a request for access to personal information or for complying with a correction request in relation to current records. We do charge for archival retrieval. We may at our option apply charges for providing information. As a general rule charges are not applied if the time & cost involved in providing access is minimal. Charges if applied, are based on the marginal cost of providing access & could include staff costs of locating & collating information, reproduction costs & the cost of having someone explain information.
By asking us to assist with your Insurance needs, you consent to the collection and use of the information you have provided to us for the purposes described above. If you do not notify us otherwise before next dealing with us, you confirm agreement to the above on your own behalf and/or on behalf of those you represent.
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