Privacy Policy

MoneyMind Profile Pty Ltd ACN 672 152 073 values the privacy of everyone who visits our website and uses our software. We collect and use personal information consistent with our obligations and your rights under the law in relation to our MoneyMind Profile business.

This Privacy Policy explains the kind of personal information we collect, the purposes for which it is collected and stored, to whom it is disclosed, and how to contact us to either access or correct any personal information or make a privacy-related complaint.

In this Policy, personal information is any information that could identify you or be used to establish your identity.

We provide MoneyMind Profile software ("Software") and related support services (“Services”) to organisations, such as superannuation funds, financial advice businesses or financial advisers, to help them provide services to their clients.

This Policy relates to information we collect when you use our Software or Services. We are a Software as a Service (SaaS) provider, which means our software is an online application. We provide our Software and Services under our Terms of Use contract with an organisation (eg: financial advice business), it is that organisation that controls the information inputted and processed. Accordingly, that organisation’s privacy policy will apply to any and all personal information that you may provide to them.

By using our website or providing us with your personal information, or by entering into an agreement with us, you agree to the terms of this Privacy Policy.

This Privacy Policy applies to all personal information we obtain bound by the Privacy Act 1988 (Cth) ("the Act") and the Australian Privacy Principles ("The APPs"). "Personal information" is defined under the Act as 'information or an opinion about an identified individual, or an individual who is reasonably identified whether the information or opinion is true or not, and whether the information or opinion is recorded in a material form or not'

From time to time MoneyMind Profile may update this Privacy Policy. When changes are made, we will revise the date of the last update listed at the end of this Policy. We encourage you to check our website regularly for any updates to our Privacy Policy. You should read the Privacy Policy in conjunction with our Terms of Use, which can be accessed on our website.

Why do we need your personal information?

MoneyMind Profile collects, holds, uses, and discloses personal information: for the purpose for which it was collected, for any purpose to which you have consented, or for any related purpose where you would reasonably expect us to use or disclose the information.

Such purposes are varied and may include:

• providing customer support;
• improving customer service;
• information sharing via our newsletter;
• workshops, training, seminar and events;
• undertaking and completing transactions with parties with whom we do business,
• developing, researching, improving, distributing and marketing our products;
• performing internal administration; and
• maintaining business relationships to enable us to carry on our business.

What kind of Personal Information do we collect and hold?

MoneyMind Profile only collects and holds personal information where the information is reasonably necessary for one or more of our functions or activities. Personal information collected includes the individual's name, contact details, financial information (assets and liabilities, income and expenses), date of birth, gender, contact details; user IDs and passwords; records of communications between MoneyMind Profile and yourself, applications or devices you use to access our services; and any other information disclosed by you. If you join our social media communities, we have access to your publicly visible details, which may include your name and photo.

How do we collect Personal Information?

Most of the personal information we collect will be directly from you or your clients. Sometimes we may collect information from a third party, such as a third-party agent or integrated software provider.

We collect and hold personal information for business purposes in various ways, for example:

• when you or your business enter into a business agreement with us;
• when you fill out an online form, deal with us over the phone or chat, send us a letter or send us an email;
• when accounts are set up, when transactions or refunds are made;
• when you visit our website;
• when you visit your My Account portal;
• when your client completes a questionnaire;
• when you submit your email address to our website mailing list.

Sometimes we may collect information about you from a third party, such as a contractor and agents, referees or from publicly available sources. We collect information from third parties when we work with service providers who you have entered into an agreement with, or from publicly available sources for the purposes of providing you with the Software or Services.

You may visit our website anonymously, or by using a pseudonym, and can refuse to supply Personal Information where it is lawful and practicable to do so. However, if you do so it may prevent you from engaging in certain activities and/or accessing the Software or Services.

Who do we share personal information with?

From time to time, we may share your personal information with other entities both within and outside of the MoneyMind business. The entities we might share your personal information with vary and can include:

• other entities related to the MoneyMind Profile for reasonable business purposes;
• third party service providers who provide functionality or services accessible via our Software or Services;
• service providers and specialist advisers we engage to provide us with services, such as audit and insurance services;
• our agents, contractors and external advisors who we engage to undertake our business functions and activities from time to time or who assist us in undertaking our business functions and activities;
• anyone authorised by you or to whom you have provided your consent (either expressly or impliedly);
• anyone to whom we, or our service providers, are required or authorised by law to disclose your personal information.

Wherever possible, we will anonymise and de-identify Personal Information before it is disclosed to a third party.

How do we hold your personal information?

We will not keep your Personal Information any longer than we need to. We will only retain your Personal Information during the period during which you receive our Software or Services, unless we are required by applicable laws to retain that information, such as to comply with record-keeping obligations. Requests to delete information should be made to the Privacy Officer.

Requests to delete Personal Information will be subject to any applicable legal reporting, document filing or retention obligations that we are required to comply with.

How do we use and disclose your personal information?

In the course of business, we may be required to disclose personal information of you and/or your clients to third parties. The types of third parties we may disclose this personal information to include: our insurer, regulatory bodies, government agencies, law enforcement bodies, courts or other parties we are authorised or required by law to disclose information to; third party service providers who provide functionality or services accessible via the Software; and our agents, contractors and external advisors who we engage to undertake our business functions and activities from time to time or who assist us in undertaking our business functions and activities.

Do we send personal information to overseas recipients?

Some of the entities we share information with may be located in, or have operations in, other countries. This means your information might end up stored or accessed in overseas countries including the United Kingdom and the United States of America.

When we send your personal information to overseas recipients, we make sure appropriate data handling and security arrangements are in place.

How do we market our software and services?

We may use or disclose your Personal Information from time to time to inform you about our products, new features, feature updates, and services. For example, your contact details may be shared with internal personnel within the MoneyMind Profile business so that you can be contacted. If you do not wish to receive marketing materials from us, you may opt-out at any time as set out in any communication or by contacting us.

How do we protect your personal information?

Only authorised personnel have access to your Personal Information, which we keep in a secure environment. While we will take all reasonable steps to protect your Personal Information, sending and receiving information over the Internet is always at your own risk. No guarantee can be given that information sent over the Internet is completely secure.

How can you access your personal information?

To access the personal information we hold about you, please send an email request to support@moneymindprofile.com. We will endeavour to grant you access to your Personal Information, but we may charge for giving access to that information.

We may refuse to give you access to your personal information in certain circumstances, including where access would disclose commercially sensitive information or information relating to existing or anticipated legal proceedings. If we refuse to provide you with access to your personal information that we hold, then we will provide written reasons for the refusal and advise you of any available avenues of redress.

How can you correct your personal information?

Where necessary, we take reasonable steps to ensure the personal information we collect and disclose is accurate, up-to-date, complete, and relevant. If we discover the information is inaccurate, out of date, incomplete or irrelevant, we will take reasonable steps to correct that personal information. If you find that the information we hold about you is incorrect, please login to your My Account portal or contact our staff to notify us of the correct information. If we refuse your request for correction, we will provide written reasons for the refusal and advise you of the mechanisms available to you to complain about the refusal.

How can you contact us about privacy?

You can contact our support staff to:

• seek more information about anything contained in this Policy;

• update or correct your personal information;

• opt out of receiving direct marketing materials;

• ask about accessing or correcting the personal information we hold about you; or

• make a privacy-related complaint.

If you are a client of an organisation that uses our Software or Services, please contact the relevant representative in that organisation whose privacy policy and data retention requirements will apply to your personal information.

How can you escalate unresolved privacy complaints?

If you feel your complaint has not been satisfactorily addressed in the first instance, or it is taking too long to resolve, you can contact our Privacy Officer using the details below:

Contact: Privacy Officer

Email: support@moneymindprofile.com

We’ll contact you within 7 days of receiving your complaint.

Alternatively, you can raise your concerns with the Office of the Australian Information Commissioner:

Online: www.oaic.gov.au
Email: enquiries@oaic.gov.au
Mail: GPO Box 5218, Sydney NSW 2001
13. Credit Card information

Credit Card Information

We confirm your credit card information is NOT stored anywhere within the MoneyMind Profile software. Any associated online payment is processed entirely by a third party ("Card Authoriser"). The Card Authoriser will process the credit card transactions needed to make an online payment and store data related to these transactions as per their own privacy policies. MoneyMind Porfile cannot access the full credit card number used to make the payment.

External links

Our website may contain links to websites operated by third parties. If you access a third party website through our website, personal information may be collected by that third party website. We make no representations or warranties in relation to the privacy practices of any third party provider or website and we are not responsible for the privacy policies or the content of third party providers or their websites. Third party providers are responsible for information they collect, use and disclose about you under their own privacy practices and we recommend that you consider their privacy policy.

Passive information collection

MoneyMind Profile uses various technologies, such as cookies, to collect anonymous information from users of its website. This information helps us analyse website traffic and guide the development of the website. This information includes statistics on how our visitors use the MoneyMind Profile website, social media channels, and other internet services provided.

By interacting with MoneyMind Profile and its corporate website, you consent to the process of data about you by Google in the matter described in Google's Privacy Policy for the purposes set out above.

You can opt-out of Google Analytics for display advertising using the Ads Settings and/or by using the Google Analytics Opt-out browser add-on. Please note that if you opt-out, you may not be able to use the full functionality of this website. By using this website, you consent to the processing of data about you in the matter and for the purpose set out above.

Sensitive information

MoneyMind Profile only collects and holds sensitive information about you where you consent to the collection of the information and the information is reasonably necessary for one or more of our functions or activities. The kind of sensitive information that may be collected about you includes membership of a professional or trade association or union membership.

Unsolicited information

If MoneyMind Profile receives unsolicited personal information and we determine that we could not have collected the personal information from you, and the information is not contained in a Commonwealth record, we will, as soon as practicable but only if it is lawful and reasonable to do so, destroy or de-identify the information.

Updates

We may revise this Privacy Policy from time to time. If we make any revisions, we will notify you by revising the “Effective Date” at the bottom of this Privacy Policy. We encourage you to review our Privacy Policy whenever you use our products and services, and to stay informed about our information practices and the ways you can help protect your personal information

How do you contact us?

If you have any questions about this Privacy Policy or our handling of your information, please contact us at support@moneymindprofile.com

Effective Date: 13 August 2024