Privacy Policy

Collection

It is our usual practice to collect personal information directly from an individual.

Sometimes Debt Fix will collect personal information from a third party or a publicly available source, but only if the individual has consented to such collection or would reasonably expect us to collect their personal information in this way, or if the individual has invited such collection as would be necessary for a specific purpose. Under such circumstances an “invitation” could be implied or stated.

In some circumstances Debt Fix will receive personal information about third parties from individuals who contact us and supply us with the personal information of others in the documents they provide to us. In these circumstances we will attempt to ensure that the consent of those third parties is obtained if we think we may need to use or disclose that information.

We only collect personal information for purposes which are directly related to our business functions or activities, and only when it is necessary for or directly related to such purposes.

We also collect personal information as part of our normal communication processes directly related to those purposes, including (but not limited to):

• When an individual emails staff members
• When an individual phones us we may store their phone number on our telephone system

Use and disclosure

Debt Fix will use personal information for the purposes for which it was given to us, or for purposes which are directly related to our business functions or activities. With consent, we will share such information with government agencies, organisations or anyone else unless the individual expressly removes such consent or otherwise required or authorised by law.

Data quality

We take steps to ensure that the personal information we collect is accurate, up to date and complete. These steps include maintaining and updating personal information when we are advised by individuals that their personal information has changed, and at other times as necessary.

Data security

We take steps to protect personal information we hold against loss, unauthorised access, use, modification or disclosure and against other misuse. These steps include password protection for electronic files and physical access restrictions. When no longer required, personal information is destroyed in a secure manner or deleted.

Access and correction

If an individual requests access to the personal information we hold about them, or requests that we change that personal information, we will allow access or make the changes unless we consider that there is a sound reason under the Privacy Act not to do so.

How to contact us

Individuals can obtain further information in relation to this privacy policy, or provide any comments, by contacting us:

Purpose

Debt Fix will collect personal information to enable us to assess, investigate, conciliate or determine complaints, and use that personal information to ensure that we are accountable for the way we handle complaints.

Such files may also include personal information about individuals who are authorised to represent complainants and about third parties who provide information in the course of our investigations.

Collection

We collect personal information directly from complainants and respondents or their authorised representatives. Debt Fix may also collect personal information about complainants and respondents from third parties, when it is relevant to our assessment, investigation, conciliation or determination of a complaint.

Use and disclosure

We use the personal information collected on these files to assess, investigate, conciliate or determine complaints. We may use personal information held in complaint files to make contact with the complainant, the respondent and any other relevant individual or organisation.

We may give the complainant’s name and details about the complaint to the respondent as we consider the complainant would be reasonably likely to be aware that this would happen. However, we give the complainant the opportunity to tell us if there are any parts of their complaint that they do not want us to disclose to the respondent. We will not disclose any such parts of the complaint to the respondent unless we are required by law to do so or if the disclosure will prevent or lessen a serious and imminent threat to somebody's life or health.

If the information the complainant agrees to disclose to the respondent is too limited, we may not be able to proceed with the complaint because procedural fairness requires that we must provide the respondent with sufficient information to respond to the complaint in a meaningful way.

We may give information to other regulators or to enforcement bodies in the course of referring a complaint to that body or seeking its advice. We prefer to seek the consent of the individual, but may sometimes disclose without consent if we are authorised or required by law to disclose the information.

Data quality

We maintain and update personal information in our complaint files as necessary or when we are advised by individuals that their personal information has changed.

Data security

Complaint files are stored in locked cabinets in paper form.

Access and correction

If an individual requests access to the personal information we hold about them, or requests that we change that personal information, we will allow access or make the changes unless we consider that there is a sound reason under the Privacy Act not to do so.

Referrers & Referral Fees

In some cases, you may have been referred to us by other regulated or non-regulated third parties such as finance brokers, accountants, lawyers, financial planners, etc. Where this is the case, we may pay a referral fee to these parties. If we do pay a fee to these parties, then:

(a) They should have already have told you about any referral fees they may receive;

(b) Any fees charged by the referrers for any services provided including any duplication of services which may be provided by us are separate and in addition to our professional fees.

You can ask us about the referral fees payable to the referrer and we will tell you how much was paid and how it was worked out.

You acknowledge and agree that we are not responsible for any fees charged by the referrer to you for any services provided by the referrer to you.

Audit Files

Purpose

Audit files record details of audits conducted by regulatory bodies. The personal information held in such files may include contact information and opinions of employees.

Collection

We collect personal information in these files from employees within the organisation being audited.

Use and disclosure

We use information in audit files for the purpose of undertaking audits and to assist in the compilation of audit reports. Personal information in audit files is disclosed to regulatory bodies, organisations or anyone else as required by law.

Data quality

We maintain and update personal information in our audit files as necessary or when we are advised by individuals that their personal information has changed.

Data security

Audit files are stored in either password protected electronic media or in locked cabinets in paper form.

Access and correction

If an individual requests access to the personal information we hold about them, or requests that we change that personal information, we will allow access or make the changes unless we consider that there is a sound reason under the Privacy Act not to do so.

Enquiries Database

Purpose

The purpose of any Debt Fix database is to register and store personal information relating to enquirers, complainants, respondents, authorised representatives and witnesses. It also relates to employees of agencies or organisations which we have audited.

Collection

We collect personal information in such databases from individuals or their authorised representatives. We also collect personal information on this database from agencies and other organisations.

Use and disclosure

The personal information collected in any Debt Fix database is used for the purpose of recording and managing enquiries and folios. The personal information in any Debt Fix database is disclosed to clients, authorised enquirers, and respondents for the purpose of handling enquiries.

Data quality

We maintain and update personal information in databases as necessary or when we are advised by individuals that their personal information has changed.

Data security

Personal information is stored in an electronic records management database which can only be accessed by registered users for the purpose of working on enquiries, complaints, own motion investigations or audits.

Access and correction

If an individual requests access to the personal information we hold about them, or requests that we change that personal information, we will allow access or make the changes unless we consider that there is a sound reason under the Privacy Act not to do so.

Purpose

We maintain contacts lists which include contact information about individuals who may have an interest in Debt Fix services. We use these contacts lists to distribute information about our activities and publications.

Collection

It is our usual practice to collect personal information in contacts lists directly from individuals, for example, where they have asked to be added to a contact list. Sometimes we collect personal information from a third party or from a publicly available source.

Use and disclosure

We use personal information in contacts lists for the purpose of marketing and disseminating information. We do not give personal information about an individual to other agencies, organisations or anyone else without consent unless: the individual would reasonably expect, or has been told, that information of that kind is usually passed to those agencies, organisations or individuals; or the disclosure is required or authorised by law.

Data quality

We maintain and update personal information in our contacts lists when we are advised by individuals that their personal information has changed. We also regularly audit contacts lists to check the currency of the contact information. In the course of updating the lists we will remove contact information of individuals who no longer wish to be contacted.

Data security

The personal information in the contacts lists is stored in either password protected electronic media or in locked cabinets in paper form. When no longer required, personal information in contacts lists is destroyed in a secure manner or deleted.

Routine access to contacts lists is limited to the database operators who have responsibility for maintaining the contacts lists. Other staff members have access to the personal information in contacts lists on a need to know basis.

Access and correction

If an individual requests access to the personal information we hold about them, or requests that we change that personal information, we will allow access or make the changes unless we consider that there is a sound reason under the Privacy Act not to do so.

Purpose

Debt Fix is required to keep and maintain financial records. Personal financial information of this nature is stored in either password protected electronic media or in locked cabinets in paper form.

Collection

It is our usual practice to collect personal financial information directly from individuals and third parties.

Use and disclosure

Generally such records are used to transact fees or provide information for analysis. On occasion, we may be required to provide your personal financial information to other agencies, organisations

On occasion, Debt Fix may use a third party provider called Ezi Debit Australia Pty Ltd (ACN: 096 902 813). Ezi Debit is acts as a Direct Debit Agent for Debt Fix and Ezi Debit itself does not provide any goods or services and has no express or implied liability in regards to the goods and services provided by Debt Fix or the terms and conditions of any agreement with the Debt Fix.

In the event Debt Fix is required to engage Ezi Debit Australia on your behalf, you consent to your personal financial information being shared and exchanged between Debt Fix Pty Ltd and Ezi Debit Australia notwithstanding any ancillary terms and conditions such as the DDR Service Agreement you may have considered, signed and agreed to with Ezi Debit Australia Pty Ltd (ACN: 096 902 813) directly. Should you require a copy of such consent, Debt Fix retains a copy of this record and may provide this to you within 14 business days. Further information relating to Ezi Debit's Privacy Policy can be found at www.ezidebit.com.au

Debt Fix will keep your personal financial information and other private information (including but not limited to your transaction account information) private and confidential unless such information is required to investigate a claim made to it in relation to an alleged incorrect or wrongful debit, omission, false disclosure, audit or government inspection or otherwise required by law.

Data quality

We maintain and update personal financial information when we are advised by individuals that their personal financial information has changed. We also regularly audit/review personal financial information to check the currency of such information. Debt Fix Pty Ltd will be relying upon its authority granted to it by you as your agent in the course of updating personal financial information. Accordingly Debt Fix may be required to verify your personal financial information with third parties agencies, organisations or anyone else for that matter relying upon said authority to do so.

Data security

The personal financial information is stored in either password protected electronic storage facilities or in locked cabinets in paper form. When no longer required, personal information in contacts lists is destroyed in a secure manner or deleted.

Routine access to personal financial information is limited to the database operators who have responsibility for maintaining such personal financial information. Other staff members have access to your personal financial information on a need to know basis.

Access and correction

If an individual requests access to their personal financial information held, or requests that we change their personal financial information, we will allow access or make the changes unless we consider that there is a sound reason under the Privacy Act not to do so.