Privacy Policy
Last Updated: 14 February 2025
At qalyntheros, we take your privacy seriously. This policy explains how we collect, use, and protect your personal information when you interact with our family financial planning services.
We're bound by the Australian Privacy Principles under the Privacy Act 1988 (Cth), and we're committed to handling your information with care and transparency.
Information We Collect
When you work with us, we gather different types of information depending on the services you need. Being upfront about this helps you understand what we're asking for and why it matters for your financial planning.
Personal Details
Your name, date of birth, contact information, and identification documents necessary for establishing your identity and meeting regulatory requirements.
Financial Information
Income details, assets, liabilities, expenses, investment preferences, and financial goals to create personalized planning strategies.
Family Details
Information about dependents, beneficiaries, and family circumstances that influence your financial planning needs and priorities.
Technical Data
Website usage patterns, device information, and browsing behavior to improve our online services and user experience.
How We Collect This Information
- Directly from you through consultation forms, meetings, and ongoing communications
- From your authorized representatives or legal guardians when applicable
- Through our website using cookies and analytics tools
- From third parties like financial institutions when you've given us permission
- From publicly available sources to verify details or fulfill legal obligations
Why We Use Your Information
We're not collecting this stuff just to have it sitting around. Every piece of information serves a specific purpose in helping us provide better financial planning for your family.
- Creating customized financial strategies based on your unique situation and goals
- Processing course enrollments and managing your participation in educational programs
- Meeting legal requirements under Australian financial services regulations
- Communicating with you about your plans, market updates, and relevant opportunities
- Improving our services based on feedback and usage patterns
- Protecting against fraud and maintaining the security of our systems
- Sending educational materials and course information when you've opted in
Legal Basis for Processing: We process your personal information based on several legal grounds including your consent, contractual necessity, legal obligations, and our legitimate business interests. You can ask us about the specific legal basis for any particular processing activity.
Who We Share Information With
We don't sell your data to anyone. But we do work with trusted partners who help us deliver our services, and sometimes we're legally required to share certain information.
Service Providers
We work with companies that help us run our business—cloud storage providers, IT support, marketing platforms, and payment processors. These partners only get access to the information they need to do their job, and they're contractually required to protect your data.
Financial Institutions
When implementing your financial plan, we may share relevant information with banks, investment platforms, and insurance providers. This only happens with your explicit authorization.
Legal Requirements
Sometimes we're required by law to disclose information to government agencies, regulators, or law enforcement. This includes compliance with Australian financial services regulations, tax reporting obligations, and valid legal processes.
Professional Advisors
We occasionally need to consult with lawyers, accountants, or other professionals about specific client situations. When this happens, they're bound by professional confidentiality obligations.
Your Privacy Rights
Australian privacy law gives you specific rights over your personal information. Here's what you can do and how to do it.
| Your Right | What This Means | How to Exercise It |
|---|---|---|
| Access | Request copies of the personal information we hold about you | Email us with your request—we'll respond within 30 days |
| Correction | Ask us to fix information that's inaccurate or incomplete | Contact us directly and we'll update your records promptly |
| Deletion | Request deletion of your personal information (subject to legal retention requirements) | Submit a deletion request—we'll explain any information we must retain |
| Opt-Out | Unsubscribe from marketing communications at any time | Click unsubscribe in emails or contact us directly |
| Complaint | Lodge a complaint if you believe we've mishandled your information | Contact our privacy officer—escalate to OAIC if unresolved |
We aim to respond to all privacy requests within 30 days. If your request is complex, we'll let you know if we need additional time and keep you updated on progress.
How We Protect Your Information
Security isn't just about technology—though that's important too. It's about creating systems and processes that protect your information from unauthorized access, loss, or misuse.
Technical Safeguards
- Industry-standard encryption for data transmission and storage
- Regular security assessments and vulnerability testing
- Secure backup systems with encryption and access controls
- Multi-factor authentication for staff accessing client information
Organizational Measures
- Strict access controls limiting who can view your information
- Regular staff training on privacy obligations and data handling
- Confidentiality agreements with all employees and contractors
- Clear procedures for responding to data breaches or security incidents
Data Breach Notification: If we experience a data breach that's likely to result in serious harm, we'll notify affected individuals and the Office of the Australian Information Commissioner as required by law. We'll explain what happened, what information was involved, and what steps we're taking.
How Long We Keep Your Information
We don't keep your information forever. But we do need to retain certain records for specific periods based on legal requirements and practical business needs.
Active Client Records
While you're an active client, we maintain your current financial planning records and relevant historical information needed to provide ongoing advice.
After Service Ends
Australian financial services regulations require us to keep client records for at least seven years after our professional relationship ends. This protects both you and us if questions arise about past advice.
Marketing Information
If you've subscribed to our educational content without becoming a client, we'll keep your contact information until you unsubscribe or for three years of inactivity, whichever comes first.
When We Delete Data
After retention periods expire, we securely delete or anonymize your information so it can no longer identify you. Anonymized data may be retained for statistical analysis and service improvement.
Cookies and Website Tracking
Our website uses cookies and similar technologies to function properly and improve your experience. Most of this is standard stuff that makes websites work, but here's what you should know.
Essential Cookies
These keep the website functioning—things like remembering you're logged in or maintaining your session security. We need these for the site to work properly, so they're not optional.
Analytics Cookies
We use analytics to understand how people use our website—which pages are popular, where people get stuck, and how we can improve. This information is aggregated and doesn't identify you personally.
Marketing Cookies
If you consent, we use cookies to show you relevant content and measure the effectiveness of our communications. You can opt out of these at any time through your browser settings.
You can control cookies through your browser settings, though disabling certain cookies might affect website functionality.
International Data Transfers
We primarily store and process your information in Australia. However, some of our service providers operate cloud infrastructure in other countries with strong data protection laws.
When your information is stored or processed overseas, we ensure appropriate safeguards are in place through contractual protections and by only using providers in countries with adequate privacy frameworks recognized under Australian law.
If you have concerns about international data transfers, please contact us to discuss the specific locations and protections applicable to your information.
Children's Privacy
Our services are designed for adults making family financial decisions. We don't knowingly collect personal information from children under 18 without parental consent.
When we work with families, we may collect information about dependent children as part of your financial planning, but this is always with explicit parental knowledge and consent.
Changes to This Policy
We review and update this privacy policy periodically to reflect changes in our practices, technology, and legal requirements. When we make significant changes, we'll notify you via email or through a prominent notice on our website.
The date at the top of this policy shows when it was last updated. We encourage you to review this policy occasionally to stay informed about how we're protecting your information.
Questions About Privacy?
If you have questions about this policy or how we handle your information, we're here to help.
Email: privacy@qalyntheros.com
Phone: +61 478 749 612
Mail: qalyntheros Privacy Officer
Manuka Village, 12/17 Furneaux St
Griffith ACT 2603, Australia
You can also lodge a complaint with the Office of the Australian Information Commissioner at www.oaic.gov.au