Privacy Policy

WealthRecords is an independent firm specialising in Self-Managed Superannuation Funds (SMSFs) and operates under the SuperRecords umbrella. Our mission is to assist financial planners and advisers in effectively utilising SMSFs as a means of retirement savings.

We adhere to the Australian Privacy Principles (APPs) outlined in the Privacy Act 1988 (Cth) and recognise the significance of safeguarding your personal information. Specifically, APP 8, which governs cross-border disclosure of personal information, requiring organisations to take reasonable steps to ensure overseas recipients also comply with the APPs.

This Privacy Policy details our approach to managing your personal information, which encompasses any data or opinions about you—regardless of their accuracy—that can identify you or from which your identity can be reasonably inferred. It also outlines our responsibilities and your rights concerning our handling of your personal information.

We encourage you to read our Privacy Policy thoroughly, as it provides insight into how we collect and manage your personal information. References to “we,” “us,” and “our” within this document pertain to the members of WealthRecords and its associated corporate entities, as defined in the Corporations Act 2001 (Cth). This Privacy Policy is applicable to the products and services we offer, as well as our website at https://www.wealthrecords.com.au/ (the Website).

Throughout this Privacy Policy, we use the term ‘personal information’ to refer to any data that can identify you as an individual or from which you can be reasonably identified. Examples of ‘personal information’ include an individual’s name, address, and phone numbers.

How we gather information

We will collect and maintain your personal information in a manner that is both fair and lawful, ensuring that it is not intrusive. Whenever feasible, we will obtain your personal information directly from you. We may gather personal information through various methods, including:

from individuals you designate, such as solicitors, accountants, and financial advisors;
during the administration or provision of our services, which includes verbal information you provide or the completion and submission of written forms;
when you subscribe to our email service or engage with our website, social media platforms, or mobile applications;
through communication with us via telephone, email, facsimile, or other forms of correspondence, whether written or electronic;
while managing, executing, or overseeing contracts with our service providers or other third parties;
when you respond to direct marketing initiatives or participate in customer satisfaction and market research surveys and questionnaires;
from credit reporting agencies;
as necessary for the management of our business operations.

In certain instances, we may also obtain personal information from publicly accessible sources and third parties, including suppliers, recruitment agencies, referees, credit agencies, banks, contractors, and our business partners. If we acquire personal information from a third party, we will, when appropriate, ask that the third party notify you that we are in possession of such information, explain how we intend to use and disclose it, and inform you that you can contact us to access, correct, or update the information. You are not obligated to provide any personal information we request. However, if you decide to withhold such information, it may limit our ability to offer you certain aspects of our products or services.

The type of personal information we may gather

The personal information we may gather and retain about you will vary based on several factors, including your identity and the specific services and products you wish to access or utilise. Notably, this personal information is often collected in connection with details pertaining to your Self-Managed Super Fund (SMSF), which may include information that identifies you or allows for reasonable identification of your identity.

Typically, the personal information we collect (including that obtained from your SMSF) may encompass, but is not limited to:

Your name, date and place of birth, age, gender, postcode, and other demographic details;
Your tax file number;
Information regarding employer contributions to your Super Fund;
Your contact information, including work and personal email addresses, postal addresses, and phone numbers;
Verification information, such as your driver's license number or passport details;
Billing and financial data, including banking or payment information, credit card numbers, cardholder names, and expiration dates;
Information related to your creditworthiness, as outlined in section 4 below;
If you are seeking employment with us, employment-related information, such as job application details and results from criminal history checks;
Any publicly available information, including that from third-party social media platforms; and
Any additional information you provide us over time, including your preferences or opinions regarding our products and services, as well as information related to surveys, competitions, inquiries, or complaints.

Furthermore, when you access or utilize our Website, we may collect non-identifiable information regarding your hardware, software, and activities. This may include your IP address, browser type, domain names, pages accessed, the dates and times of access, duration spent on those pages and our Website, and referring website addresses, which may involve the use of ‘cookies.’If you do not furnish the personal information we require, we may be unable to deliver the products or services you have requested, or our ability to provide them may be limited. Not providing the necessary information could lead to our inability to fulfill your requests for products or services.

Our objectives for managing your personal information

We gather and utilize your personal information primarily to provide you with the products and services you request from us and our affiliated companies. We do not sell, rent, or lease your personal information to third parties, including our partners, for marketing purposes.

We process personal information solely for purposes that are deemed relevant and reasonable under the circumstances. Specifically, we may collect, store, use, and disclose personal information for the following reasons:

To offer and deliver our products and services, as well as to solicit feedback regarding those products and services.
To manage and administer the products and services we provide.
For direct marketing purposes, which include preparing and sharing marketing information about our products and services, as well as those of our affiliated companies and other organisations, in compliance with the Privacy Act.
To conduct business planning and research related to our customers, including analysing general statistical data regarding the usage of our website.
In the case of credit information, to evaluate your creditworthiness in relation to your application for commercial credit.
To maintain communication with you.
To fulfil our legal and regulatory obligations.
For any purpose that has been disclosed to you and to which you have given your consent.
For any purpose that you would reasonably anticipate.
To effectively manage and conduct our business operations, including performing administrative tasks such as billing and record management.

We may share your personal information with individuals you designate, such as solicitors, accountants, and financial planners. Additionally, we may disclose personal information to our affiliated companies, agents, and organisations, or to third parties such as contractors, suppliers, partners, service providers (including those providing technical and support services), or our professional advisors, auditors, or consultants, as permitted by the Privacy Act.

We may share personal information with parties interested in acquiring all or a portion of our business, as well as with other entities, provided we have your consent. When we share information with a third party, we typically mandate that they safeguard that information to a level comparable to our own standards.

International Transfers of Personal Data

We may share personal information with our affiliated corporate entities in accordance with the Privacy Act. Additionally, we may disclose your personal information to external service providers located in Australia and India to assist with our data processing functions. It is crucial to highlight that all personal information you provide will be stored on servers in Australia.

At the time of this Privacy Policy’s publication, we do not expect to share personal information with other international recipients unless you specifically direct us to send your information to a particular overseas recipient. By providing your personal information to us, you consent to our disclosure of your personal information to such overseas recipients for purposes that are necessary or beneficial for our business operations, and you agree that AAP 8.1 will not apply to these disclosures.

Direct Marketing

Marketing plays a crucial role in the ongoing success of our business, much like it does for most organizations. We take pride in offering a distinctive array of products and services to our customers, all delivered to a high standard. To maintain this connection, we strive to keep our customers informed about new opportunities.

Occasionally, we may reach out to you with updates regarding new products, services, and promotions, either from our company or from third parties that may interest you. In such cases, your personally identifiable information will not be shared with any third parties. We will not share your personal information for marketing purposes without your explicit consent. Upon subscribing to one of our products or services, you will gain immediate access to our monthly newsletter, Heffron Highlights, along with any pertinent communications related to the service you have chosen.

Our email marketing platform also allows us to monitor whether and when you open our emails and how you engage with their content.

You have the option to unsubscribe from these marketing communications at any time by following the opt-out instructions provided in the messages. If you choose to opt-out but later engage with us in a way that suggests you wish to receive marketing communications again, we may resume sending them until you decide to opt-out once more. Please be aware that opting out of marketing communications does not prevent you from receiving certain promotional materials within our products, nor does it stop essential communications related to the provision of our products and services, as well as those from our affiliated entities and partners that you have opted to use.

Protection of Personal Information

We may store personal information in various formats, including secure physical records, electronic files on our intranet, cloud storage, or on servers managed by third parties. All our infrastructure is located within Australia, and we comply with all relevant Australian data sovereignty regulations.

Transmitting information over the internet carries inherent risks. Unfortunately, it is impossible to guarantee that data transmission will be completely secure. Nevertheless, we are committed to safeguarding personal information by implementing suitable physical, procedural, and technical security measures in our offices and data storage facilities. These measures aim to prevent any loss, misuse, interference, unauthorised access, disclosure, or alteration of personal information, including during its disposal.

Additionally, we limit access to personal information to only those individuals who require it to perform their job functions. We have established physical, electronic, and managerial protocols to ensure the security and integrity of your personal information.

It is your responsibility to protect any username and password provided to you from unauthorised access by third parties at all times.

Utilisation of cookies and website analytics.

Our website may employ ‘cookies’ to interact with your internet browser. A ‘cookie’ is a small text file that our website server places on your computer for a specified duration, allowing for later retrieval. Cookies are commonly used across websites, and you have the option to manage whether and how cookies are accepted by adjusting your browser settings. Importantly, cookies do not modify the functionality of your computer or mobile device.

We utilise cookies to recognise specific devices and track website interactions, enabling us to collect aggregated data on visitor experiences. This information is instrumental in tailoring the website to better meet our customers’ needs. While cookies can identify a device, they do not provide any information about individual users.

We also use Google Analytics to gather anonymous data whenever you visit and navigate our websites. The types of anonymous information collected include demographic details, the device type you are using, the sections of our website you visit, and the specific pages accessed. This data is collected for operational maintenance and statistical analysis, aiding us in enhancing our websites. When you visit our sites, your browser automatically transmits certain information to Google, which is included in our analytical reports.

Accessing and Amending Your Personal Information

You have the right to request access to the personal information we maintain about you. In the unlikely event that we deny your request for access, we will issue a written notice explaining the reasons for our decision. Additionally, we may charge reasonable fees to cover the costs associated with providing you access to your personal information.

You may also ask for corrections to your information if you believe it is inaccurate. However, we are not obligated to make corrections if we do not concur that a change is necessary, and we may decline your request. Should we refuse to make a correction, we will provide you with a written notice detailing our reasons for the refusal.

Addressing Concerns Regarding Personal Information

Should you have any inquiries, concerns, or grievances regarding this Privacy Policy or our management of your personal information, please reach out to our Compliance Officer at WealthRecords, located at 80 George Street, Parramatta, NSW 2150, or contact us via email at compliance.officer@wealthrecords.com.au. We take all complaints seriously and will provide a response within a reasonable timeframe.

Modifications

We may update our Privacy Policy occasionally by posting a revised version on our website. The updated Privacy Policy will become effective immediately upon its publication on our site. We encourage you to review our Privacy Policy regularly to stay informed about any recent changes.