Privacy is important, please take the time to read this information so that you understand our policies and how your personal information is collected, stored and used or disclosed. This policy applies to any individual or company who obtain or apply for insurance products or services from our office. Pollard Insurance Brokers is committed to protecting the privacy and confidentiality of your information in accordance with Privacy Act 1988 (Cth) including the Privacy Amendment (Enhancing Privacy Protection) Act 2012. This policy details our current processes for collecting, storing, using and disclosing your personal information. We have strict guidelines and procedures in place to ensure that your personal information is not misused. We do not disclose personal information to any outside organisation, unless they are contracted to us to provide administrative and financial support.
Pollard Insurance Brokers is committed to ensuring that we will safeguard the personal information that you provide to us. We believe that the information you send to us should be carefully protected. Your personal information while in our care, will be treated as highly confidential. You can be confident that the only information that we collect is for insurance activities only. We have strict guidelines and procedures in place at Pollards to ensure that your personal information is not accessed by unauthorised personnel. We do not sell or trade customer information. We do not disclose personal information to any outside third party organisation, unless they are contracted to us to provide administrative and financial support. Our policies and procedures require all third party organisations who deal with us to respect and protect the confidentiality of our customer information. We will hold your information for a period of 7 years to comply with legal and legislative requirements
"Personal information" is essentially information or an opinion about an identified living individual or an individual who is reasonably identifiable (e.g. a name and contact details, bank account details, etc). As its name suggests, "sensitive information" is a more sensitive subset of personal information, which includes your health information, criminal history, racial or ethnic origin, sexual orientation, etc). The information we collect and hold generally includes:
• if you are a client of one of our brokers, agents or insurers: your name and contact information (including address, telephone and facsimile numbers and email), date of birth and gender information. Also information relating to the operation of your business, other reference information and information about other parties that you may conduct business with; and We may also collect other information required to provide the Services, obtain quotes for an appropriate policy or facilitate the management of your policy. Depending on the type of policy, such information may include your employment details, details of your previous insurance (such as claims history), personal assets and assets of your spouse or partner and sensitive information (such as medical history or criminal record).
• if you are one of our wholesale broker, insurers or underwriting agencies an employee of any of them: your name and contact information (including telephone and facsimile numbers and email addresses), information relating to the operation of your business, other reference information and information about other parties that you may conduct business with;
We may collect your personal information in a number of ways, including:
• if you are a client: when we speak to you or visit you or via our website, email, telephone or hard copy or online forms and we enter your personal information into the our insurance system and platforms that interface with insurers who provide us with quotes for your insurance
• if you are one of our brokers, agents or insurers or an employee of any of them: directly from you through the Service or via our website, email, telephone or hard copy or online forms
In certain circumstances we may be required or permitted by law or Court or Tribunal Order to collect certain personal information about you.We also automatically collect certain information when you visit our website, some of which may be capable of personally identifying you. Such information includes the type of browser you are using, the type of operating system you are using, your IP address and how you use our website. You do not have to provide us with your personal information but if you do not provide us with the personal information that we need, we or any of our third party providers may not be able to provide the Service.
You must not provide us with personal information (including any sensitive information) of any other individual (including any of your clients if you are a broker) unless you have the express consent of that individual to do so. If you do provide us with such information about another individual, before doing so you:
• warrant that you have that individual's consent to provide their information to us.
If we give you or provide you access to the personal information of any individual in connection with the Service, you must only use it:
• for the purposes we have agreed to; and
You must also ensure that your representatives, agents, employees and contractors meet the above requirements.
We collect and use your personal information for the purpose of providing the Service and directly related purposes.
We also collect and use your personal information for other purposes including:
• helping to develop and identify products and services that may interest you or offering insurance;
• conducting market or customer research;
• developing, establishing and administering alliances and other arrangements with other organisations in relation to the promotion, administration and use of our products and services; and
• providing ongoing information or opportunities that we believe may be relevant (if you have requested to receive this).
Where appropriate we will disclose your personal information to insurers and brokers.
We may also disclose any of the personal information we collect to our advisers such as lawyers and accountants, our related entities and our external service providers such as IT providers (on a confidential basis) in relation to the service we provide to you.
We take reasonable steps to ensure that your personal information is accurate, complete and up-to-date whenever we collect, use or disclose it. However, we also rely on you to advise us of any changes to your personal information. Please let us know as soon as possible if there are any changes to your information or if you believe the information we hold about you is not accurate, complete or up-to-date. If you make a request by contacting us at the contact details below, we will provide you with access to the personal information we hold about you unless otherwise required or permitted by law. We will notify you of the basis for any denial of access to your personal information.
We take reasonable steps to protect any personal information that we hold from misuse, interference and loss and from unauthorised access, alteration and disclosure. For example, we maintain physical security over our paper and electronic data stores and premises such as locks and security systems. We also maintain computer and network security; for example, by using firewalls (security measures for the Internet) and other security systems such as user identifiers and passwords to control access to computer systems. However, data protection measures are never completely secure and, despite the measure we have put in place, we cannot guarantee the security of your personal information. You must take care to ensure you protect your personal information (for example, by protecting any usernames and passwords). You should notify us as soon as possible if you become aware of any security breaches.
We collect personal information to be able to provide services such as insurance broking, claims management, underwriting and premium funding.
We gather this information during dealings with you. Information comes from various sources such as verbal conversations, documents, application forms, emails and other forms. We need to collect this information for several reasons
We can only advise and assist in arranging your insurance needs if we have all relevant information.
The insurance laws also require you to provide your insurers with the information they need in order to be able to decide whether to insure you and on what terms. You have a duty to disclose the information that is relevant to the insurer’s decision to insure you.
Credit Providers also require specific information to help them assess any credit applications that we may facilitate on your behalf.
We may make available the personal information to other insurers for the purpose of providing the requested product or service. We may pass information about you to particular third parties.
Your personal information may be given to our authorised representatives. They operate under the Pollard Insurance License agreement and they adhere to Pollard Insurance policies and procedures.
A sample of the list of the types of entities or parties that we may provide information to are;
Your existing Insurer to renew your policy or to change your existing cover and for claims handling
We will do our best to ensure that the third parties protect the information in the same way that we do. We do not sell, trade, or rent personal information to others.
At Pollard Insurance Brokers, we take steps that are reasonable in the circumstances to protect any personal information that we hold from misuse, interference and loss, and to protect it from unauthorised access, modification and disclosure.
We maintain physical security over paper files, electronic data stores and other records. We also maintain computer and network security, such as user identifiers and passwords to control access to computer systems where personal information is stored.
Please contact our office during working hours if you wish to access or revise your personal information and we will provide you with the information that we hold. Prior to us providing you with this information, you will require to provide evidence of your to establish your identity. Please contact our office if you believe the information that we currently have on record is incomplete or inaccurate.
We collect information using server logs and Google Analytics. When you visit our site to read, browse or download information, the system will record/log your IP address (the address which identifies your computer on the internet and which is automatically recognised by our web server), date and time of your visit to the site, the pages viewed and any information downloaded.
This information will only be used for the purpose of our site analysis and to help us offer you improved web services and to better understand our clients and improve our markets.
In order to collect this data for analysis, we may use “cookies”. Cookies are small pieces of information which are sent to your browser and stored on your computer’s hard drive. This is purely to increase the functionality of the site. Cookies cannot be used to discover the identity of the user. Cookies do not damage your computer and you can set your browser to notify you when you receive a cookie. Once you leave the site, the cookie is destroyed and no personal or other information about you is stored.
Our Website may allow visitors to submit information via Self-Service forms, Quotes, Claim Forms, Employment and Contact request.
The information submitted via the Forms may not be encrypted. Should you be concerned about the confidentiality of the information provided by using the Self Service forms please do not hesitate to forward this information to us via phone or email.
We may also use your contact information that you supply on this website to send you requested product information and promotional material and to enable us to manage your ongoing requirements.
We may also notify you via direct marketing about new services and special offers, events or articles we think will be of interest to you. We may send you regular updates by email or by post on insurance matters. If you would rather not receive this information, or do not wish to receive it electronically, please email or write to us.
Complaints about Privacy
We will endeavour to resolve complaints to your satisfaction within 10 business days.
When we collect your personal information, you may elect to receive information about our other services or products. If you no longer wish to receive such information, or you do not want us to disclose your personal information to any other external organisation, you can opt out by contacting us using our contact details below.
We will refer your complaint to our Privacy Officer who will investigate the issue and determine the steps (if any) that we will undertake to resolve your complaint. We will contact you if we require any additional information from you and will notify you in writing of the outcome of the investigation. We will try to resolve any complaint within 14 working days. If this is not possible, you will be contacted within that time to let you know how long it should take us to resolve your complaint.
If you are not satisfied with our determination, you can contact us to discuss your concerns or complain to the Australian Privacy Commissioner via www.oaic.gov.au.
P:03 9783 6255
F:03 9781 4645
Or write to us at:
Attention: Privacy Officer
Pollard Insurance Brokers
PO Box 261
Frankston, Vic 3199
or email us at :
No fee will be charged by us for an access request. However, you may be charged the reasonable cost of complying with the access request.