Privacy Policy

Introduction

Melrose Keys Lawyers (“we,” “us,” or “our”) is dedicated to safeguarding your personal information’s privacy and security. In conducting our business in Australia, we may collect personal information under certain circumstances. This Privacy Policy outlines how we handle such information to ensure it is managed appropriately.

We comply with the Privacy Act 1988 (Cth) (“Privacy Act”), including the Australian Privacy Principles (APPs), which govern the collection, use, and disclosure of personal information.

Who Does This Privacy Policy Apply To?

This policy applies to individuals whose personal information we currently hold or may collect in the future. It does not cover acts or practices related to employee records of current and former employees.

What Information Does This Privacy Policy Cover?

Personal information includes any data or opinions relating to an identifiable individual. Information that cannot be linked to an individual is not considered personal information.

Managing Personal Information

We manage personal information through:

• Training staff on privacy practices.
• Implementing procedures, such as providing privacy statements to clients.
• Regularly reviewing privacy compliance.
• Employing security measures, including unique system credentials and access controls.
• Designating a Privacy Officer to oversee compliance and handle privacy-related inquiries.

In some cases, individuals may use a pseudonym or remain anonymous when interacting with us. However, due to professional obligations, we may require the use of a real name in most cases.

Types of Personal Information We Collect

As a full-service commercial law firm, the personal information we collect depends on the services provided. This may include:

• Contact details (e.g., name, address, phone number)
• Financial and business information
• Family and employment details
• Identification documents (e.g., driver’s license, passport)
• Insurance and banking information
• Credit and tax-related information
• Video or photographic evidence for legal purposes

We collect only the necessary personal information required to deliver our services and meet legal or professional obligations.

Sensitive Information

Sensitive information is a subset of personal information that, if misused, could have significant consequences. We collect sensitive data only when required for legal services or as permitted by law. This may include:

• Health details
• Racial or ethnic background
• Political or religious affiliations
• Criminal records
• Professional or trade memberships

We will not collect sensitive information without the individual’s consent unless allowed by law.

How and When We Collect Personal Information

Where feasible, we collect personal information directly from the individual. However, we may also obtain it from other sources, including:

• Professional advisors or agents
• Family members, friends, or associates
• Financial institutions and government agencies
• Insurers, barristers, and solicitors
• Surveys and marketing data providers

How We Store Personal Information

We store personal information securely in both physical and electronic formats, including:

• Physical files stored on our premises or by third-party providers in Brisbane
• Electronic records stored on internal servers, private clouds, and third-party data storage providers in Australia
• Secure document retention systems for sensitive files

Our security measures include restricted access areas, unique system credentials, and encrypted digital storage.

Why We Collect, Use, and Disclose Personal Information

We primarily collect and use personal information to provide legal services. Additionally, we may use it for:

• Complying with professional obligations
• Sending legal updates or event invitations
• Managing whistleblower disclosures
• Providing referrals to service providers

We disclose personal information only when necessary, with consent, or as required by law. Recipients may include:

• Legal professionals, accountants, and experts
• Government agencies such as ASIC or ATO
• Insurance providers and financial institutions

Overseas Disclosure

We generally do not disclose personal information overseas unless instructed. However, some service providers we use, such as HubSpot, store data in overseas locations. In such cases, we take reasonable steps to ensure compliance with Australian privacy laws.

Managing Credit Information

We do not assess credit eligibility but may collect credit-related data as part of our legal services. This may include:

• Credit account details and repayment history
• Overdue payments and bankruptcy records
• Creditworthiness data from financial institutions

Credit information is collected from individuals, banks, government bodies, and creditors where relevant to our services.

Accessing and Correcting Credit Information

Individuals can request access to or correction of their credit information. If a request is denied, we will provide a written explanation. Complaints can be escalated to the Office of the Australian Information Commissioner if necessary.

Data Breach Response

A data breach occurs when personal information is lost, accessed, or disclosed without authorization. Our response plan includes:

• Immediate assessment and containment measures
• Notification to affected individuals if required
• Reporting serious breaches to the Privacy Commissioner
• Reviewing security practices to prevent future incidents

Accessing and Correcting Personal Information

To ensure accuracy, individuals should notify us of any changes to their personal information. Requests to access or update information can be made in writing. Access may be denied in specific circumstances, such as legal restrictions or risks to privacy or security.

Complaints

To report a privacy concern:

1. Submit a written complaint to our Privacy Officer.
2. If unresolved, escalate the complaint to the Office of the Australian Information Commissioner.

Contact Details

For privacy inquiries or complaints, contact us at:

Postal Address:
Level 1, 2059 Moggill Road
Kenmore QLD 4069

Policy Updates

We may update this policy at any time without prior notice. The latest version will be published on our website.

Last Updated: 11 February 2025