1. About This Policy

1.1 This Privacy Policy (Policy) applies to the Kingsmede group of companies which includes but is not limited to Kingsmede Pty Ltd (ABN 21 054 526 635), Kingsmede Partners Pty Ltd (ACN 637 364 688) and the Yvonne Potter Charitable Foundation Limited (ABN 43 684 175 844) (“Kingsmede”, “we”, “our” or “us”), and describes how Kingsmede collects, handles and protects the privacy of your personal information.

1.2 We are committed to protecting your privacy and understand the importance of protecting your personal information. This Policy outlines the types of personal information that we usually collect, the purposes for which we collect it, to whom we disclose it, how we hold and keep it secure and your rights in relation to your personal information, including how to complain and how we deal with complaints.

1.3 We will handle your personal information in accordance with this Policy and applicable privacy laws, including the Privacy Act 1988 (Cth) and the Australian Privacy Principles (APPs) under that Act.

1.4 In this Policy, personal information means any information or opinion about an identified individual or an individual who is reasonably identifiable, whether true or not. It does not include information that is de-identified.

1.5 Under the Privacy Act, ‘sensitive information’ is information about: racial or ethnic origin; political opinions or memberships; religious or philosophical beliefs or affiliations; membership of a professional or trade association or union; sexual orientation or practices; an individual’s criminal record; or health, genetic or biometric information about an individual.

1.6 ‘Health information’ is information or an opinion about the health (including an illness, disability or injury) of an individual; an individual’s expressed wishes about the future provision of health services to the individual; a health service provided, or to be provided, to an individual; other personal information collected to provide, or in providing, a health service to an individual; other personal information collected in connection with the donation, or intended donation, by an individual of their body parts, organs or body substances; or genetic information about an individual in a form that is, or could be, predictive of the health of the individual or a genetic relative of the individual.

1.7 This Policy does not apply to the personal information of our employees.

1.8 We may change this Privacy Policy from time to time, by publishing changes on our website. This Privacy Policy will be updated when our information handling processes and practices are revised and in any case, this Privacy Policy will be reviewed at least every two years.

2. Types of Personal Information We Collect

2.1 The types of personal information we collect about you depends on the dealings you have with us, and may include:

• Contact information including name, address, email address and phone number
• The name of the organisation you work for and your professional title
• Identification details, including date of birth, driver’s licence, passport and other identification documents
• Financial details including bank account details, credit card information, and financial statements
• Collection of images
• Key business information which may include personal information such as insurance certificates, business licences and certifications
• Where required for the management of our funds, your tax file number
• Your interests and preferences including sensitive and health information such as dietary requirements or religious beliefs for dietary assessments (e.g., Halal or Kosher)

2.2 If you are applying for a job with us, we may also collect your:

• Employment history and qualifications
• Academic records
• References and information from background checks
• Medical information
• Personal alternative contact details
• Superannuation fund details
• Membership of a professional or trade association or union
• Criminal history record

3. Dealing with Us Anonymously or Using a Pseudonym

3.1 Where possible and lawful, you may interact with us anonymously or using a pseudonym.

3.2 However, for many of our functions and activities we usually need your name, contact information and other details to enable us to provide our services or products to you.

4. How We Collect Your Personal Information

4.1 We may collect personal information from or about you in different ways, including:

• Directly from you (e.g., via forms, emails, phone calls, website or social media interactions)
• From third parties such as agents or investment managers
• From CCTV on our premises (where permitted by law)
• From publicly available sources, including social media

4.2 If you apply for a job, we may also collect information from:

• Recruiters
• Government departments (e.g., work entitlements)
• Police agencies (for criminal records)
• Academic institutions
• Medical practitioners
• Superannuation providers
• Employers (current or previous)
• Referees

5. Collection of Information via Our Website

5.1 We may use cookies or similar technologies to track website usage and remember your preferences. You can disable cookies via your browser, but some site features may not function properly.

5.2 We may collect data like pages visited, time and date of visits, referral sources, and your IP address. This is not used to personally identify you.

5.3 Our web pages may use web beacons to count visits to pages. These do not access your personal data.

6. Purposes for Which We Collect, Use and Disclose Personal Information

6.1 We collect your personal information to:

• Provide our services
• Manage and conduct our business
• Promote our services and products
• Gather feedback
• Improve our services and website
• Organise events
• Meet financial obligations
• Assess employment suitability
• Comply with legal obligations and manage legal claims

7. Disclosing Your Personal Information

7.1 We may disclose your personal information to:

• Kingsmede group companies
• Third parties involved in service provision
• Potential buyers of our business/assets
• Professional advisers (e.g., lawyers, auditors)
• Government or law enforcement agencies

7.2 Some organisations may be located overseas, including in the USA, the Philippines, or India.

8. Direct Marketing and Storage

9.1 We store your data securely in hard copy and electronic forms, using appropriate measures to prevent misuse, interference, loss, or unauthorised access.

9.2 We retain your data only for as long as necessary or as required by law. When no longer needed, we will de-identify or destroy it safely.

10. Access to and Correction of Your Information

10.1 We aim to keep your information accurate and up to date.

10.2 You can request access or correction by emailing accounts@kingsmede.com.au. We may require identity verification. We usually respond within 28 days. If we deny the request, we will explain why and how to complain.

11. Complaints

11.1 To lodge a complaint, email accounts@kingsmede.com.au. We will acknowledge and respond in a timely manner.

11.2 If unsatisfied, you may contact the Office of the Australian Information Commissioner at www.oaic.gov.au.

12. Contact Us

12.1 For any queries, complaints or privacy matters, please email accounts@kingsmede.com.au.