At Lexvoco Pty Ltd (we, us or our), we want to have the best possible relationships with our clients, people and suppliers. To achieve this, we may need to collect personal information about you and the relevant circumstances surrounding your interaction with us.
It is important for us to ensure that you are confident that any personal information you provide is treated in the appropriate manner and with the appropriate degree of privacy.
What does "personal information" mean?
Personal information is any information about you that identifies you or by which your identity may be reasonably determined. By collecting this personal information we are able to identify the issues of your assignment or legal matter, and provide advice; contact you; and identify you and protect you from any unauthorised access to your personal information.
Collecting your personal information
We will always collect your personal information directly from you where possible. Where we are unable to obtain personal information directly from you we will obtain your consent before information is obtained from another party.
Collection of your personal information may occur in a number of ways including: taking instructions or a brief from you, or when you contact us and provide the information.
It is possible that we may collect personal information about you from other sources without your direct knowledge – eg, where funds are transferred between bank accounts, with the Law Societies or with government departments.
Where possible, we will require you to specifically consent to any use or disclosure of your personal information. Your consent will usually be required in writing. However, where necessary, we may accept your verbal consent to disclose particular information.
Your consent may also be implied from the particular circumstances – eg, you apply to work with us, during legal matters or advices.
Regardless of how your personal information is collected and whether or not it is through implied or actual consent, we will deal with your personal information in accordance with this policy.
Who may we disclose your personal information to?
We may need to disclose your personal information in certain circumstances – eg, to a client in relation to an assignment, to a law firm or to our payroll provider.
We may also disclose your personal information where you have consented to us doing so in pursuance of your work or employment with us. Your consent to the disclosure of your personal information may be given expressly, or it may be implied from your interaction with us.
We will do our best to ensure that we do not disclose your personal information to a third party if you have not approved it.
Ensuring your personal information is up to date
The effective and proper maintenance of your legal matter can only occur when the personal information that we hold is current and up to date. It is important that, during the course of your relationship with us, you tell us of any changes to your personal information which we hold.
The security of your personal information
We will take all reasonable precautions to safeguard personal information that is held by us, either on file or on computer, from loss, misuse, unauthorised access, modification or disclosure.
To ensure that your personal information is secure, we employ a number of means, including: external and internal premises security; the requirement for all employees to enter into a confidentiality agreement; computer firewall protection; restricted access to personal files and information; computer maintenance to prevent unauthorised access; document handling and shredding procedures with respect to personal information; and limited access to your personal information.
When we no longer require your personal information, your file (and any personal information therein) will be held by us in archive for a period of seven years and then securely destroyed. The information will also be deleted from our systems.
Access to your personal information
At any time you may tell us that you wish to access your personal information. We will handle all requests as quickly as possible and provide that information to you. Some requests may take longer because of the substantial amount of documents held by us.
Where the information is held in security, we may charge you a fee for the costs of retrieval and supply of the information to you.
We may deny access to personal information if required by law or where the information may relate to existing or anticipated legal proceedings or where access may be regarded as frivolous or vexatious.
Certain information may be regarded as sensitive information. The disclosure of which can only be made by us with your direct consent. Examples of sensitive information are: criminal record, health, membership of professional trade association, religious beliefs or affiliations, financial circumstances.
Your personal information online
We pride ourselves on the maintenance of up-to-date and technologically advanced computer systems. Our computers are continually being updated to maintain their security and are regularly audited and tested by external experts to ensure that any breaches of security, potential or actual, may be identified and rectified. We will correspond with you via email where you consent to that occurring. E-mail may not be a secure way to communicate your personal information and, as such, that personal information should be delivered through secure means.
We may use your personal information, such as your address or contact details, to provide you with information about services that we offer.
If at any time you do not wish to receive any information about these services please feel free to contact us and we will not send you any further material.
We will not disclose your personal information to any third party except for the purposes of furthering your assignment or employment with us, or where the law requires us to.
Wishing to access your personal information
Should you wish to access your personal information, contact us (03) 9251 9912. When you access your personal information, we will require you to sign a document stating that you have accessed it.
Complaints about breaches of privacy
If you are not satisfied with the response you receive from us, you may contact the Federal Privacy Commissioner by phoning 1300 363 992 or writing to the Director of Complaints, Office of the Federal Privacy Commissioner, GPO Box 5218, Sydney NSW 1042.