Information We Collect

Running a budgeting service means we need certain information to help you manage your finances effectively. Here's what we gather and why it matters.

Personal Details You Provide

When you sign up or contact us, we collect:

• Your name, email address, and phone number
• Postal address for correspondence if needed
• Financial information related to your budgeting needs
• Payment details when you use our services
• Any information you share through our contact forms or support channels

Technical Information

Our website automatically collects some data to function properly:

• IP address and browser type
• Device information and operating system
• Pages you visit and how long you spend on them
• Referring websites and search terms used

How We Use Your Information

Every piece of data we collect serves a specific purpose. We don't hoard information for the sake of it.

Service Delivery

Your personal details help us provide personalized budgeting advice and support. We use your financial information to create realistic cash flow plans that match your circumstances. Without this data, we simply can't offer the tailored service you're looking for.

Communication

We'll use your contact information to send appointment confirmations, respond to your queries, and share important updates about our services. If you've opted in, we might also send helpful budgeting tips and news about our offerings.

Improvement and Analytics

Technical data helps us understand how people use our website. This insight allows us to fix issues, improve navigation, and make better decisions about features. For example, if most visitors struggle to find our contact page, we'll redesign the navigation.

Legal Compliance

Sometimes we're required to process information for legal reasons – tax obligations, financial regulations, or responding to lawful requests from authorities.

Data Retention Periods

We don't keep your information forever. Here's our approach to data retention:

After these periods, we securely delete or anonymize your information. If there's a legal reason to keep data longer (like an ongoing dispute), we'll retain only what's necessary.

Who We Share Information With

We're careful about who gets access to your data. Here's the complete picture:

Service Providers

Some trusted third parties help us run our business. This includes cloud hosting providers, payment processors, and email service platforms. These companies are bound by strict confidentiality agreements and can only use your data to perform their specific tasks for us.

Professional Advisors

Occasionally, we consult with lawyers, accountants, or other professionals who need access to certain information to advise us properly. Again, these relationships are governed by professional confidentiality obligations.

Legal Requirements

If Australian law requires us to disclose information – such as responding to a court order or assisting law enforcement with a legitimate investigation – we'll comply. We'll only share what's legally necessary.

International Data Transfers

Most of your information stays within Australia. However, some of our service providers (like cloud hosting platforms) operate servers in other countries. When data leaves Australia, we ensure:

• The recipient country has adequate privacy protections, or
• We've implemented contractual safeguards that meet Australian privacy standards
• You've been informed and provided consent where required

Current overseas locations where your data might be processed include servers in the United States and Singapore, operated by our hosting provider.

Your Rights and Choices

Australian privacy law gives you significant control over your personal information. Here's what you can do:

Access Your Information

You can request a copy of the personal data we hold about you. We'll provide this within 30 days, free of charge for the first request. If you make multiple requests in a short period, we might charge a reasonable administrative fee.

Correct Inaccurate Data

Found an error in your details? Let us know and we'll fix it promptly. Accurate information helps us serve you better anyway.

Request Deletion

You can ask us to delete your personal information, and we'll comply unless we have a legitimate reason to keep it (like legal obligations or ongoing service requirements). We'll explain our reasoning if we can't delete everything you've requested.

Withdraw Consent

For any processing based on your consent (like marketing emails), you can withdraw that consent anytime. Just click the unsubscribe link in our emails or contact us directly.

Object to Processing

If you believe we're processing your information inappropriately, you can object. We'll review your concerns and respond within a reasonable timeframe.

Data Portability

Where technically feasible, we can provide your data in a structured, commonly used format so you can transfer it elsewhere if needed.

To exercise any of these rights, email us at info@orphinavex.org with your request. We'll verify your identity before processing any requests to protect your security.

Security Measures

Protecting your information is a priority. While no system is 100% foolproof, we've implemented multiple layers of security:

Technical Safeguards

• SSL encryption for all data transmitted through our website
• Secure, password-protected databases with restricted access
• Regular security audits and vulnerability assessments
• Automated backups stored in secure, geographically separate locations
• Firewall protection and intrusion detection systems

Organizational Measures

• Staff training on data protection and privacy obligations
• Access controls ensuring employees only see information necessary for their role
• Confidentiality agreements with all team members and contractors
• Clear procedures for reporting and responding to security incidents

If Something Goes Wrong

In the unlikely event of a data breach that could cause serious harm, we'll notify affected individuals and the Office of the Australian Information Commissioner within 72 hours. We'll explain what happened, what information was involved, and what steps we're taking to address the situation.

Cookies and Tracking

Like most websites, we use cookies – small text files stored on your device that help the site function and remember your preferences.

Essential Cookies

These are necessary for the website to work properly. They enable basic functions like page navigation and access to secure areas. The site won't function correctly without them.

Analytics Cookies

We use these to understand how visitors interact with our website. This information is aggregated and anonymous – we can't identify you personally from it. These insights help us improve the user experience.

Your Control

Most browsers allow you to refuse cookies or delete existing ones through their settings. Be aware that blocking essential cookies may affect site functionality. You can usually find cookie settings in your browser's privacy or security section.

Children's Privacy

Our services aren't designed for anyone under 18. We don't knowingly collect information from children. If you're a parent or guardian and believe your child has provided us with personal information, contact us immediately and we'll delete it.

Changes to This Policy

Privacy laws and our practices evolve over time. We'll update this policy as needed to reflect changes in how we handle information or in response to new legal requirements.

When we make significant changes, we'll notify you by email (if we have your address) and display a prominent notice on our website. The "Last Updated" date at the top of this page shows when the current version came into effect.

We encourage you to review this policy periodically to stay informed about how we're protecting your information.

Making a Complaint

If you're unhappy with how we've handled your personal information, please tell us. We take complaints seriously and want to resolve any issues.

Our Process

Send your complaint to info@orphinavex.org with details of your concern. We'll acknowledge receipt within 5 business days and investigate the matter. You'll receive a written response within 30 days explaining our findings and any actions we'll take.

External Resolution

If you're not satisfied with our response, you can lodge a complaint with the Office of the Australian Information Commissioner:

• Website: www.oaic.gov.au
• Phone: 1300 363 992
• Mail: GPO Box 5218, Sydney NSW 2001