How we look afteryour information.

01Who we are

Network Family Office Pty Ltd (ABN 56 673 785 601) coordinates the professionals and decisions around medical practices and families. In this policy, "we" and "us" means Network Family Office.

We coordinate. We don't provide financial, legal, tax or clinical advice.

We follow the Privacy Act 1988 (Cth) and the Australian Privacy Principles. This policy covers our website, walkthroughs, client engagements and the client portal.

02What we collect

We only collect what we need to do the work you've asked us to do. Depending on that work, this can include:

• Contact details: your name, email, phone number, practice or firm, and how you heard about us.
• Your situation: family and business structures, companies and trusts, ownership, assets, debts, income and expenses, insurance, superannuation, and estate documents such as wills, powers of attorney and advance health directives.
• The people around you: your professionals and their contact details, and family members, partners or co-founders who are part of the plan.
• Identity and registration details where the work needs them, such as dates of birth, ABNs, director IDs and, for practitioners, professional registration.
• Records of our work together: recordings and transcripts of meetings, file notes, decision records, emails and the documents you send us.
• Website details: the pages you visit and the page you enquired from.

Some of this is sensitive information under the Privacy Act, such as health information in an advance health directive, or professional memberships. We only collect it with your consent, and only when your plan needs it.

We don't ask for your tax file number. Please don't send it to us.

If you give us information about someone else, such as a family member or business partner, please let them know and point them to this policy.

03How we collect it

• From you: through our walkthrough form, video and phone calls, meetings, email, the documents you send us, and the client portal.
• From your professionals, or the person who introduced you, once you've agreed.
• From public registers, such as company, business name and practitioner registers.

You can make an enquiry without giving your full name. To coordinate a plan, though, we need to know who you are.

04Recording walkthroughs and meetings

We use an AI notetaker to record and transcribe walkthroughs and client meetings. That way nothing gets missed, and the summary we send you is accurate.

• We ask before we record: on the walkthrough form, and again at the start of each call.
• Anyone on the call can ask us not to record, or to stop. We'll take notes by hand instead.
• Recordings and transcripts are kept with your file, used only for your work, and seen only by our team.
• If you don't go ahead with us after a walkthrough, we delete the recording within 12 months.

05How we use AI

We use AI tools to help with notes, file notes, meeting summaries, weekly updates and reports, and to check our records for gaps.

• A person on our team reviews everything AI drafts before it's relied on or sent to you.
• AI doesn't make decisions about you. Your decisions stay yours, and our judgements are made by people.
• We use business versions of these tools, under terms that don't allow your information to be used to train their models.

06How we use your information

• To reply to your enquiry and hold your walkthrough.
• To coordinate your plan: keep your records, put decisions in order, and brief and follow up your professionals.
• To send you weekly updates and monthly reports.
• To run the client portal.
• To manage your engagement, including invoicing.
• To meet our legal obligations.
• To improve how we work, using information with names and details removed.

We'll only send you news from us if you've asked for it, and you can unsubscribe at any time. We never use your story as a case study without your written permission.

07Who we share it with

• Your professionals, such as your accountant, lawyer, adviser, bank or broker. Each one gets only what they need for their part of the work, and only with your OK. They then handle it under their own privacy obligations.
• The other people in a shared plan. In a practice with several partners, or a family plan, information about the shared plan is shared with the people in it. Your personal matters stay separate unless you agree otherwise.
• The person who introduced you, if you agree. We only tell them that you've been in touch. We don't pay or receive referral fees.
• The service providers who help us run the business, such as secure cloud storage, email, IT security and AI tools. They must keep your information confidential and use it only to provide their service to us.
• Anyone the law requires us to share it with.

08Information stored overseas

Some of our service providers store or process information outside Australia, including in the United States. We choose providers with strong security, and we take reasonable steps to make sure they handle your information in line with the Australian Privacy Principles.

09The client portal

Personal and family clients in Ongoing Coordination can see their position in a secure client portal.

• Access is by invitation only, and protected by multi-factor authentication.
• Access is set for each person. Each person only sees the family information they've been given access to.
• Forecasts in the portal are a guide, not advice.

10Keeping it secure

We protect your information with multi-factor authentication, access limited to the people who need it, 24/7 monitoring and regular backups. Our IT is managed by an ISO 27001 certified technology partner. Our Data Security statement has more detail.

If a data breach is likely to cause serious harm, we'll tell you and the Office of the Australian Information Commissioner, as the Notifiable Data Breaches scheme requires.

11How long we keep it

We keep your information while we work with you, and for seven years after our work ends, unless the law requires us to keep it longer. After that, we securely delete it or remove anything that identifies you.

12Seeing and correcting your information

You can ask to see the information we hold about you, or ask us to correct it, at any time. There's no charge. We'll reply within 30 days. We may need to confirm who you are first.

If we can't give you access, for example because it would affect someone else's privacy, we'll explain why in writing.

13Our website

Our website uses cookies so it works properly, and so we can see in general terms how it's used. You can turn cookies off in your browser settings. Links to other websites are covered by those sites' own privacy policies.

14Questions and complaints

If you have a question, or think we've mishandled your information, contact our Privacy Officer at hello@networkfamilyoffice.com.au. We'll acknowledge your complaint within five business days and aim to resolve it within 30 days.

If you're not satisfied with our response, you can contact the Office of the Australian Information Commissioner at oaic.gov.au or on 1300 363 992.

15Changes to this policy

We'll update this policy when the way we work changes. The date at the top shows when it was last updated.