Protecting personal information provided to us is important and integral to our business philosophy and ethics.
We are required to comply with the National Privacy Principles contained in the Privacy Act 1988. We trust the information contained in this Personal Information Management (or Privacy Management) Statement will give you an understanding how Boardroom Pty Limited collects, manages, uses and safeguards your personal information.
What Information Do We Collect?
In its capacity as a securities registrar and electoral agent, Boardroom Pty Limited collects personal information including name and address details, securityholding details and balances, bank account details, tax file numbers and email addresses.
How Information Is Collected And Stored
Personal information is generally provided to us directly by securityholders (application forms, advices of banking instructions, tax file numbers, statutory declarations, etc.), securities issuers, securities exchanges or clients who use our voting management services.
Personal information is stored in secure electronic databases and where applicable, paper documents. Any information on paper documents is stored in secure, offsite storage facilities for a period of time determined by law or client's instructions.
Boardroom Pty Limited takes reasonable steps to ensure the security of personal information held by it from such risks as loss or unauthorised access, destruction, use, modification or disclosure.
How Personal Information Is Used
Personal information is collected and used to provide related services that are connected to the initial purpose:
- Maintenance of security registers which securities issuers are obliged to maintain under the Corporations Act 2001.
- Provision of registry related services; payment of dividends/distributions, corporate communications including notice of meetings, financial results, annual reports and other information that securities issuers may wish to communicate to their securityholders.
- Facilitating compliance by issuers with legal and regulatory requirements.
- Provision of voting management related services; distribution of voting information, collection and counting of votes.
How You Can Access And Correct Your Personal Information
You have the right to access, correct and update the personal information that we hold about you.
To ensure the integrity and safety of personal information, Boardroom Pty Limited will only disclose, correct and update information if our internal procedures are satisfied.
Depending on the nature of your request, your personal information may be stored in our archives which are not current records. You might be asked to complete a personal information request form and in certain cases we may charge you a fee for this service but will inform you at the time.
If your personal information is relating a securities holding which is a broker sponsored CHESS holding, you will need to contact that broker to update your registered name or address.
The Privacy Officer
Boardroom Pty Limited
GPO Box 3993
Sydney NSW 2001