PRIVACY POLICY

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Last Updated: [06-06-2026]

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1. About This Policy

Immilex (a trading name of ACN 686899490) ("we", "us", "our") is an Australian immigration consultancy providing advice and assistance with visas, citizenship, and migration matters. We are bound by the Privacy Act 1988 (Cth) and the Australian Privacy Principles (APPs).

This Privacy Policy explains how we collect, use, disclose, and protect your personal information when you visit our website (www.immilex.com.au) or use our services.

2. What Personal Information We Collect

We collect the following types of personal information, which may include sensitive information as defined under Australian law:

• Identity & Contact Data: Full name, date of birth, gender, country of birth, residential address, email address, phone numbers, and marital status.
• Immigration & Travel Data: Passport details, visa history, previous entries into Australia or other countries, citizenship certificates, national ID numbers.
• Employment & Financial Data: Occupation, employer details, income, tax file number (optional), bank statements, assets, and superannuation information.
• Health & Character Data (Sensitive Information): Medical history, health conditions (e.g., tuberculosis, hepatitis), criminal record history, police clearance certificates.
• Family Data: Names and details of dependents, spouse/de facto partner, parents, and other family members included in a visa application.
• Technical Data: IP address, browser type, device identifiers, and browsing behaviour on our website (via cookies).
• Communication Data: Records of your emails, calls, SMS, and messages via our website contact forms.

3. How We Collect Your Information

We collect personal information:

• Directly from you: When you fill out a contact form, book a consultation, email us, upload documents via our secure client portal, or sign an agreement.
• From third parties with your consent: From previous migration agents, employers, educational institutions, or health providers (for medical exams).
• From government agencies: The Department of Home Affairs may disclose information to us if you have listed us as your authorised recipient.
• Automatically: Using cookies and website analytics tools (e.g., Google Analytics).

4. Why We Collect, Hold, and Use Your Information

We collect your information for the following primary purposes:

• To assess your eligibility for Australian visas, citizenship, or sponsorship.
• To prepare, lodge, and manage visa applications with the Department of Home Affairs.
• To communicate with you about your case status, appointments, and required documents.
• To comply with our professional obligations under the Migration Act 1958 (Cth) and Code of Conduct for Registered Migration Agents.
• To invoice you, process payments, and manage our business records.
• To improve our website and services (e.g., analyse client inquiries).
• To send you marketing communications only if you have opted in (e.g., newsletter about immigration changes).

5. Sensitive Information

We only collect sensitive information (health, criminal record, biometrics) when:

• It is reasonably necessary for providing immigration advice and services; and
• You have given explicit consent; and
• The collection is required or authorised by law (e.g., by the Department of Home Affairs for health or character requirements).

We do not collect sensitive information for any secondary purpose without your consent.

6. Disclosure of Personal Information

We may disclose your information to:

• Department of Home Affairs (Immigration): As required for visa, citizenship, or sponsorship applications.
• Other Government Agencies: Australian Federal Police (AFP) for police checks, Department of Health for medical examinations, Administrative Review Tribunal (ART) for reviews.
• Third-Party Service Providers: Translators, skill assessing authorities (e.g., Engineers Australia, VETASSESS), educational institutions, health clinics, and IT hosting providers (e.g., secure cloud storage).
• Our Professional Advisers: Lawyers, accountants, auditors, and our professional indemnity insurer.
• Law Enforcement: Where required by Australian law or court order.

Important: We will never sell, rent, or trade your personal information to any third party for marketing purposes.

7. Overseas Disclosure

As an Australian immigration agent, most disclosures are to Australian government bodies. However, some third-party service providers may be located overseas (e.g., secure document storage servers in the USA or EU). Before disclosing any information overseas, we will:

• Take reasonable steps to ensure the overseas recipient complies with the APPs; or
• Obtain your explicit consent; or
• Disclose only where required or authorised by law (e.g., to a foreign embassy for a police check from your home country).

Countries where recipients may be located include: India, Philippines, United Kingdom, United States, and New Zealand.

8. Data Security & Storage

We take reasonable steps to protect your information from misuse, loss, unauthorised access, modification, or disclosure:

• Client Portal: All documents uploaded are encrypted (TLS 1.2+).
• Storage: Electronic files are stored on password-protected, encrypted Australian-based cloud servers.
• Physical Security: Hard copy files are kept in locked cabinets in a restricted access office.
• Access Control: Only authorised Immilex staff and registered migration agents have access to client files.
• Destruction: We destroy or de-identify information when it is no longer needed for legal or business purposes (usually 7 years after final visa decision, as required by the Migration Agents Registration Authority – OMARA).

9. Website Cookies & Analytics

Our website uses cookies to enhance user experience and analyse traffic. You can control cookies through your browser settings. Disabling cookies may affect some website functionality. We do not use cookies to collect personal identifiers.

10. Your Privacy Rights (Australian Privacy Principles)

Under Australian law, you have the right to:

• Access: Request access to the personal information we hold about you (fee may apply for complex requests).
• Correction: Request correction of inaccurate, out-of-date, or incomplete information.
• Complaint: Make a complaint if you believe we have breached the APPs.

We will respond to access or correction requests within 30 days. There is no charge for making a request, but we may charge a reasonable fee for providing copies of extensive records.

11. Making a Complaint

If you have a privacy concern, please contact our Privacy Officer (see Section 14). We will acknowledge your complaint within 7 days and aim to resolve it within 30 days.

If you are not satisfied with our response, you may lodge a complaint with the Office of the Australian Information Commissioner (OAIC):

• Phone: 1300 363 992
• Website: www.oaic.gov.au

12. Marketing & Opt-Out

We may send you promotional emails about immigration updates or services only if you have opted in. Every marketing email includes an “unsubscribe” link. Opting out will not affect our provision of immigration services to you.

13. Children’s Privacy

We do not knowingly collect personal information from children under 18 without parental or guardian consent, except where a child is included as a dependent in a family visa application.

14. Contact Us – Privacy Officer

For any privacy-related questions, access requests, or complaints:

Immilex Privacy Officer
Email: info@immilex.com.au | Phone: +61 402 959 990 | Website: www.immilex.com.au

15. Changes to This Privacy Policy

We may update this Privacy Policy from time to time. The latest version will always be available on our website. Significant changes will be notified via email to active clients or a banner on our website.

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