About this policy

Kinexis Pty Ltd (ABN 53 690 876 209) is an independent family wealth advisory practice based in Brisbane. This policy explains how we collect, use, store and share personal information.

It applies to our clients and their families, the advisers we work alongside, podcast guests, and anyone who contacts us or visits kinexis.au.

We handle personal information in line with the Australian Privacy Principles in the Privacy Act 1988 (Cth).

This policy is effective from 15 October 2026.

What we collect

We collect only what we need for our work, which may include:

• Contact details, such as your name, email, phone number and organisation.

• Family information, such as family members, relationships, roles and governance arrangements.

• Financial and structural information, such as assets, entities, tax positions and estate planning documents.

• Meeting records, including recordings, transcripts and notes.

• Sensitive information, such as health information relevant to succession or estate planning, collected only with your consent.

• Website and newsletter information, such as browsing data and newsletter subscriptions.

If you share information about other people, such as family members, please let them know and point them to this policy.

How we collect it

Most of what we hold comes directly from you. With your authority, we also receive information from your other advisers, and we may use public sources such as ASIC records.

If you choose not to share certain information, we may not be able to give you complete or accurate advice.

Meeting recordings and AI tools

We record and transcribe some meetings using AI note-taking tools. This gives us an accurate record and lets us give you our full attention.

• We tell you in the invitation and check with you at the start.

• If you'd prefer not to be recorded, just tell us and we'll take written notes instead.

• Recordings are used only for the matter they relate to, and only Kinexis can access them.

• We keep recordings and transcripts for up to 12 months and then delete them. Notes drawn from them form part of our client records.

We also use AI assistants for research, analysis and drafting, with settings that stop our data being used to train their models. They support our work but never make decisions about you.

How we use it

We use personal information to:

• provide our advisory services and coordinate with your other advisers

• respond to enquiries and consider whether we are the right fit for an engagement

• manage our relationship with you, including engagement letters, invoicing and records

• produce the Significant Women podcast

• send our newsletter and updates, if you have subscribed

• meet our legal and regulatory obligations.

We will only use your information for another purpose with your consent, or where the law allows it. We never sell, rent or trade personal information.

Who we share it with

We only share personal information where it is needed for our work, with your authority, or where the law requires it. This may include:

• your other advisers, such as your accountant, lawyer, wealth manager or family office staff, where you have authorised us to work with them

• other members of your family or their representatives, but only as you have agreed

• service providers who support our business, including email and cloud storage, AI note-taking and drafting tools, and our website and newsletter platform

• our own professional advisers and insurers, who are bound by confidentiality

• regulators, courts or others where we are required or authorised by law.

We never pass one family member's information to another without their agreement.

Overseas storage and processing

Some of the service providers we use store or process personal information outside Australia, including in the United States. This includes our email, cloud storage, AI and website providers, and may include other countries where those providers operate.

We take reasonable steps to make sure these providers handle personal information consistently with the Australian Privacy Principles.

Storage, security and retention

We hold personal information in secure cloud services with access controls and multi-factor authentication.

We keep client records for seven years after an engagement ends to meet our legal obligations, then securely delete them.

If a data breach is likely to cause you serious harm, we will tell you promptly and notify the Office of the Australian Information Commissioner where required.

Our website, newsletter and podcast

Our website uses cookies and analytics, which you can manage through your browser settings. You can unsubscribe from our newsletter at any time using the link in each email, and podcast guests are recorded for publication with their agreement.

Access, correction and complaints

You can ask to see or correct the personal information we hold about you, and we will respond within 30 days. If we can't give you access, we will explain why.

If you have a concern about how we've handled your information, please contact us and we will aim to resolve it within 30 days. If you're not satisfied, you can contact the Office of the Australian Information Commissioner at oaic.gov.au or on 1300 363 992.

Contact us

Georgia Barkell, Kinexis Pty Ltd, Brisbane. Contact us through kinexis.au/contact and mention "Privacy" in your message.

Changes to this policy

We review this policy from time to time, and the current version is always at kinexis.au/privacy.