This Privacy Policy explains how we collect, use, hold and share personal information in Australia. It is designed to help you understand what we do with personal information when you:
- Use our Australian website pages and online forms
- Contact us by phone, email or other channels
- Ask us to arrange insurance or support a claim
- Interact with us as a supplier, service provider or business contact
Relationship to the Global Privacy Notice
This Australia Privacy Policy applies to how we handle personal information in Australia. It should be read alongside our Global Privacy Notice. If there is any inconsistency, this Australia Privacy Policy applies for Australia.
1. Who we are
Dubois Insurance Pty Ltd, formerly H. W. Wood Australia Pty. Ltd. We are an insurance broker based in Australia. The organisation is covered by the Privacy Act 1988 (Cth) and the Australian Privacy Principles (APPs).
Company details
Legal entity: Dubois Insurance Pty. Ltd.
ABN: 16 007 414 566
AFSL Licence No. 230009
Office address: Level 1/617 Glenferrie Road, Hawthorn Victoria 3122, Australia
Privacy contact email: admin@hwint.com.au
2. What is ‘personal information’?
Personal information is information or an opinion about an identified individual, or an individual who is reasonably identifiable.
3. The kinds of personal information we collect and hold
The personal information we collect depends on why you are dealing with us. It can include:
- Identity and contact details (for example name, address, email, phone number, date of birth where needed)
- Work and business details (for example job title, employer, role, relationship to an organisation)
- Insurance and risk information needed to advise on and arrange insurance (for example information about assets, operations, security, values, and contractual requirements)
- Policy and placement information (for example quotations, insurer communications, binders, policy schedules and certificates)
- Claims information and supporting documents (for example incident details, loss information, communications and evidence)
- Financial information (for example premium payment and invoicing details, where relevant)
- Compliance information (for example identity verification details where required, fraud prevention, conflict management, sanctions checks where applicable)
- Website and technical information (for example IP address, device and browser information, and cookie identifiers, depending on your choices)
- Communications with us (for example emails, call notes and meeting records)
In some cases, we may collect sensitive information, such as health information. See section 8 below.
4. How we collect personal information
We may collect personal information:
- Directly from you (for example when you contact us, complete a form, or provide documents)
- From your employer or representatives (for example where you are a contact for a client organisation)
- From insurers, underwriters, claims handlers, loss adjusters, and other parties involved in arranging insurance and supporting claims
- From professional advisers and service providers (for example legal advisers and IT providers)
- From public sources and registers where relevant (for example company registries and sanctions lists where applicable)
5. Why we collect, use and disclose personal information
We collect, use and disclose personal information to:
- Respond to enquiries and provide information about our services
- Advise on, arrange, place and administer insurance, including renewals and changes
- Support claims and related communications
- Manage our relationship with you or your organisation
- Meet legal and regulatory obligations, including record-keeping and responding to regulators and authorities
- Manage risk, prevent fraud, and protect our legal rights
- Operate our business, including IT, security, quality assurance and training
- Send service communications and, where permitted, marketing communications
6. Who we share personal information with
We may share personal information with:
- Insurers and underwriters, and parties they appoint, to arrange insurance and manage claims
- Claims handlers, loss adjusters, investigators and other specialists involved in claims support
- Our professional advisers (for example legal and audit)
- Service providers that support our business (for example IT hosting, security, email, and document management)
- Your representatives and advisers, where you have asked us to work with them
- Regulators, courts, tribunals and authorities where we are required or authorised to do so
- We do not sell personal information.
7. Overseas disclosures
Sometimes we may need to disclose personal information to overseas recipients. This can happen where systems we use are hosted outside of Australia, or where an insurer, underwriter or claims-related party is based overseas.
At the date of this policy, overseas recipients are likely to include:
- Microsoft, where information may be stored on a Microsoft 365 tenant with servers in the Netherlands.
- A third-party IT services provider based in the United Kingdom that supports our systems.
- Insurers, underwriters and claims-related parties in the United Kingdom or Europe (including the Lloyd’s market in London), where required to arrange insurance and support claims.
When we disclose personal information to overseas recipients, we take reasonable steps to ensure the recipient handles the information in a way that is consistent with the Australian Privacy Principles. Where these rules apply, we may remain accountable in Australia for certain acts and practices of the overseas recipient in relation to that information.
In practice, this can include using enforceable contractual arrangements that define the purpose of the transfer, limit how information may be used and shared, require appropriate security measures, control subcontracting, support complaints handling, and include incident reporting and cooperation requirements (including under the Notifiable Data Breaches scheme).
8. Sensitive information and health information
Sensitive information includes health information. We only collect sensitive information when it is reasonably necessary for our functions or activities, and generally with your consent, unless an exception under Australian privacy law applies.
Examples of when health information may be relevant include certain insurance products and claims, including film insurance where medical information about actors may be needed for insurance and claims purposes.
Where we handle sensitive information, we limit access to those who need it for the relevant insurance or claims purpose, and we apply additional care in how it is stored and shared.
If sensitive information (including health information) needs to be handled by an overseas recipient as part of arranging insurance or supporting a claim, we apply additional care and limit access to those who need it for that purpose.
9. Anonymity and pseudonymity
Where practicable, you may have the option to deal with us without identifying yourself or by using a pseudonym. This is generally not possible where we need to verify identity, arrange insurance, manage a policy, or support a claim.
10. Direct marketing
We may send you marketing communications where permitted by law and consistent with your preferences. You can opt out at any time using the unsubscribe link in an email or by contacting us.
11. Access and correction
You can request access to the personal information we hold about you and request corrections if you believe it is inaccurate, out of date, incomplete, irrelevant or misleading.
To make a request, contact us using the details in section 15. We may need to verify your identity before responding. We aim to respond within a reasonable period and in any event within 30 days where practicable.
12. Complaints
If you have a privacy complaint, please contact our privacy team at auprivacy@duboisgroup.com. Please include details of your concern and any relevant reference numbers.
We will acknowledge your complaint and work with you to resolve it. If you are not satisfied with our response, you can contact the Office of the Australian Information Commissioner (OAIC).
13. Data security and retention
We take reasonable steps to protect personal information from misuse, interference and loss, and from unauthorised access, modification or disclosure.
We keep personal information for as long as needed for the purposes described in this policy and to meet legal and regulatory record-keeping obligations. When information is no longer needed, we take reasonable steps to delete it or de-identify it.
14. Data breaches
If we suspect an eligible data breach has occurred, we will assess the incident and, where required, notify affected individuals and the OAIC in line with the Notifiable Data Breaches scheme.
15. How to contact us
Privacy team: contact@hwint.com.au
Postal address: Level 1/617 Glenferrie Road, Hawthorn Victoria 3122, Australia
16. Updates to this policy
We may update this Privacy Policy from time to time. The latest version will be published on our website.
Last modified: April 8, 2026