At Nextgen Virtual Hub, we are committed to protecting the privacy and privacy of your clients in accordance with the Privacy Act 1988 (Cth) and Privacy Amendment Act 2012 (Cth). This Privacy Policy describes our current services policies and practices in relation to the handling and use of your personal information.

This privacy policy outlines how we manage the information we collect, how we store it, use it and disclose it.


By accessing our services or website and/or providing information to us, you agree to the terms of our privacy policy. We may review and amend this policy from time to time and an updated version of this privacy policy will be posted and will be effective from the date of posting.


We collect personal and company information while you access our website or to provide our services to you.

Personal Information may include an individual’s name, address, telephone number, email address, credit card details, account number, and profession or occupation. We keep personal information only for as long as it is required to keep in our records to comply with applicable legal or ethical reporting or document retention requirements.

What personal information do we collect & hold?

The kinds of personal information we collect from you or about you depend on the services you have entered into with us. Types of personal information we may collect from you:

  • name;
  • mailing or street address;
  • email address and telephone and fax number;
  • age or birth date;
  • system access passwords;
  • profession, occupation or job title;
  • credit card and banking details;
  • any additional information relating to you that you provide to us directly through our websites or indirectly through use of our websites, through our representatives or otherwise; and
  • information you provide to us through our website or while you are accessing our services, customer surveys or visits by our representatives from time to time.

We may also collect some information that does not identify you or anyone else like anonymous data or aggregated information. It is considered non-personal information.

How do we use it?

We use personal information only for the purposes defined in a Supply of Services Agreement providing outsourcing services for loan processing, real estate, bookkeeping, insurance claim, technology and data entry. We use your information to send you requested services information and promotional material and to enable us to manage your ongoing requirements, e.g. further information regarding specific jobs and our relationship with you, e.g. invoicing.

We may use your information internally to analyzing market trends to improve our services and help resolve any problems.

How do we hold and protect your information?

We keep your information for the purpose for which it was collected for a fixed number of times as required by the applicable legal or ethical reporting or document retention requirements.

We have access to the information collected from you using a secure external or internal online server facility powered by us or our software partners. We will strive to maintain the privacy of this information for our part, but we encourage you to ensure you practice the highest level of online security for your personal logins when using our services.

We ensure that your information and information you provided to us is safe by limiting access to your personal data to your assigned virtual staff and with your company associate as requested. An External Auditor may request access to any of our files for the purpose of audit only and you will be advised in this instance.

Will we disclose the information we collect to anyone?

We do not sell, trade, or rent your personal information or your client’s personal information to anypone.

We may disclose to, and obtain from, the following organizations personal information about you to for the purposes described above (as permitted by the Privacy Act): banks and finance organizations, valuation companies, mortgage insurers, real estate agents, settlement agents, solicitors, information technology companies, loan processors, bookkeepers and mailing organizations.

We may provide your information to others if we are required to do under unusual condition by law or under some unusual other circumstances which the Privacy Act permits.

How can you check, update or change the information we are holding

By calling 1300 477 744 and providing enough information to allow us to identify you and on your request we will correct, amend or delete any personal information that we agree is inaccurate.

You may complain to us about a breach of the Australian Privacy Principles by writing to our address listed on our website contact form. We will review your complaint and respond back to you within 48 to 72 hours of the outcomes of such review.

Promotional communications

If you are a customer or a potential customer, from time to time we may contact you with information about products and services offered by Nextgen Virtual Hub, which we think may be of interest to you. When we contact you it may be by mail, telephone, email or SMS.

You may opt out of receiving promotional communications from us by using the unsubscribe link given in each email or emailing us to have your contact information removed from our promotional email list or registration database. Although opt-out requests are usually processed immediately, in some cases please allow ten (10) business days for a removal request to be processed.

Internet site

The Nextgen Virtual Hub website may at times contain links to other websites whose operator may or may not adhere to a privacy policy or be governed by the Australian Privacy Principles.

Your consent

By asking us to assist with your oan processing, real estate, bookkeeping, insurance claim, technology and data entry needs (Supply of Services Agreement), you consent to the collection, use and disclosures to overseas recipients of the personal information you have provided to us for the purposes described above.


When you access our website, we may send a “cookie” (which is a small summary file containing a unique ID number) to your computer. This enables us to recognise your computer and greet you each time you visit our website without bothering you with a request to register. It also enables us to keep track of the services you view so that, if you consent, we can send you news about those services. We also use cookies to measure traffic patterns, to determine which areas of our website have been visited and to measure transaction patterns in the aggregate. We use this to research our users’ habits so that we can improve our online services. Our cookies do not collect personal information. If you do not wish to receive cookies, you can set your browser so that your computer does not accept them. We may log IP addresses (that is, the electronic addresses of computers connected to the internet) to analyse trends, administer the website, track users movements, and gather broad demographic information.


As our website is linked to the internet, and the internet is inherently insecure, we cannot provide any assurance regarding the security of transmission of information you communicate to us online. We also cannot guarantee that the information you supply will not be intercepted while being transmitted over the internet. Accordingly, any personal information or other information which you transmit to us online is transmitted at your own risk.

Data quality and security

We take all reasonable steps to protect your personal information from misuse, interference and loss, and unauthorised access, modification or disclosure including by means of firewalls, passwords, encryption of credit card transactions using Secure Socket Layer (SSL) technology, virus scanning tools and secure servers.

We may hold your information in either electronic or hard copy form. Personal information is destroyed or de-identified when no longer needed or when we are no longer required by law to retain it (whichever is the later).

Breach of privacy

If you believe that your privacy has been breached, please contact us using the contact information below and provide details of the incident so that we can investigate it. We will treat your complaint confidentially, investigate your complaint and aim to ensure that we contact you and that your complaint is resolved within a reasonable time (and in any event within the time required by the Privacy Act, if applicable).

Contact information

If you wish to contact us in relation to this privacy policy or your personal information, please contact us through email [email protected] or call us @ 1300 477 744.