Safeguarding Your Financial Information

 

At HPH Solutions, safeguarding client data is our top priority, and we have implemented stringent measures to ensure its confidentiality, integrity, and security.

Below are responses to some FAQs:

How safe is my information?

We have a multi-layered security framework in place that includes:

• Employee vetting & training – All staff undergo police background checks before onboarding and receive ongoing cybersecurity training.
• Access controls – We use Multi-Factor Authentication (MFA) to prevent unauthorised access to client data.
• 24/7 system monitoring – Our Managed IT Service Provider continuously monitors network activity to detect and address threats proactively.
• Advanced cybersecurity measures – We maintain endpoint protection software (CrowdStrike), managed by a cyber specialist, separate from our IT Managed Service Provider.

Who has access to my information?

A robust cybersecurity framework begins with trusted personnel. To uphold security integrity:

• Police Clearance: All employees undergo mandatory police background checks before onboarding.
• Continuous Education: Staff members receive regular cybersecurity education to stay ahead of emerging threats, ensuring best practices in data protection and threat mitigation.
• Access Monitoring: We have access monitoring tools in place to track every access made to any client files to ensure accountability is maintained.

What is the backup plan in case of a data breach?

We work with a third-party security provider who is comprehensively aware of our infrastructure which allows quicker, more effective response to any breach.

We have a comprehensive Incident Response Plan that includes:

• Immediate threat containment and mitigation.
• Investigation and risk assessment to determine the breach impact.
• Communication with affected parties, in compliance with legal obligations.
• Restoration of data and system security enhancements.Additionally, we maintain cyber liability insurance to ensure business continuity and client protection in the event of a cyber incident.

Can all my information be deleted after implementing my advice?

It is a condition of holding an Australian Financial Services Licence that a licensee must retain all material relating to the provision of personal advice to a retail client for a minimum period of 7 years after the date the advice was provided. This requirement applies in all cases and is not contingent on the acceptance of advice by the client.  You may use this link to refer to the ASIC Instrument Federal Register of Legislation - ASIC Corporations (Record-Keeping Requirements for Australian Fin… that details this requirement.

Do you record telephone calls or use artificial intelligence?

We may record telephone or online conversations and use secure AI-assisted technology to prepare transcripts and summaries for client service, record-keeping and compliance purposes.

Callers are notified that the call will be recorded and processed using AI-assisted technology. Anyone who does not wish to be recorded may tell us, and we will continue the conversation without recording and may prepare written notes instead.

Recordings, transcripts and summaries are treated as confidential client information. Access is restricted to authorised personnel, and relevant providers are assessed for matters including encryption, authentication, access controls, data locations, retention, deletion and incident-management arrangements.

Our contracted providers only use the information to provide the agreed services to HPH Solutions and do not use identifiable client information for unrelated purposes or to train generally available AI models.

AI-generated transcripts and summaries may occasionally contain errors. They are used as administrative and record-keeping tools and do not replace the professional judgement or responsibility of our advisers.

 

Where is the data stored?

The third-party tools we use have indicated that our data is stored in Australia. While we do our best to ensure data is processed and stored within Australia, and do not volunteer data to train A.I., some providers may process some unidentifiable data outside of Australia.

 

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What You Can Do to Stay Secure

Cybersecurity is a shared responsibility. You can take proactive steps to protect your data:

• Use Strong, Unique Passwords: Ensure your passwords are complex and not reused across multiple accounts.
• Enable Multi-Factor Authentication (MFA): Where available, activate MFA to add an extra layer of security.
• Be Aware of Phishing Scams: Avoid clicking on suspicious links or sharing personal information via email or text messages.
• Keep Software Updated: Regularly update your operating systems and applications to protect against vulnerabilities.
• Monitor Your Accounts: Regularly check bank accounts for any unauthorised transactions or unusual activity.

Our Commitment to Ongoing Security Enhancement

Cyber threats continue to evolve, necessitating continuous refinement of our security framework. Our commitment is to proactively enhance cybersecurity measures. If you have any concerns or require additional information, please contact us.