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Boardroom Pty Limited (ABN 14 003 209 836) (“BoardRoom”, “we” or “us”) provides ClientOnline for use by persons (“users”, or “you”) who have been authorised by an entity (a “client”) who has appointed BoardRoom to provide services associated with securities registry maintenance and/or the administration of employee equity plans.
Through ClientOnline you are able to view information and request reports in relation to holdings of securities issued by the client of BoardRoom which authorised your access to ClientOnline (these securities are referred to collectively as “holdings”).
The headings in this document are provided for convenience and are not to be used in interpretation.
When you are authorised by a client to access ClientOnline, BoardRoom will provide you with a username (also referred to as a Login ID) and a password. You will be asked to change your password when you first log in. You cannot change your username.
By using ClientOnline with your Login ID and password, you warrant that you have been and continue to be duly authorised by that client to access information held in respect of that client’s securities register(s) and/or employee equity plan.
You agree to keep your account details (username and password) confidential and not to share them with any other person. You must notify us immediately if you become aware of any unauthorised use of your account details.
Through ClientOnline you can obtain and view certain information for holdings. This includes the following:
While BoardRoom takes reasonable care to ensure the information provided in this web portal is complete, current and correct, you may not hold BoardRoom liable or responsible for any errors or omissions. In particular, BoardRoom will not be responsible for:
Links to other websites are provided as a matter of convenience only and do not constitute endorsement of a particular company, the products or services provided by that company, or any products or services advertised on a linked website.
Similarly, information provided through this web portal does not constitute a recommendation by BoardRoom with respect to dealing in securities. You should always obtain independent financial advice before buying or selling securities.
You are solely responsible for any use you choose to make of this web portal and you accept liability for any and all losses, damages, costs or otherwise resulting directly or indirectly from the use of this portal. BoardRoom specifically disclaims all liability for any losses, claims or damages that may be incurred as a consequence of the use of this web portal, or the use of information obtained through this web portal, including the unauthorised disclosure or misuse of securityholder reference numbers (SRNs) and/or holder identification numbers (HINs).
While we strive to provide constant, uninterrupted access to our web portals, BoardRoom cannot guarantee that this portal will be available at all times, and we accept no responsibility or liability for any interruption or delay to our services. Further, we cannot guarantee that access to specific client-related information will always be available; for example, an issuer of securities who is a client of BoardRoom may ask us to restrict access to information in relation to any or all of their securities.
BoardRoom will not be held responsible for and disclaims all liability for any loss or damage sustained by you as a result of illegal or improper access to this service.
These terms and conditions are governed by and shall be construed in accordance with the law applicable in New South Wales. If any part of these terms is found not to be legally enforceable, the remainder of the terms shall remain valid and enforceable.
You agree to defend, indemnify and hold harmless BoardRoom from and against any and all claims, damages, costs and expenses, including legal fees, arising from or related to your use or misuse of our web portals.
Boardroom Pty Limited (ABN 14 003 209 836) ("BoardRoom", "we" or "us") provides a comprehensive range of services to listed and unlisted entities, and to public, private and member-based organisations. As part of this, we collect information from and about you. This information is essential for us to deliver our services; if you choose not to provide it, we will not be able to provide our services to you.
BoardRoom provides the following services:
Securities registry management
Employee equity plan management
Ballot and voting management
Corporate secretarial support
In our capacity as a securities registrar, employee equity plan administrator, provider of company secretarial support services and payroll administrator, BoardRoom collects personal information including name and address details, securityholding or plan participation details and balances, bank account details, tax file numbers, dates of birth, telephone numbers and email addresses.
We only collect personal information when we need it in order to provide our services. If you do not provide us with the information we need, we may not be able to provide services to you.
In the course of maintaining securities registers and administering employee equity plans, we may receive personal information directly from securityholders or employee equity plan participants. This may be:
We may also receive information from the following sources:
Personal information is stored in secure electronic databases and, where applicable, on paper documents. Any information on paper documents is stored in secure, offsite storage facilities for a period of time determined by law or client's instructions. The databases and offsite storage facilities are both located within Australia. BoardRoom takes reasonable steps to ensure that the personal information that we hold is secured against such risks as loss or unauthorised access, destruction, use, modification or disclosure.
Providing services to you
Personal information is collected and used to provide additional services related to the initial purpose for which your personal information was collected. The services for which we require personal information include the following:
Disclosing personal information
BoardRoom does not sell, trade, lease or rent personal information.
We may be required or authorised by law to disclose information to law enforcement agencies, government agencies, and courts. This may happen for a number of reasons, including to prevent or investigate an actual or suspected crime or fraud.
We may also disclose personal information to organisations with whom we have professional relationships, including:
If, in accordance with the provisions of the Corporations Act, the issuer of the securities you hold (including where you hold securities as a participant in an employee equity scheme) approves, you may be sent marketing material in addition to general corporate communications. You may elect not to receive marketing material by contacting BoardRoom.
Cross border data transfers
Unless we are required to by law, BoardRoom will not disclose personal information to an overseas recipient. However, if requested by one of our clients, a related party of BoardRoom wherever situated (including in Hong Kong, Malaysia, Singapore and China) may use personal information that we have collected in order to assist us in providing services to the client who made the request.
You have the right to access, correct and update the personal information that we hold about you. To protect the privacy and integrity of our records, BoardRoom may require you prove your identity before we can disclose, correct or update personal information.
Some personal information may be stored in our archives. These are not current records. If you wish to request information from our archives, you may be asked to complete a personal information request form. We may charge you a fee for this service, but we will inform you at the time of your request if a fee is required.
For updates to name and address details related to participant-sponsored CHESS holdings, you must contact your sponsoring participant.
Please contact your Client Services Manager or complete the form below to send an email to general enquiries.
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