Privacy Policy
Ronald & James Consultants Pty Ltd trading as Military Claims
Last updated: November 2025
Overview
Ronald & James Consultants Pty Ltd trading as Military Claims (“we”, “us” or “our”) adheres to the Privacy Act 1988 (Cth) (“Privacy Act”) and the Australian Privacy Principles (APPs) and is committed to protecting your privacy. This Privacy Policy outlines how we collect, use, disclose, and retain personal and sensitive information. It also sets out how you can access or correct your personal information and how you can make a complaint if you believe your privacy has been breached.
Collecting Your Information
The type of personal information we collect and hold depends on your interactions with us. Generally, we collect, use, and hold your information for the purposes of:
- Providing advocacy and assistance to clients throughout the Department of Veterans’ Affairs (DVA) and Defence Force Ombudsman (DFO) claims processes (“Support”);
- Providing services to you or someone you authorise;
- Issuing tax invoices for services provided;
- Informing you about related services offered by us, our related entities, or affiliates that may be of interest to you;
- Facilitating our internal business operations, including fulfilling legal or regulatory requirements; and
- Analysing our services and client needs to improve and develop new services.
What is Personal Information
“Personal information” means information or an opinion about an identified individual, or an individual who is reasonably identifiable, regardless of whether the information is true or recorded in material form.
Examples include:
- Name, address, email address, and contact details;
- Nationality and residency status;
- Financial and taxation information (including Tax File Number);
- Health information, including injuries or disabilities; and
- Other information necessary to perform our services.
You may also provide information about other individuals (e.g. authorised representatives). In such cases, you must ensure that those individuals are aware their information has been shared with us and that they understand this Privacy Policy.
Sensitive Information
We may collect information defined as “sensitive information” under the Privacy Act, such as:
- Racial or ethnic origin;
- Physical and mental medical history (including reports and assessments relating to trauma or injury);
- Religious beliefs or affiliations;
- Government identifiers (e.g. passport, driver’s licence, Medicare, or tax file number);
- Sexual orientation or practices; and
- Criminal record.
Sensitive information is handled with the highest level of professional care and will not be disclosed in a personally identifiable way to non-associated entities without your express consent, except as required in connection with a claim or legal obligation.
Method of Collection
We generally collect personal information directly from you through our forms, agreements, emails, or website submissions. We may also collect information indirectly when it is unreasonable or impractical to collect it directly, including:
- From related entities, business partners, or your representatives;
- From publicly available sources;
- From your use of our digital platforms and systems; and
- From authorised third parties as permitted under this Policy.
If you choose not to provide certain information, we may be unable to deliver our services or maintain the expected level of support.
Internet Users
If you access our website (www.militaryclaims.com.au), we may collect additional information such as your IP address and domain name.
Our website uses cookies to improve functionality and user experience. Cookies do not personally identify you but may link back to records in our system. You can disable cookies in your browser, though this may affect website functionality.
We may include links to external websites. We are not responsible for the privacy practices of these sites, and they are not governed by this Privacy Policy.
Use and Disclosure of Personal Information
We only use or disclose your personal information for the purpose for which it was collected, or for a related purpose where you would reasonably expect it to be used.
Before disclosing any personal information to a third party, we will ensure that:
- Only necessary information is shared;
- The third party has appropriate privacy safeguards; and
- You have consented (expressly or implicitly) to such disclosure.
We may disclose personal information without consent only when required or authorised by law or when disclosure is necessary to prevent serious harm.
Information Accuracy
We take reasonable steps to ensure the information we hold is accurate, complete, and up to date. You may request corrections to your information at any time by contacting us at the email provided below. If we have disclosed incorrect information to another party, we will take reasonable steps to notify them of the correction.
Security of Personal Information
We store personal information securely in a combination of electronic and physical formats. Security measures include password protection, data encryption, access controls, and staff confidentiality obligations. We retain records only as long as legally required and securely destroy or de-identify them when no longer needed.
Access to and Correction of Information
You may request access to or correction of your personal information at any time. Access may be refused in limited circumstances, such as where disclosure would infringe on another person’s privacy, is unlawful, or would interfere with law enforcement activities. If access is refused, we will explain why and inform you how to lodge a complaint.
Third-Party Systems
We use secure, Australian-based cloud services to manage and store client data. These include:
- HubSpot for customer relationship management and contact management; and
- DocuSign for document execution and secure storage.
Both providers maintain strong data protection frameworks and comply with Australian privacy and security requirements. We do not store client files on non-Australian servers.
Where we integrate with third-party software or sites, we recommend reviewing their privacy policies before using their services. We are not responsible for the privacy practices or data handling of third parties.
Data Breach Notification
If personal information is compromised, we will promptly assess and, if applicable, notify affected individuals and the Office of the Australian Information Commissioner (OAIC) in accordance with the Notifiable Data Breaches (NDB) Scheme.
Transfer of Personal Information
All data collected by Military Claims is processed and stored in Australia. If your information is accessed or transferred from outside Australia, we will take reasonable steps to ensure it receives the same level of protection consistent with this Privacy Policy and Australian law.
Complaints
We strive to maintain the highest standards of privacy compliance. If you have a concern or complaint regarding your personal information, please contact us at:
We will investigate and respond within 30 days. If you are unsatisfied with our response, you may lodge a further complaint with the Office of the Australian Information Commissioner (OAIC) via http://www.oaic.gov.au/privacy/making-a-privacy-complaint.
Contact Us
If you have any questions about this Privacy Policy or how we handle personal information, please contact:
