Last updated: 16 May 2025

1. Who we are

Better Immigration is the trading name of Loop International Pty Ltd (ACN 643 100 645) (referred to in this policy as “Better Immigration”, “we”, “our”, “us”).

Our sole registered migration agent is Jagroop Singh Gill (MARN 2318039).

We are bound by the Privacy Act 1988 (Cth), including the Australian Privacy Principles (APPs), the Notifiable Data Breaches (NDB) scheme, and the Code of Conduct for Registered Migration Agents issued by the Office of the Migration Agents Registration Authority (OMARA).

By engaging our services, visiting our website or interacting with us, you consent to the handling of your personal information as set out below.

2. What information we collect

We collect only what is reasonably necessary to provide migration advice and related services, including:

We usually collect information directly from you via consultations, phone, email, secure webforms or document uploads. With your written consent we may also obtain information from third parties such as employers, referees, sponsors, skills-assessing bodies, medical providers or government agencies.

3. Why we collect and how we use your information

We use your personal information only for the purposes for which it was collected, including to:

• give migration advice and prepare visa or sponsorship applications;

• communicate with you, government departments and assessing authorities;

• comply with our legal and professional obligations;

• improve our services, website and client experience;

• send you migration-related updates only if you have opted-in to receive them (you may unsubscribe at any time).

We do not sell, rent or otherwise commercially exploit your personal information.

4. Anonymity and pseudonymity (APP 2)

You may browse our website anonymously; however, for us to act as your migration agent we must verify your identity and collect supporting documentation. Anonymity is therefore not practicable for visa work.

5. Disclosure of personal information

We will not disclose your information for any other purpose without your written consent unless legally required or permitted.

Overseas disclosures (APP 8)

We use reputable cloud services (e.g. Zoho CRM, Microsoft 365, Google Workspace) whose servers may be located in Australia, Singapore, India, the United States and the European Union. Where data must be transferred offshore, we take reasonable steps—contractual clauses, encryption, access controls—to ensure the overseas recipient does not breach the APPs.

6. Storage, security and retention (APP 11)

We employ physical, administrative and technical safeguards to protect your information:

• Encryption in transit and at rest for all electronic records.

• Multi-factor authentication (MFA), strict role-based access and quarterly access reviews.

• Locked filing cabinets and monitored premises for any paper records.

• Staff confidentiality agreements and annual privacy training.

• Penetration testing and patch management for our IT environment.

• Off-site, encrypted backups stored within Australia.

• Secure destruction: client files are retained for seven (7) years after the last action (as required by OMARA) and then irretrievably destroyed (shredding or secure digital erasure).
  
  

7. Access, correction and internal complaints

You have a right to request access to, or correction of, the personal information we hold about you.

• How: Email or write to us (see § 13).

• Timeframe: We aim to respond within 30 days.

• Fees: No charge for a request; we may recover reasonable photocopying or postage costs.

• Complaints: Please first contact us in writing. We will investigate and respond in writing within 30 days. If you are not satisfied, you may lodge a complaint with the Office of the Australian Information Commissioner (OAIC) (www.oaic.gov.au | 1300 363 992).
  
  

8. Notifiable Data Breaches

If we have reasonable grounds to believe an eligible data breach has occurred that is likely to result in serious harm, we will notify the OAIC and affected individuals as soon as practicable in accordance with Part IIIC of the Privacy Act. Our Data-Breach Response Plan sets out escalation paths, containment, assessment and notification steps.

9. Direct marketing (APP 7)

We will only send you newsletters or promotional material with your explicit consent. Every communication includes an easy opt-out.

10. Data retention & destruction

Client files are stored for seven (7) years after the last action, then securely destroyed or deleted using industry-standard methods.

11. Website, cookies & analytics

Our website (betterimmi.au) uses cookies and third-party analytics (Google Analytics, Zoho SalesIQ) to understand site traffic and improve user experience. Cookies do not identify you personally, and you can disable them via your browser settings. We do not combine analytics data with your visa file.

12. Compliance with OMARA Code of Conduct

We adhere to the confidentiality, secure document handling and record-keeping obligations in sections 35, 53 and 56 of the Code of Conduct for Registered Migration Agents (March 2022).

13. Contact us

14. Review and updates

We review this policy at least annually and will publish the latest version on our website. Significant changes will also be notified to current clients by email.

Need more information?

• Office of the Australian Information Commissioner – www.oaic.gov.au | 1300 363 992

• OMARA Code of Conduct – www.mara.gov.au