Trust Structures Every Professional Should Know

Trust Structures Every Professional Should Know

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Trust Structures Every Professional Should Know

Author: Robert Lamb

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10 min read

22 Oct 2025

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    Key Takeaways
  • ࠂ
    Testamentary Trusts offer tax-effective income distribution (especially to minors) and protect assets from creditors, ex-partners, and financially inexperienced beneficiaries.
  • ࠂ
    Super Proceeds Trusts ensure your superannuation benefits are distributed to the right people with minimal tax, addressing the fact that super doesn’t automatically form part of your estate.
  • ࠂ
    Family Trusts, established during your lifetime, are flexible tools for managing investments, distributing income, and protecting assets, though they don’t offer the same tax benefits for minors as Testamentary Trusts.
  • ࠂ
    Professionals with complex wealth structures should use a combination of trusts to minimise tax, protect assets, and ensure their legacy is distributed according to their intentions.

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“I’ve worked hard for decades in mining and resources. Now I want to make sure my family is looked after – and ensure the wealth I’ve built doesn’t get eaten up unnecessarily by tax or disputes.”

If that sounds familiar, you’re not alone. Many professionals across a range of industries can be in a unique position: high income, substantial superannuation, and often complex shareholdings through Executive Share Schemes (ESS). But when it comes to estate planning, too many leave it to chance.

This article explores how Testamentary Trusts, Super Proceeds Trusts, and Family Trusts can help protect your wealth and ensure your family’s inheritance is passed on in a way that’s tax-effective, secure, and aligned with your wishes. We’ll also touch on how ESS shares fit into the picture and why they deserve special attention.

The Power of Testamentary Trusts

A Testamentary Trust is created through your Will and only comes into effect upon your death, meaning you won’t incur accounting and legal fees while you’re alive. It allows your assets to be held, and the income produced from those assets is managed by a trustee for the benefit of your chosen beneficiaries. This structure offers flexibility, protection, and significant tax advantages.

One of its standout features is the ability to distribute income to minors at adult tax rates. In contrast, discretionary family trusts operating outside a Will often attract punitive tax rates for minors. Testamentary Trusts also provide a layer of protection against creditors, ex-partners, and poor financial decisions by beneficiaries. Trustees can tailor distributions based on individual needs, which is especially helpful when beneficiaries are young, vulnerable, or financially inexperienced.

Superannuation: Don’t Leave It to Chance

Your superannuation may be one of your largest assets, but without proper planning, it can be taxed heavily or distributed in ways you didn’t intend. A Super Proceeds Trust is a specialised form of Testamentary Trust designed to receive superannuation death benefits. It ensures those benefits go to the right people and with minimal tax.

This structure is particularly relevant for professionals with substantial super balances and complex family arrangements. Superannuation doesn’t automatically form part of your estate, so without a clear plan, your loved ones may not receive what you intended. A Super Proceeds Trust provides certainty and control, helping you protect your family’s future.

Family Trusts: Managing Wealth While You’re Alive
Unlike Testamentary Trusts, Family Trusts – also known as discretionary trusts – are established during your lifetime. They’re commonly used for asset protection, income distribution, and tax planning. These trusts offer high flexibility in managing investments, businesses, or property portfolios.

Family Trusts allow you to distribute income to family members, support ageing parents, or fund children’s education. However, they don’t offer the same tax advantages for minors, are subject to strict rules as to income generated and are subject to different rules when it comes to estate planning. They’re best suited for professionals who want to manage wealth proactively and adjust strategies as circumstances change.

Comparing Trust Structures: What’s the Real Difference?
While both Family and Testamentary Trusts aim to protect and manage assets, they differ significantly in how and when they’re created and in the level of control they offer.

A Family Trust is governed by a trust deed and is active while you’re alive. You can implement asset protection strategies immediately, manage tax outcomes, and adjust the trust terms as needed. This flexibility makes Family Trusts ideal for managing current wealth.

In contrast, a Testamentary Trust is created through your Will and only comes into effect upon death. Its terms are locked in once you die and the Will is operating. These trusts also offer strong protections and tax advantages that make it a powerful tool for legacy planning.

Below we’ve outlined some of the key aspects and differences of Discretionary Family Trusts compared to Testamentary Trusts.

 

Aspect Discretionary Family Trusts Testamentary Trusts
Formation Established during your lifetime. Established upon your death via your Will.
Purpose and Usage Used for estate planning, managing assets, taxes, and providing for beneficiaries. Primarily designed to address asset and income distribution after the Will maker’s death.
Used to protect vulnerable beneficiaries such as children or disabled persons.
Flexibility Offers flexibility and control over asset and/or income distribution each year. Provides control over asset and/or income distribution after death, with conditions set in the Will.
Can have a mechanism that the Trust be wound up once a person reaches a certain age over 18.
Tax Advantages Subject to strict laws can be used to distribute capital or income tax effectively.
Limited tax advantages for minors.
Significant tax advantages, especially for minors who are taxed at adult rates.
Protection Offers protections against creditors. Offers protection against creditors, ex-partners (to a point) and poor financial decisions.
Administration Governed by a trust deed and legislation and ATO rules. Governed by the Will and probate laws and legislation.
Beneficiaries Usually discretionary and beneficiaries can be designated and instructions for asset management outlined. Beneficiaries are protected, especially minors or those financially irresponsible or under a disability.
Legal Implications Subject to the terms of the trust deed and legislation and ATO rules. Usually requires probate and can be subject to the Will maker’s personal estate.

Many professionals choose to implement both: using a Family Trust to manage wealth during their lifetime and a Testamentary Trust to safeguard their estate and to ensure that certain beneficiaries are protected.

Why Professionals Need a Tailored Approach

Professionals often accumulate wealth through ESS shares, bonuses, and long-term incentives. This means estate planning isn’t just about writing a Will, it’s about understanding what you have and structuring your legacy.

Your estate plan should reflect the complexity of your wealth, not just the simplicity of your intentions. Trust structures help minimise tax, protect assets from legal claims or disputes, and give you control over how and when your wealth is distributed.

Consider a scenario where you have $2 million in superannuation, $500,000 in ESS shares, and a property portfolio. Without a trust, your estate could be exposed to tax, legal claims, or mismanagement. Testamentary and

Super Proceeds Trusts can ensure your assets and the income those assets produce are distributed according to your wishes and assist your beneficiaries, while Family Trusts can help you manage and grow your wealth during your lifetime.

Let’s consider a scenario where a couple has two children under the age of 18. One member of the couple passes away, and the surviving spouse continues to earn an income of $100,000 per annum. Here’s how a testamentary trust can provide tax savings for this family:

Scenario:

  • Surviving Spouse’s Income: $100,000 per annum
  • Children: Two, both under 18 years old
  • Deceased Spouse’s Estate: $1,000,000 (to be distributed through a testamentary trust)

Without a Testamentary Trust:
If the $1,000,000 estate is directly inherited by the surviving spouse and received a return of 5% per annum, the income would be $50,000 per year. This income would be added to the surviving spouse’s income, resulting in a total taxable income of $150,000.

  • Surviving Spouse’s Income: $100,000
  • Interest Income: $50,000
  • Total Taxable Income: $150,000

Based on the Australian tax rates for the 2025-2026 financial year, the tax payable on $150,000 would be approximately $39,838 (including Medicare levy).  The tax payable on the survivor’s salary of $100,000 alone, would be $22,788, which means the additional tax on the earnings from the $1,000,000 inheritance would result in additional tax payable of $17,050.

With
 a Testamentary Trust:
If the $1,000,000 estate is placed into a testamentary trust, the trustee can distribute the interest income to the children, who are taxed at adult rates. This means the $50,000 interest income can be split between the two children, each receiving $25,000.

  • Child 1’s Income: $25,000
  • Child 2’s Income: $25,000

Based on the Australian tax rates for the 2025-2026 financial year, the tax payable on $25,000 for each child would be approximately $1,292 (including Medicare levy).

  • Tax for Child 1: $1,588
  • Tax for Child 2: $1,588
  • Total Tax for Children: $3,176

Comparison:

  • Without Testamentary Trust: $17,050 (including Medicare levy)
  • With Testamentary Trust: $3,176 (including Medicare levy)

Tax Savings:

By using a testamentary trust, the family can save approximately $13,874 in taxes annually.
This example demonstrates how a testamentary trust can provide significant tax savings by distributing income to minors at adult tax rates, thereby reducing the overall tax burden on the family.

ESS Shares: A Legacy Worth Protecting

Executive Share Schemes (ESS) are common in mining and resources, but they’re often misunderstood in estate planning.

Can your ESS shares be passed on to your children? What happens if they haven’t vested yet? Will your executor know what to do?

These are critical questions. The answers depend on your scheme’s rules and your estate plan. Some ESS shares vest immediately upon death, while others may be forfeited. It’s vital to understand your scheme’s terms and ensure your Will and trust structures accommodate them.

Executors must navigate legal and tax obligations, and a trust can simplify this process. ESS shares can be placed into a Testamentary or Family Trust to manage tax and control. This is especially important if your shares form a significant part of your wealth.

ESS shares aren’t just a reward – they’re a legacy. Treat them like one.

Real-Life Examples: Trusts in Action

Michael, a mining engineer, had $2.5 million in super and a portfolio of ESS shares. He used a Testamentary Trust to ensure his children received income from his estate without paying penalty tax. His trustee managed distributions based on each child’s needs, providing financial support without overwhelming them.

Jane, a geologist, set up a Family Trust to manage her property investments and distribute income to her retired parents. It gave her flexibility and protected her assets from potential legal claims. She also used the trust to support her children’s education and future home purchases.

Allan, an executive adviser, structured his ESS shares to flow into a Testamentary Trust on his death. This ensured his spouse received the full value without unnecessary tax and avoided disputes with other family members.

These examples show how trust structures can make a real difference in protecting and managing wealth.

What Should You Do Next?

If you’re a professional, start by reviewing your Will. Does it include Testamentary or Super Proceeds Trusts? If not, it might be time to update it.

Next, take a close look at your ESS scheme rules. What happens to your shares if you pass away? Can they be transferred, or will they be forfeited?
Consider setting up a Family Trust for ongoing wealth management. It’s a flexible tool that can help you manage investments, support family members, and protect assets.

Most importantly, speak with a legal adviser who can tailor a solution that fits your life and legacy. Estate planning isn’t one-size-fits-all, and the right advice can make all the difference.

Your Wealth Deserves a Plan

Estate planning isn’t just about ticking boxes. It’s about protecting what you’ve built and ensuring it benefits the people you care about most.

Whether you’re just starting to think about estate planning or already have a Will, it’s worth exploring how trust structures and ESS planning can protect your legacy.

Need help navigating trust structures and ESS planning? Our legal team is here to guide you. Call us on (07) 3220 1144 to discuss your needs.

Disclaimer: This information is general in nature and does not take into account an individual’s personal situation. Each person’s situation is unique and each person needs to consider whether the information is appropriate to their needs, and where appropriate, seek professional advice from us, an accountant and a financial adviser. Taxation, legal and other matters referred to herein are of a general nature only and are based on Hillhouse Legal Partners’ interpretation of laws existing at the time (July 2019) and should not be relied upon in place of appropriate professional advice. Those laws may change from time to time. Although every effort has been made to verify the accuracy of the information contained, its officers, employees and agents disclaim all liability (except for any liability which by law cannot be excluded), for any error, inaccuracy in, or omission from the information contained herein or any loss or damage suffered by any person directly or indirectly through relying on this information.

Annual Legal Reviews Play a Critical Role in Strengthening Your Business

Annual Legal Reviews Play a Critical Role in Strengthening Your Business

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Annual Legal Reviews Play a Critical Role in Strengthening Your Business

Authors: Craig Hong

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5 min read

23 Jan 2025

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    Key Takeaways
  • Proactively managing your business's legal affairs is crucial for long-term success.
  • To help you stay ahead, we’ve identified the top 10 legal matters every business should review annually.
  • Conducting these reviews allows you to anticipate challenges, seize new opportunities, and strengthen your business’s resilience.
  • Collaborate with your trusted advisory team to navigate this process effectively, ensuring your business remains compliant, optimised, and protected.

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When it comes to running a successful business, a proactive approach to legal, financial, and operational issues can be a game changer. At Hillhouse Legal Partners, we’ve found businesses that stay ahead of their legal matters not only avoid unexpected headaches but also find themselves in stronger positions when opportunities arise. To make this easier, here’s our top 10 list of legal matters you should review each year to keep your business in great shape.

1. Has your Business Outgrown its Original Structure?
Has your business evolved since you first laid its foundations? It might be time to re-evaluate your corporate structure to ensure it’s still the most effective and tax-efficient setup for where you are now – and where you’re headed. A well-structured organisation not only mitigates risks but also sets the stage for enhanced profitability. Partner with your legal and accounting advisors to optimise your structure for today’s operations and tomorrow’s succession plans. Even if your structure is solid, don’t overlook the importance of keeping all foundational documents up to date.

2. Review Supply Agreements
When was the last time you took a close look at your supply agreements? Regular reviews are essential to ensure you’re still getting the best products and services at competitive prices. As your business grows, what worked in the past may no longer meet your needs. Additionally, with the Unfair Contract Terms regime in play since November 2023, non-compliance isn’t just risky – it can be costly. Protect your business by staying informed and ensuring all contracts are up to date and fully compliant.

3. Assess Premises and Lease Agreements
Your business premises play a significant role in your operations. Be vigilant about lease option terms and the deadlines for exercising those options. Missing these deadlines could result in losing your lease option, putting your business in a precarious position. If your lease is nearing expiration or lacks renewal options, start negotiating a new lease or exploring alternative locations well in advance. Early planning can improve your bargaining position and help secure favourable terms. Additionally, consider whether your premises needs refurbishment or updates to accommodate the evolving needs of your business.

4. Consider Insurances
It pays to consider if your current insurance coverages are still appropriate for your business needs. If your business has grown, you have moved Premises or made new plant and equipment acquisitions, your client base has changed in character or simply if you have just “set and forget” insurances for some time, it may be worth considering your coverage to determine if you need to add policies, change levels of coverage or potentially even remove policies that may be costing you money where risks may have reduced or been removed. A review (and obtaining alternative quotes) can also potentially weed out if your insurer has been increasing premiums on you outside of normal commercial parameters.

5. Refresh Employment Agreements
Employment laws are constantly evolving, and staying compliant is essential to avoid costly legal issues.
Regularly reviewing and updating your employment agreements is crucial to ensure they reflect current legal requirements. Additionally, address any performance management concerns, conduct annual reviews, and consider implementing incentives like share schemes to retain key employees. Legal advice can help you navigate these changes and maintain a positive workplace environment.

6. Ensure Privacy Compliance
In an industry where handling sensitive information is routine, maintaining a robust and compliant privacy policy is non-negotiable. Ensure that your privacy policy is up to date and that your business practices align with the Privacy Act’s requirements. Properly collecting, storing, and using personal information is critical, especially when dealing with employee personal data or other confidential information. Non-compliance can lead to severe consequences, including financial penalties and reputational damage.

7. Formalise Shareholder Agreements
Clear and well-documented shareholder agreements are essential for preventing disputes and ensuring smooth business operations. If your current shareholder arrangements are not fully documented, now is the time to formalise them. Even a concise and straightforward agreement is better than an incomplete or unsigned draft. A signed shareholder agreement provides clarity and helps protect the interests of all parties involved

8. Plan for Business Succession
Even if succession planning seems distant, it’s never too early to start. A well-thought-out succession plan can ensure the continuity and success of your business when the time comes for a transition. By dedicating time and resources to this process now, you can make informed decisions that align with your long-term business and personal goals. Succession planning also provides peace of mind, knowing that your legacy will be preserved.

9. Organise Personal Financial Affairs
Your personal financial affairs are closely tied to your business, and keeping them in order is vital. Ensure that your Will is up to date, especially after significant life events such as the birth of a child, a new partnership, or major business changes. An updated Will protects your estate and ensures that your wishes are respected, providing security for your loved ones.

10. Protect Intellectual Property
In this fiercely competitive business environment, your intellectual property (IP) is one of your most valuable assets. Regularly reviewing and updating your IP portfolio -including trademarks, designs, and patents – is crucial to safeguarding your business. Registering trademarks isn’t just a formality; it’s a powerful tool to secure your business’s innovations and protect them from infringement. Don’t leave your IP vulnerable – take proactive steps to fortify your rights and ensure your business’s unique assets are fully protected.

10. Taking a proactive approach to managing your business’s legal affairs is essential for sustained success. By conducting an annual review of these critical areas, you can better anticipate challenges, capitalise on new opportunities, and maintain a strong, resilient business. We encourage you to engage with your professional advisory team to navigate this process confidently, ensuring your business remains compliant, optimised, and protected.

To establish an annual review process in your business, contact our team on 07 3220 1144 or email@hillhouse.com.au to discuss how we can help you and your business thrive and be protected.

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New Privacy Law Guidance about AI Highlights the Need for a Cautious Approach

New Privacy Law Guidance about AI Highlights the Need for a Cautious Approach

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New Privacy Law Guidance about AI Highlights the Need for a Cautious Approach

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10 min read

14 Nov 2024

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    Key Takeaways
  • Recent guidance on Australian privacy laws in the context of AI systems shows that there are many complex issues, and careful controls are necessary to protect businesses from fines and reputational damage.
  • Businesses using AI to make decisions, or as part of important or high-risk work, should be especially careful and should consider blanket prohibitions.
  • Even seemingly innocent uses (e.g., using AI systems to take meeting notes, or as a chatbot to talk to customers) are high risk activities to be done carefully (if at all).

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Businesses should take careful note of the risks of using artificial intelligence (AI) and should implement controls appropriate to their business to ensure use is careful or prohibited.

A breach of Australian privacy law (for example, the Privacy Act 1988 (the Act) may result in significant fines or reputational damage. Given the recency of AI commercialisation, businesses should be especially careful about their compliance when using AI systems as enough time has not passed for best practice steps to develop.

Ensuring sufficient controls (or ensuring prohibition) is especially important where the AI is exposed to personal information, makes decisions for a business (e.g., reviewing and sorting resumes), or is engaging in impactful work (e.g., drafting court material).

As a general comment, it should also be understood that AI systems are often wrong and that their output should be thoroughly factchecked to confirm accuracy.

Best practice will be to not input personal information (especially not sensitive information) into publicly available AI tools, or indeed any AI system unless appropriate safeguards and restrictions are in place.

OAIC Guidance

The Office of the Australian Information Commissioner (OAIC) has issued guidance regarding the deployment of AI systems within an organisation subject to the Privacy Act (APP Entity) to provide a product or service, particularly in the context of generative AI (OAIC AI Guidance).

This guidance is crucial as AI systems are highly complicated and carry numerous complex privacy risks.

We urge all businesses contemplating the use of AI in their business to read the OAIC’s AI Guidance in detail and particularly note the included checklists before undertaking any use of an AI System.

This article does not propose to summarise or repeat the OAIC’s AI Guidance in detail, however a number of key takeaways should be emphasised.

Due Diligence

Prior to use of any AI system, due diligence will be critical, you must understand:

  1. the terms and conditions for the use of the AI system;
  2. how the AI system has been trained and what information it was trained on;
  3. how the AI system will treat the information included in prompts (e.g., is it used to train the AI in future, is it saved locally or remotely);
  4. whether any information included in a prompt will be accessible by publisher of the system (if so, use of the AI system may constitute a disclosure of personal information which is subject to further rules than a use of personal information);
  5. how the AI system is protected from data breaches; and
  6. whether there have been previous data breaches.

You should regularly check and confirm whether any changes occur in respect of the above during the use of the AI system.

Use of Personal and Sensitive Information in AI Systems

Your privacy policy must clearly state how your business uses AI. In some circumstances e.g., where an AI is used to take meeting notes, this will likely be insufficient on its own and the meeting participants should be given an opportunity to opt out.

APP Entities are required by Australian Privacy Principal 6 to only use or disclose personal information for a particular purpose if the information was obtained for that purpose. There are exceptions that permit a use or disclosure for a secondary purpose (e.g., if consent from the individual was obtained). One such exception is where the individual would reasonably expect the APP Entity to use or disclose the information for that secondary purpose if that purpose is related to the primary purpose (or directly related if the information is sensitive information).

The OAIC Guidance relevantly provides that “[i]f your organisation cannot clearly establish that a secondary use for an AI-related purpose was within reasonable expectations and related to the primary purpose, to avoid regulatory risk you should seek consent for that use and/or offer individuals a meaningful and informed ability to opt-out. Importantly, you should only use or disclose the minimum amount of personal information sufficient for the secondary purpose.”

Controls

Prior to using an AI system, a business should consider the worst case scenario, as some AI systems are black boxes and their “reasoning” cannot be extracted and examined. E.g., the OAIC AI Guidance notes that using AI in recruitment could discriminate against candidates based on perceived biases. For this reason, any commercial use of an AI System should include sufficient controls to analyse and manage risks associated with the black box nature of the software.

These controls are discussed in further detail below in our commentary on a recent report by the OVIC.

Businesses which permit the internal use of AI should perform a privacy impact assessment, implement an AI policy containing express requirements for the use of AI systems, and undertake regular staff training on the use of AI.

Generation of personal Information

You should consider that AI systems are trained on a wide range of information, which means they are capable of generating personal information. The OAIC AI Guidance references an example where workplace psychosocial hazard training was partially created with AI and the AI generated a real situation using the real names of the persons involved (who were involved in an ongoing court matter at the time). This event may be considered collecting personal information under the Act and the information collected would need to be treated accordingly as unsolicited personal information.

Meeting minute making

While seemingly innocuous, the risks of using an AI system to record a meeting are substantial – meetings can veer off topic, in which case any personal and sensitive information discussed may well be information the business is not permitted to collect. In that case, that information should be erased or deidentified. Without proper systems in place, this can be easily overlooked from time to time.

AI and images

You also need to be aware that any images generated by an AI may copy part (or all) of an image it was trained on. Such generated images may reproduce personal or sensitive information and may breach copyright laws.

Uploading of images to AI systems should generally be avoided even where no personal or sensitive information is apparent, as the image may contain metadata or sufficient information to identify a location or other personal information may be present to identify a location.

Chatbots

Our view is that any business seeking to use an AI chatbot should seek legal advice beforehand as such activity may result in collection of improper personal and sensitive information. Chatbots also raise particular risks regarding Australian Privacy Principal 10 (ensuring the accuracy of personal information collected) and Australian Privacy Principal 3 which requires that unless unreasonable or impractical to do so, personal information must be collected from the individual directly.

OVIC decision

A deputy Commissioner of the OVIC recently performed an investigation into the use by a child protection worker (the Worker) employed in the Victorian Department of Families, Fairness and Housing (DFFH).

This example is an illustrative example of what controls may or may not be sufficient to guard against the risks of using AI systems.

Conduct

In this example, the Worker used ChatGPT to assist in the drafting of a protection application report, which is submitted to the Children’s Court to assist the court in deciding whether a child needs protection.

The use by ChatGPT of the Worker was plainly inappropriate and dangerous as “the Protection Application Report mistakenly described a child’s doll, that was used by the child’s father for sexual purposes, as a mitigating factor, in that the parents had provided the child with “age appropriate toys””.[1]

Of some interest is the 9 factors identified by the DFFH in their investigation which indicated ChatGPT involvement:[2]

  1. sophisticated language;
  2. overly positive descriptors;
  3. inaccurate information;
  4. unusual content;
  5. unusual terminology;
  6. unusual reference to legal intervention;
  7. unusual Child Protection intervention;
  8. nonsensical references; and
  9. American spelling and/or phrasing.

Any business that, as part of its AI controls, audits work for evidence of AI use, should take note of these examples.

Breach

It was determined that this conduct constituted a breach of Information Privacy Principals 3.1 and 4.1.

Information Privacy Principal 3.1

An organisation must take reasonable steps to make sure that the personal information it collects, uses or discloses is accurate, complete and up to date.

Information Privacy Principal 4.1

An organisation must take reasonable steps to protect the personal information it holds from misuse and loss and from unauthorised access, modification or disclosure.

Controls

The DFFH had the following controls in place at the time of the conduct:

  1. “an acceptable Use of Technology Policy;
  2. eLearning modules on privacy awareness and security awareness;
  3. the DFFH values;
  4. the VPS code of conduct;
  5. Human Rights legislation and associated eLearning module;
  6. communications to leadership and management by way of three education sessions in May 2023 that referred to data security, privacy and other risks associated with GenAI.”[3]

The OVIC decided that these controls were insufficient and there was a need to train all employees, not only management staff.[4]

Since the conduct took place the DFFH created specific “Generative Artificial Intelligence Guidance” (which was circulated on several instances to all DFFH staff), which included two “critical rules”:

  1. “Employees should be able to explain, justify and take ownership of their advice and decisions;”[5] and
  • “Employees should assume that any information they input into public GenAI tools could become public. They must not input anything that could reveal classified, personal or otherwise sensitive information.”[6]

However, the report noted that:

  1. “DFFH has almost no visibility on how GenAI tools are being used by staff. It has no way of ascertaining whether personal information is being entered into GenAI tools and how GenAI-generated content is being applied. Further, as is always the case with policy and guidance, there is no way of guaranteeing that all staff will properly read, understand, and apply these.” [7]
  • “The risks of harm from using GenAI tools are too great to be managed by policy and guidance alone. At present, there are insufficient controls in place regarding staff access to GenAI tools coupled with a lack of assurance capabilities to verify that such use is appropriate. In other words, these controls are insufficient to prevent a re-occurrence of incidents like the PA Report incident.”[8]

Decision

The OVIC decided to issue a compliance notice, with 6 specified actions required (some of which DFFH can apply to amend), including:

  1. DFFH must direct child protection staff to not use any generative AI tools as part of their duties;
  2. DFFH must block access to 15 specified generative AI tools between 5 November 2024 and 5 November 2026;
  3. DFFH must between 5 November 2024 and 5 November 2026 “implement and maintain a program to regularly scan for web-based or external” generative AI tools similar to those directed to be blocked; and
  4. “DFFH must implement and maintain controls to prevent Child Protection staff from using Microsoft365 Copilot” between 5 November 2024 and 5 November 2026.[9]

Takeaway

Businesses which handle important or high risk personal information should be on notice they may not be able to implement sufficient controls around AI systems to prevent breaches of Australian privacy laws and should consider blanket prohibitions to avoid fines or reputational damage.

Hillhouse Legal Partners can assist if you have any questions about treatment of personal or sensitive information, you require the preparation of a privacy policy, or you have experienced a data breach. Feel free to reach out to John Davies, Lawyer or Craig Hong, Director to discuss.


[1] Office of the Victorian Information Commissioner, Investigation into the use of ChatGPT by a Child Protection Worker, available: https://ovic.vic.gov.au/wp-content/uploads/2024/09/DFFH-ChatGPT-investigation-report-20240924.pdf p5.

[2] Ibid p21.

[3] Ibid p23.

[4] Ibid p24 – 25.

[5] Ibid p26.

[6] Ibid p26.

[7] Ibid p28.

[8] Ibid p28.

[9] Ibid p29-30.

Seven Critical Legal Considerations for a Smooth Business Succession Transition

Seven Critical Legal Considerations for a Smooth Business Succession Transition

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Seven Critical Legal Considerations for a Smooth Business Succession Transition

Authors: Craig Hong

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5 min read

11 Sep 2024

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    Key Takeaways
  • Start Early and Prepare Thoroughly: Begin your business succession planning well in advance to address legal complexities related to finance, premises, and operations. Preparing your business as if selling to an external party ensures a smoother transition for any successor.
  • Choose the Right Structure and Funding: Carefully consider the structure of the sale and explore various funding options, such as vendor finance or staged buyouts. Proper financial and legal advice is crucial to select the most suitable arrangement for your specific situation.
  • Document and Consult with Experts: Ensure all aspects of the transaction are meticulously documented, regardless of the successor’s familiarity with the business. Work with a specialised team of advisors to address financial, accounting, and legal considerations for a successful and cost-effective succession.

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Business succession can be a daunting proposition. Having worked so hard and for so long to build a successful mining and resources business, key legal considerations will help you transition from your business smoothly, in accordance with your wishes, and in a manner that will set you up financially for the rest of your life.

The most common methods for business succession are passing the business on to family, selling internally or to an external party. While your exit choice will depend on your individual circumstances, a number of critical legal considerations apply to all of them.

Here are our seven critical legal steps for a smooth and cost-effective business succession.

  1. Start Early

The process of business succession is legally complex. Depending on your exit route, you’ll need to address matters relating to finance, premises, suppliers, customers, and referrers before you can successfully transfer control of your business to someone else. Business succession should be considered as far in advance of actually exiting your business as possible, simply because careful legal planning requires time to achieve the best outcomes.

  1. Prepare the Business for External Sale

Regardless of your chosen exit path, best practice will always be to prepare the business as though you are selling it to a external party with no prior knowledge of the business. This means undertaking a legal valuation, cleaning up and properly documenting any legacy issues that only you are aware of, ensuring that all systems and key agreements are written down and easy to understand, and presenting accounts in a form that are readily understood by third-party accountants. Your aim should be to ensure that whoever takes over the business – family member, internal or external buyer – is well-positioned to continue the operation smoothly.

  1. Consider the Structure of the Sale

The business structure and whether you transfer the business itself or ownership of the entire underlying structure (such as shares in the company or control of a relevant trust) will have different – and very significant – legal implications for both you and the transferee. Given the number of potential permutations and combinations, the most appropriate structure for your sale will not always be clear. You will need proper financial planning, accounting, and legal advice to ensure that you adopt the best possible structure for your situation.

  1. Consider Alternative Funding Structures

If you aim to transfer the business to family members or employees, they may not have the funds readily available to make the purchase or be in a position to obtain bank finance for the full purchase price. Even with third-party buyers, you may be able to achieve a superior result by providing additional vendor finance or structuring the purchase over time. A wide range of legal funding options is available, including secured vendor finance, issue of different classes of shares, staged buyouts, and more. Where significant legal risk is involved, it is critical that your arrangement is correctly documented by a legal expert. You will also need professional advice to decide whether a simple sale for cash or an alternative funding structure can deliver a superior result for you or fit better within your plans. 

  1. There’s More to Selling a Business than Purchase Price

It’s common for a business owner who’s selling their business to become distracted by an attractive initial purchase price. They can fail to properly consider related and critical legal issues including warranty risk, earn-outs, retentions, and restraints of trade. In many instances, a seller may be better off taking a slightly lower price but with drastically reduced warranty risk and little or no earn-out requirements. Effectively, it may be better to take a ‘bird in the hand’ instead of chasing ‘two in the bush’. Agreeing to a high initial purchase price with an earn-out figure that would require the business to have a good year or even outperform its own historical best years could be a disastrous outcome.

  1. Document the Deal Properly

Even if you are transferring the business to people you know and trust and who know and trust you, it’s important to properly document the transaction in its entirety and then undertake the transaction in accordance with those documents. When handled by a legal professional, this process provides clarity and protection for all parties, both during the negotiation and drafting of the transaction documentation stages.

  1. Work with a Specialised Team of Advisors

Well-performed business succession requires a holistic approach and due consideration of all the relevant issues: financial planning, accounting and business advice, and legal services. This is why we advocate working with a team of advisors who are experienced and accustomed to collaborative advice that’s focused on your best interests. There are significant benefits to be gained from working with your professional team to properly understand your current legal circumstances, tax position, and financial and life goals. The most appropriate strategy may then be developed and implemented to achieve a smooth and cost-effective business succession process.

Ensuring a Seamless Transition and Prosperous Future

Effective business succession planning in the mining and resources sector demands a thorough understanding of both internal and external options, along with careful consideration of legal implications and strategic objectives. By preparing well in advance and seeking professional legal advice, business owners can ensure a successful transition and the continued prosperity of their business.

For Corporate and Commercial advice please contact Craig Hong, on 07 3220 1144  or email craig@hillhouse.com.au.

This article was originally published by Resources Unearthed here.

Areas of Expertise

Strengthening Your Business: The Critical Role of Annual Legal Reviews in Mining and Resources

Strengthening Your Business: The Critical Role of Annual Legal Reviews in Mining and Resources

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Strengthening Your Business: The Critical Role of Annual Legal Reviews in Mining and Resources

Authors: Craig Hong

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6 min read

11 Sep 2024

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    Key Takeaways
  • Reevaluate and Optimize Your Business Structure: Regularly assess whether your corporate structure remains effective and tax-efficient as your business evolves. Update foundational documents and work with legal and accounting advisors to align your structure with current operations and future goals.
  • Stay Current with Legal and Contractual Obligations: Frequently review supply agreements, lease options, and insurance coverages to ensure compliance and relevance. Address any legal changes, such as the Unfair Contract Terms regime, and adapt contracts and policies to mitigate risks and improve business operations.
  • Prepare for Future Transitions and Protect Key Assets: Develop a comprehensive succession plan to ensure business continuity, and formalize shareholder agreements to prevent disputes. Additionally, safeguard intellectual property by regularly updating and protecting your IP portfolio to maintain a competitive edge.

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As a leader in the mining and resources industry, you know that staying ahead isn’t just about what’s happening underground – it’s about protecting and growing what you’ve built above ground. Legal challenges can surface without warning, but with the right strategies, you can safeguard your business and turn potential risks into opportunities.

Here are the top 10 legal considerations for mining and resources business owners to help maximise your business potential and safeguard your interests.

1. Has your business outgrown its original structure?

Has your business evolved since you first laid its foundations? It might be time to re-evaluate your corporate structure to ensure it’s still the most effective and tax-efficient setup for where you are now – and where you’re headed. A well-structured organisation not only mitigates risks but also sets the stage for enhanced profitability. Partner with your legal and accounting advisors to optimise your structure for today’s operations and tomorrow’s succession plans. Even if your structure is solid, don’t overlook the importance of keeping all foundational documents up to date..

2. Review Supply Agreements

When was the last time you took a close look at your supply agreements? Regular reviews are essential to ensure you’re still getting the best products and services at competitive prices. As your business grows, what worked in the past may no longer meet your needs. Additionally, with the Unfair Contract Terms regime in play since November 2023, non-compliance isn’t just risky – it can be costly. Protect your business by staying informed and ensuring all contracts are up to date and fully compliant.

3. Assess Premises and Lease Agreements

Your business premises play a significant role in your operations. Be vigilant about lease option terms and the deadlines for exercising those options. Missing these deadlines could result in losing your lease option, putting your business in a precarious position. If your lease is nearing expiration or lacks renewal options, start negotiating a new lease or exploring alternative locations well in advance. Early planning can improve your bargaining position and help secure favourable terms. Additionally, consider whether your premises needs refurbishment or updates to accommodate the evolving needs of your business.

4. Consider Insurances

It pays to consider if your current insurance coverages are still appropriate for your business needs. If your business has grown, you have moved Premises or made new plant and equipment acquisitions, your client base has changed in character or simply if you have just “set and forget” insurances for some time, it may be worth considering your coverage to determine if you need to add policies, change levels of coverage or potentially even remove policies that may be costing you money where risks may have reduced or been removed. A review (and obtaining alternative quotes) can also potentially weed out if you insurer has been increasing premiums on you outside of normal commercial parameters.

5. Refresh Employment Agreements

Employment laws are constantly evolving, and staying compliant is essential to avoid costly legal issues. Regularly reviewing and updating your employment agreements is crucial to ensure they reflect current legal requirements. Additionally, address any performance management concerns, conduct annual reviews, and consider implementing incentives like share schemes to retain key employees. Legal advice can help you navigate these changes and maintain a positive workplace environment.

6. Ensure Privacy Compliance

In an industry where handling sensitive information is routine, maintaining a robust and compliant privacy policy is non-negotiable. Ensure that your privacy policy is up to date and that your business practices align with the Privacy Act’s requirements. Properly collecting, storing, and using personal information is critical, especially when dealing with employee personal data or other confidential information. Non-compliance can lead to severe consequences, including financial penalties and reputational damage.

7. Formalise Shareholder Agreements

Clear and well-documented shareholder agreements are essential for preventing disputes and ensuring smooth business operations. If your current shareholder arrangements are not fully documented, now is the time to formalise them. Even a concise and straightforward agreement is better than an incomplete or unsigned draft. A signed shareholder agreement provides clarity and helps protect the interests of all parties involved.

8. Plan for Business Succession

Even if succession planning seems distant, it’s never too early to start. A well-thought-out succession plan can ensure the continuity and success of your business when the time comes for a transition. By dedicating time and resources to this process now, you can make informed decisions that align with your long-term business and personal goals. Succession planning also provides peace of mind, knowing that your legacy will be preserved. We recently wrote a business campaign series especially for business owners in mining and resources, you can read more here.

9. Organise Personal Financial Affairs

Your personal financial affairs are closely tied to your business, and keeping them in order is vital. Ensure that your Will is up to date, especially after significant life events such as the birth of a child, a new partnership, or major business changes. An updated Will protects your estate and ensures that your wishes are respected, providing security for your loved ones.

10. Protect Intellectual Property

In the fiercely competitive mining and resources sector, your intellectual property (IP) is one of your most valuable assets. Regularly reviewing and updating your IP portfolio – including trademarks, designs, and patents – is crucial to safeguarding your business. Registering trademarks isn’t just a formality; it’s a powerful tool to secure your business’s innovations and protect them from infringement. Don’t leave your IP vulnerable – take proactive steps to fortify your rights and ensure your business’s unique assets are fully protected.

Secure Your Business’s Future with Proactive Legal Management

Taking a proactive approach to managing your business’s legal affairs is essential for sustained success in the mining and resources industry. By conducting an annual review of these critical areas, you can better anticipate challenges, capitalise on new opportunities, and maintain a strong, resilient business. Engage with your professional advisory team to navigate this process confidently, ensuring your business remains well-positioned for growth and longevity in a dynamic and competitive landscape.

For Corporate and Commercial advice please contact Craig Hong, on 07 3220 1144  or email craig@hillhouse.com.au.

This article was originally published by Resources Unearthed here.

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