Busy Bookkeeping Eastern Suburbs Privacy Policy

BUSY BOOKKEEPING EASTERN SUBURBS APPROACH TO PRIVACY

Busy Bookkeeping Eastern Suburbs recognises the importance of protecting your personal and business information and is committed to complying with the Australian Privacy Principles contained in
the Privacy Act 1988 (Privacy Act) to keep your personal and business information safe.

This privacy policy sets out how we collect, use, store and disclose your personal information.

We may modify this policy from time to time by publishing it on our website. We encourage you to check our website periodically to ensure that you are aware of our current privacy policy.

What information do we collect?

Personal information includes information or an opinion (whether true or not) about an identified or a reasonably identifiable individual. We will only collect information that is necessary in the process of our agreement of service with you and/or your entity/s.

We may collect personal information from you when:

•  You inquire about, or instruct us to provide you (or your employer or other representative), with bookkeeping, BAS agent, Tax agent or financing services. When you instruct us in the use of our services, we will verify your identity through a photographic document such as Drivers’ License, Passport or Government issued ID card.

• You subscribe to one of our online services, newsletters, mailings lists or our website;

• You register for or attend one of our events or seminars;

• We have other business dealings with you e.g. as a regulator, a supplier, or in relation to a transaction; or

• You apply for, or register your interest in, a role at Busy Bookkeeping Eastern Suburbs

  The types of personal information we may collect from you include:

• General personal or business details such as your name, job title, contact number, address and email address;

• Particularly if you are a client or potential client (or employed or engaged by one), your expertise and business interests and, where relevant, other information such as your membership of professional associations or boards;

• Your financial or billing information; such as billing address, bank account and payment information;

• Your Tax File Number (TFN), your Australian Business Number (ABN), your date of birth (DOB)

• Only where relevant and with your consent, sensitive information e.g. where you register for an event or seminar we may ask you for information about your health, any disabilities and special dietary needs; or we may collect this information where we need it to provide you with legal advice.

  In addition, if you apply for a job with us, we may collect certain information about you including information about your working history, and relevant records or checks from any recruitment consultant or from your previous employers, universities and others who may be able to assist us in our decision as to whether to make you an offer of employment.

  We generally endeavour to collect your information directly from you. However, in some circumstances we may collect your information from third parties, such as your employer or contracting organisation,

your business contacts or other organisations that you deal with, regulatory or credit reporting agencies, a service provider or from a publicly available record.

Why do we collect, use and disclose your personal information?

We may use your information to:

• Provide to you and improve our products and services;

• Communicate with you, and build and maintain our relationships with you and our clients;

• Conduct, monitor and analyse our business and internal operations;

• Identify and develop new products and services you may be interested in;

• Send you updates, publications, marketing, event details and new product or service offerings (unless you instruct us otherwise);

• Comply with applicable laws and our other regulatory, accounting, reporting or professional obligations;

• Process and respond to your requests, enquiries or complaints.

  Of course, we are also bound to our clients by professional obligations of confidentiality. We will continue to treat and protect all client information we receive (including any personal information) in accordance with these obligations.

  If you decide to withhold or withdraw your consent at any time on all or limited information, this will or may have implications on how we handle your work and our agreement. Please discuss this with us by contacting our General Manager using the contact details below.

  To whom do we disclose your personal information?

  We may share your information with other members of the Busy Bookkeeping Group (which includes the entities carrying on business under the name ‘Busy Bookkeeping’ and derivatives of that name from time to time) and with our alliance partner – First Class Accounts.

  We may also disclose your information to:

• Our service providers, agents and contractors from time to time that provide services to us and/or help us to provide and market our services to you;

• Specific third parties authorised by you to receive information held by us; and

• Other persons, including government agencies, regulatory bodies and law enforcement agencies;

  or as otherwise required or authorised by law.

  Some of these vendors or other parties may receive or store your information in overseas locations. For example, we may disclose your email address or other contact information to providers of electronic execution services, which may store the information in an overseas jurisdiction.

  How do we store and keep your information secure?

  We may hold your personal information in either electronic or hard copy form either but not limited to on site, through our servers, cloud storage or through our document management and/or accounting software systems. We use a variety of physical and electronic security measures to keep your personal information secure from misuse, interference, loss or unauthorised use or disclosure. For example, we restrict physical access to our offices, employ firewalls and secure databases, password protect our IT systems, frequently update our anti-virus software and conduct regular audit and data integrity checks. Any information that is no longer required, in a physical format, is destroyed through a locked

destruction bin. Destruction of all electronic hardware is also handled through a certified destruction service.

All of our employees are also bound to keep your personal information secure and treat it as confidential and are regularly informed and trained on cyber security.

However, we cannot guarantee the security of your personal information. Although we take every reasonable step to ensure our IT is secure and up to date we cannot be responsible for any unauthorised access such as cyber-attacks and electronic theft. If you do use the Internet to send us any information, including your email address, please be aware that it will be sent at your own risk. If any breach of privacy occurs we will take the necessary steps to correct the issue and advise you as soon as reasonably practical.

Our websites and electronic newsletters may also contain links to other websites operated by third parties. Unless expressly stated otherwise, Busy Bookkeeping Eastern Suburbs is not responsible for the privacy practices or the content of those linked websites. The privacy policies that apply to those other websites may differ from our privacy policy, so we encourage individuals to read them before using those websites.

Accessing or correcting your personal information

You have rights under the Privacy Act to:

• Request access to personal information we hold about you;

• Ask us to update or correct any information that is inaccurate, incomplete or outdated; note any updates relating to bank account changes will be done verbally once your identity is verified, Busy Bookkeeping Eastern Suburbs will not make any changes via written form; and

• Opt-out of receiving direct marketing communications from us.
  You can do any of these things by contacting our General Manager using the contact details below.

  Unless advised by you, we assume that at any given time the information you have given us is still correct, current and true. It is your responsibility to advise us, verbally, of any changes to this information, such as change of name, address and contact information. If we feel that your information held by us is no longer current we will contact you and verbally confirm.

  If you request access to your personal information or ask us to correct or update information about you, we may need to verify your identity. In some circumstances, there may be a valid reason for us to deny your request to access or correct your information. If we do this, we will advise you why.

  Your information will be held with us unless, at any time, you ask for your personal and/or sensitive information to be deleted from our system, we will discuss with you what is possible; such as any information relating to accounts and accounting may need to be retained as per convening authorities rules and regulations for a required period of time.

  Making a complaint

  If you think we have breached the Privacy Act, or you wish to make a complaint about the way we have handled your personal information, you can contact us using the details set out below. Please include your name, email address and/or telephone number and clearly describe your complaint.

  Any complaint will be investigated by the firm’s management team and the outcome of that investigation communicated to you (please allow at least 30 days for us to do so).

  If you are not satisfied with the outcome of any internal investigation that we conduct, you may lodge a complaint with the Office of the Australian Information Commissioner (OAIC)

at enquiries@oaic.gov.au or on 1300 363 992. More information is available on the OAIC’s website at https://www.oaic.gov.au/.

Contact us

If you would like more information concerning how we handle your information or our approach to privacy, or to exercise any of your rights outlined above, please contact:

Conrad Gaudin

General Manager
Busy Bookkeeping Eastern Suburbs e: conrad@busybooks.com
p: +61 2 9369 5330

Updated 06 June 2022

Busy Bookkeeping Eastern Suburbs

120 Macpherson St, Bronte NSW 2024 ABN: 38 090 969 065
p: +61 2 9369 5330
Mail: PO Box 2118, Clovelly NSW 2R