Introduction

Whitehorse Accountants ("we", "our" or "us") is committed to protecting the privacy, confidentiality and security of the personal information entrusted to us by our clients and other individuals.

We understand that accounting and taxation services require access to sensitive personal, financial and business information. We take our responsibility to handle this information carefully and confidentially and to use it only for appropriate purposes.

This Privacy Policy explains how we collect, hold, use, disclose and protect personal information when you engage our services, visit our website, communicate with us or otherwise interact with our firm.

We handle personal information in accordance with applicable Australian privacy laws and our professional confidentiality obligations, including those applying to registered tax agents and BAS agents.

The personal information we collect

The type of information we collect depends on the services we provide and our dealings with you. This may include:

•    Personal identification details: Name, date of birth, residential and postal addresses, contact numbers, email addresses and identification documents.
•    Taxation information: Tax File Numbers (TFNs), Australian Business Numbers (ABNs), tax residency details, income statements, payment summaries, tax returns, deductions, offsets and other tax-related records.
•    Financial information: Bank account details, financial statements, transaction records, investment income, interest, dividends, rental property records, asset and liability information.
•    Employment and business information: Employment details, salary and wage information, business records, bookkeeping data, payroll information, GST records, BAS information and superannuation-related records.
•    Company and entity information: Company details, trust deeds, partnership arrangements, director and shareholder details, ownership structures and information about associated entities.
•    Information about other individuals: Where necessary for our services, information relating to spouses, dependants, employees, contractors, business partners or other persons connected with your financial or tax affairs.
•    Communications and service records: Emails, correspondence, documents, instructions, engagement records, enquiries, feedback and information relating to the services we provide.
•    Website and technical information: IP addresses, browser and device information, website usage data, cookies and other technical information collected through our website or associated digital services.

We aim to collect only information that is reasonably necessary for our business activities and the services we provide.

How we collect personal information

We may collect personal information directly from you when you:

•    Engage us to provide accounting, taxation or related services.
•    Complete client onboarding forms, tax questionnaires or other documents.
•    Provide financial records, identification documents or supporting evidence.
•    Contact us by telephone, email, through our website or in person.
•    Use our online portals or other digital services.

We may also collect information from third parties where appropriate and permitted, including the Australian Taxation Office (ATO), government agencies, employers, financial institutions, banks, superannuation funds, previous accountants, authorised representatives and other professional advisers.

Where we collect information from another source, we will handle it in accordance with applicable privacy requirements and our professional obligations.

If you provide personal information about another individual, you should ensure that you are authorised to provide that information and that the individual has been informed where required.

Why we collect, use and hold personal information

We collect, use and hold personal information for purposes connected with our accounting and taxation services, including:

•    Preparing and lodging individual and business tax returns.
•    Preparing and lodging Business Activity Statements (BAS), GST returns and other required reports.
•    Providing bookkeeping, accounting, payroll and financial reporting services.
•    Assisting with tax planning, compliance and related advisory services within our authorised scope of practice.
•    Communicating with the ATO and other relevant authorities on your behalf where authorised.
•    Maintaining accurate client files, accounting records and supporting documentation.
•    Verifying client identity and meeting applicable legal, regulatory and professional obligations.
•    Managing client engagements, billing, payments and outstanding fees.
•    Responding to enquiries, resolving complaints and improving our services.
•    Managing our website, protecting our systems and preventing fraud or unauthorised access.
•    Sending service-related notices and, where permitted, relevant business updates or marketing communications.

We will not use personal information for a materially different purpose unless permitted or required by applicable law, or where the necessary consent has been obtained.

Sensitive information and Tax File Numbers

In providing our services, we may handle sensitive information or legally regulated information, including Tax File Numbers (TFNs) and financial records.

We take particular care when collecting, accessing, using, storing and disclosing this information. We only handle it for authorised purposes and in accordance with applicable legal requirements, including the Privacy (Tax File Number) Rule 2015 where relevant.

We do not request sensitive information through our website unless it is reasonably necessary for a legitimate purpose. Where practical, we may direct clients to provide confidential documents through an appropriate secure channel rather than an ordinary website enquiry form.

Please contact us if you are unsure about the safest way to provide sensitive documents.

Disclosure of personal information

We treat information relating to our clients' affairs as confidential. We do not disclose such information to third parties unless we have the appropriate client permission, legal authority or other lawful basis to do so.

Depending on the services we provide, we may disclose relevant information to:

•    The ATO and other government or regulatory authorities where authorised or required.
•    Banks, financial institutions, superannuation funds and other organisations where necessary for an authorised client matter.
•    Other accountants, lawyers, financial advisers or professional service providers where authorised or otherwise lawfully permitted.
•    Cloud accounting platforms, tax preparation software providers, secure document storage providers, IT support providers and other service providers who assist us in delivering our services.
•    Our employees, contractors and authorised representatives who need the information to perform their duties.
•    Courts, tribunals, law enforcement agencies or other authorities where disclosure is required or authorised by law.

Where we provide tax agent or BAS agent services, we will comply with applicable professional confidentiality requirements, including the Tax Practitioners Board's Code of Professional Conduct. Where client permission is required for a disclosure, we will obtain the appropriate permission before making that disclosure.

We do not sell personal information to third parties.

How we protect personal information

We take reasonable steps appropriate to the nature and sensitivity of the information we hold to protect it against loss, misuse, interference, unauthorised access, modification and disclosure.

Our safeguards may include:

•    Restricting access to authorised personnel.
•    Using passwords, access controls and multi-factor authentication where appropriate.
•    Maintaining appropriate security measures for computers, networks and digital systems.
•    Using secure methods to transmit and store confidential documents where available.
•    Maintaining backups and appropriate record-management procedures.
•    Providing staff and contractors with relevant confidentiality and information-handling instructions.
•    Reviewing access permissions and service-provider arrangements where appropriate.

No electronic transmission or storage system can be guaranteed to be completely secure. However, we take reasonable steps to manage privacy and security risks and respond appropriately to suspected incidents.

If we become aware of a data breach, we will investigate and take appropriate action, including notifying affected individuals and relevant authorities where required by law.

How long we retain personal information

We retain personal information for as long as reasonably necessary to provide our services, meet legal and regulatory requirements, maintain appropriate business records and manage legitimate business or legal matters.

Accounting and taxation records may need to be retained for statutory periods, which can vary according to the type of record and circumstances. We do not automatically delete all client information when an engagement ends.

When information is no longer required and there is no legal, regulatory or other legitimate reason to retain it, we will take reasonable steps to securely destroy or de-identify it, subject to applicable requirements.

Accessing and correcting your personal information

You may request access to personal information we hold about you and ask us to correct information that is inaccurate, incomplete, out of date or misleading.

To make a request, please contact us using the details provided in this Privacy Policy. We may ask you to verify your identity before processing your request.

We will respond within a reasonable period and in accordance with applicable legal requirements. In some circumstances, access may be restricted or refused where permitted or required by law. If we refuse a request, we will explain the reasons where required.

Please notify us promptly if your contact details, business details or other relevant information change.

Website, cookies and third-party links

Our website may use cookies and similar technologies to support website functionality, understand visitor activity, improve performance and maintain security.

Depending on the tools installed on our website, these technologies may collect technical information such as IP addresses, browser types, device information, pages visited and time spent on the website.

We may use third-party analytics, website hosting, spam prevention or embedded content services. The information collected by these services will depend on their functionality and configuration.

You can manage cookies through your browser settings, although disabling certain cookies may affect website functionality.

Our website may contain links to third-party websites. We are not responsible for the privacy practices or content of those websites. We encourage you to review their privacy policies before providing personal information.

Direct marketing

We may use your contact information to send service-related communications, relevant updates or information about our services where permitted by law.

Where we send direct marketing communications, you may opt out using the unsubscribe facility provided or by contacting us directly. We will action valid opt-out requests in accordance with applicable requirements.

Opting out of marketing will not prevent us from sending communications necessary to provide our services, meet legal obligations or manage an existing client engagement.

Privacy complaints and enquiries

If you have a question, concern or complaint about how we have collected, used, stored or disclosed your personal information, please contact us using the details below.

Please provide sufficient information about your concern so that we can investigate it appropriately.

We will acknowledge your complaint within a reasonable period, investigate the matter and respond with the outcome and any appropriate steps we propose to take.

If you are not satisfied with our response, you may be able to refer the matter to the Office of the Australian Information Commissioner (OAIC), where the OAIC has jurisdiction over the complaint.

Website: https://www.oaic.gov.au
Telephone: 1300 363 992

Where a complaint concerns the professional conduct or confidentiality obligations of a registered tax agent or BAS agent, you may also be able to contact the Tax Practitioners Board (TPB).

Website: https://www.tpb.gov.au

Changes to this Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our business operations, technology, service providers or applicable legal requirements.

The latest version will be published on our website with the updated effective date. We encourage you to review this page periodically.

Contact us

If you have any questions about this Privacy Policy or wish to request access to or correction of your personal information, please contact us:

Whitehorse Accountants
Address: Suite 2, 53/1880 Ferntree Gully Road, Mountain Gate Shopping Centre, Ferntree Gully, VIC 3156, Australia
Email: info@whitehorseaccountants.com.au
Phone: 03 8905 4936
Website: https://www.whitehorseaccountants.com.au/

We value the trust our clients place in us and remain committed to protecting the privacy and confidentiality of their personal and financial information.