Privacy Policy

1. About this policy

1.1This Privacy Policy explains how Samantha Brackley trading as Book$ Management (we, us, our) collects, holds, uses and discloses personal information. We are a registered BAS agent (TPB registration number 29049000).

1.2We handle personal information in line with the Privacy Act 1988 (Cth) and the Australian Privacy Principles, and we handle tax file numbers as the Privacy (Tax File Number) Rule requires. We also meet our confidentiality duties under the Tax Agent Services Act 2009.

1.3This policy applies to our clients, to the employees and other people whose information our clients give us, and to visitors to www.booksmanagement.com.au.

2. The personal information we collect

2.1We collect different information depending on how you deal with us:

• Clients and prospective clients: name, contact details, date of birth for sole traders, ABN and ACN, business and ownership details, bank and financial records, direct debit details (account holder name, BSB and account number, which are collected securely by our payment provider), tax and BAS information, and identification where we need it;
• Employees of our clients: name, address, date of birth, tax file number, bank account details, super fund details, pay, leave and employment details, and TFN declaration information;
• Contractors and other payees: name, ABN, address, bank details and payment details;
• Website visitors: information our website records, such as your device, pages visited and any details you send us through a form or email; and
• Job applicants and contractors: the details in your application and any checks you agree to.

2.2We collect sensitive information, such as health or membership details, only if it is needed for a service and you have agreed, or the law allows. We may see it incidentally in payroll or financial records, and we protect it in the same way.

3. How we collect it

3.1We collect personal information directly from you, from your accounting, payroll and super software, from the ATO and other agencies where you have authorised us, from your advisers and banks, and from the employees and other people you give us information about.

3.2If you give us information about another person, such as an employee, you must have their permission or another lawful basis to do so, and you should tell them about this policy.

4. Why we collect, use and disclose it

4.1We use personal information to:

• provide bookkeeping, BAS, payroll, super and related compliance services;
• prepare and lodge returns and reports with the ATO, state revenue offices, WorkCover Queensland, QLeave and other agencies, under your authority;
• meet our legal and professional obligations, including to the Tax Practitioners Board;
• invoice and collect fees, manage our practice and keep our records;
• communicate with you about your services and changes that affect you;
• protect against fraud and keep our systems secure; and
• improve our services and train our people.

4.2We use personal information only for the purpose we collected it or a related purpose you would reasonably expect, or as the law allows or you agree.

5. Who we disclose it to

5.1We may disclose personal information to:

• the ATO, state and territory revenue offices, WorkCover Queensland, QLeave and other agencies, where we lodge for you or the law requires it;
• the Tax Practitioners Board and other regulators, courts and law enforcement, where the law requires it;
• super funds, clearing houses and banks, to process payroll and super payments you have approved;
• the software and service providers we use, including MYOB, QuickBooks Online, Reckon, Xero, Karbon, Adobe Sign, GovReports and Microsoft, and their support providers;
• our payment provider, Stripe, to set up and take direct debits and card payments for our fees;
• your registered tax agent, accountant, adviser or lender, with your permission;
• our professional advisers, insurers and auditors; and
• our employees and contractors, who are bound by confidentiality obligations.

5.2We do not sell personal information.

6. Tax file numbers

6.1We collect, use and disclose tax file numbers only for purposes allowed by tax, superannuation and other laws, such as payroll, STP reporting, super and requesting stapled super fund information.

6.2We do not use a tax file number as our own identifier for a person. We keep tax file numbers secure, limit who can see them, and destroy or de-identify them when we no longer need them and the law allows.

7. Overseas disclosure

7.1Many of our providers store or process information in the cloud, and some do so outside Australia. Our main accounting software providers use Amazon Web Services (AWS). Reckon, MYOB and QuickBooks Online hold Australian data in Australia (Reckon and MYOB in Sydney), Xero also uses AWS and may hold data in the United States. Our payment provider, Stripe, processes direct debit and card payment details and transfers personal information to the United States for this purpose. Other tools we use, such as document signing, task management and email, may also store information in other countries, including the United States, under their own terms.

7.2Before we disclose personal information overseas, we take reasonable steps to make sure the provider handles it in line with the Australian Privacy Principles, or we have your consent or another lawful basis.

8. Artificial intelligence and automated tools

8.1We do not currently use artificial intelligence (AI) tools to process your personal information. We may start to use AI-assisted tools in future, for example to cross-check data and help us find errors. AI tools support our people and do not replace them.

8.2If we start using AI tools with your information, we will choose tools with appropriate security and settings, we will not allow them to use your information to train public models, and our people will review the output before we rely on it. We will not use automated tools to make decisions that significantly affect your rights or interests without a person reviewing them. We will update this policy before any such change.

9. Direct marketing

9.1We may send you information about our services if you are a client or have asked us to, or where the law allows. You can opt out at any time by replying to the message or contacting us, and we will stop. We follow the Spam Act 2003 (Cth).

10. Our website

10.1Our website does not use analytics or advertising tracking tools. It may use cookies that are needed for the site to work. You can change your browser settings to refuse cookies, but parts of the site may not work properly. The website loads fonts from Google Fonts, which means your internet address is sent to Google when you visit.

10.2Our website may link to other sites. We are not responsible for their privacy practices.

11. Security and how long we keep information

11.1We protect personal information with measures such as secure cloud systems, multi-factor authentication, individual log-ins, access limited to people who need it, and confidentiality agreements. No system is completely secure, so please tell us at once if you think your information or log-in has been compromised.

11.2We keep records for the periods the law requires. Tax and BAS agent records are generally kept for at least five years, and some payroll records longer. After that we securely destroy or de-identify the information, unless the law requires us to keep it.

12. Data breaches

12.1If there is a data breach that is likely to cause serious harm, we will act quickly to contain it, assess it and, where the law requires, tell affected people and the Office of the Australian Information Commissioner. For tax file number information, the Notifiable Data Breaches scheme applies.

13. Access and correction

13.1You can ask to see the personal information we hold about you and ask us to correct it. Please contact us using the details below. We will respond within a reasonable time, and normally within 30 days. We may need to confirm who you are first.

13.2In some cases the law allows us to refuse access, for example where it would affect another person’s privacy or where we hold the information under confidentiality obligations. If we refuse, we will tell you why in writing.

14. Complaints

14.1If you have a privacy concern or complaint, please contact us first so we can try to resolve it promptly. We will acknowledge your complaint and respond within a reasonable time.

14.2If you are not satisfied, you can complain to the Office of the Australian Information Commissioner at www.oaic.gov.au or on 1300 363 992. You can also complain to the Tax Practitioners Board at www.tpb.gov.au about how we have acted as a registered agent.

15. Changes to this policy

15.1We may update this policy from time to time, for example when laws or our services change. We will publish the current version on our website, and the date it was last updated is shown below.

16. Contact us

16.1Privacy Officer: Samantha Brackley, Book$ Management

16.2Phone: 1300 922 928 | Email: admin@booksmanagement.com.au | Website: www.booksmanagement.com.au

16.3Postal address: Parcel Collect 10165 92766, Shop 59, 7-45 Redland Bay Road, Capalaba QLD 4157