Privacy Policy

This Privacy Policy explains how we collect, hold, use and disclose personal information when you use our website, contact us, become a client, subscribe to our updates, or otherwise deal with us.

For the purposes of this Privacy Policy, “we”, “us” and “our” means Callaughan Partners.

1. Our commitment to privacy

Callaughan Partners is required to comply with the Privacy Act 1988 (Cth) and the Australian Privacy Principles.

We handle personal information in accordance with the Privacy Act 1988 (Cth), the Australian Privacy Principles, the Privacy (Tax File Number) Rule 2015, and other laws that apply to accountants, tax agents, ASIC agents and professional advisers.

As an accounting and taxation practice, we often handle sensitive financial, taxation and identity information. We take reasonable steps to protect personal information from misuse, interference, loss, unauthorised access, modification or disclosure.

2. What personal information we collect

The types of personal information we may collect depend on the services we provide to you. This may include:

• Your name, date of birth, address, email address and phone number.
• Identification information, including driver licence, passport or other identity documents.
• Tax file numbers, Australian Business Numbers, Australian Company Numbers and other tax or business registration details.
• Financial information, including income, deductions, assets, liabilities, bank account details, loan information, investment information and superannuation information.
• Employment, payroll, contractor and employee records.
• Business records, accounting files, invoices, receipts, BAS and GST records.
• Company, trust, partnership and SMSF information.
• Information about your spouse, dependants, employees, directors, shareholders, beneficiaries or related entities where required for accounting, taxation or advisory services.
• Correspondence and file notes from emails, phone calls, meetings, SMS, website forms and online communications.
• Payment and billing information.
• Information collected through our website, including enquiry forms, cookies, analytics data, IP address, browser type, device information and pages viewed.
• Newsletter subscription information, including your name, email address, subscription preferences and marketing engagement data.
• Any other information you provide to us or that we reasonably require to provide our services.

We may also collect sensitive information where it is reasonably necessary for our services, such as information about health, insurance, workers compensation, hardship, family circumstances or other personal matters relevant to taxation, accounting, superannuation, finance or advisory work.

3. Tax file numbers

We may collect and handle tax file number information where it is necessary for taxation, superannuation, payroll, accounting or related purposes.

Tax file number information will only be collected, used, disclosed, stored and destroyed in accordance with the Privacy (Tax File Number) Rule 2015 and applicable taxation, superannuation and personal assistance laws.

You are not legally required to provide your tax file number to us in all circumstances. However, if you do not provide it where it is required for a tax, superannuation or accounting matter, we may not be able to provide the requested service, or there may be taxation consequences.

4. How we collect personal information

We usually collect personal information directly from you. This may occur when you:

• Contact us by phone, email, website enquiry form, SMS or social media.
• Meet with us in person or online.
• Become a client.
• Provide documents or information to us.
• Use our website.
• Subscribe to our newsletter or updates.
• Complete an engagement form, authority form, questionnaire or checklist.
• Authorise us to act as your accountant, tax agent, ASIC agent or adviser.
• Communicate with us about a service.

We may also collect personal information from third parties where it is lawful and reasonably necessary, including:

• The Australian Taxation Office.
• Australian Securities and Investments Commission.
• Australian Business Register.
• Revenue NSW or other state revenue offices.
• Your employer, bookkeeper, payroll provider or business adviser.
• Banks, lenders, mortgage brokers, finance brokers and financial advisers.
• Solicitors, auditors, valuers, insurers and other professional advisers.
• Sage HandiSoft and other accounting, taxation or practice management software providers.
• Mailchimp and other marketing or email communication platforms.
• Cloud accounting software providers, document management systems and client portals.
• Public registers and government databases.
• Your spouse, business partners, directors, shareholders, employees, trustees or representatives.

5. Why we collect, use and disclose personal information

We collect, hold, use and disclose personal information for purposes connected with our business and professional services, including to:

• Provide accounting, taxation, BAS, bookkeeping, payroll, advisory and compliance services.
• Prepare and lodge tax returns, activity statements, financial statements and other documents.
• Act as your tax agent, ASIC agent or authorised representative where applicable.
• Communicate with the ATO, ASIC and other government agencies on your behalf.
• Provide company, trust, SMSF and business advisory services.
• Assist with finance, lending, insurance or referral matters where you have requested or agreed to this.
• Verify your identity and authority to act.
• Manage client files, records, billing and payments.
• Operate Sage HandiSoft and other software used in our practice.
• Manage newsletter subscriptions and email updates through Mailchimp.
• Comply with legal, regulatory, professional and ethical obligations.
• Respond to enquiries, complaints and disputes.
• Maintain internal administration, risk management, quality control and security.
• Improve our website, services and client experience.
• Send you updates, newsletters or marketing communications where permitted by law.

We will not use your personal information for a purpose unrelated to our services unless you have consented, we are required or authorised by law, or another permitted exception applies.

6. Disclosure of personal information

We may disclose personal information to third parties where reasonably necessary for the purposes set out in this Privacy Policy. These third parties may include:

• The Australian Taxation Office.
• Australian Securities and Investments Commission.
• Australian Business Register.
• State and territory revenue offices.
• The Tax Practitioners Board, professional bodies or regulators where required.
• Banks, lenders, finance brokers, mortgage brokers, financial planners and insurance providers where you request or authorise this.
• Solicitors, auditors, bookkeepers, valuers, consultants and other professional advisers.
• Sage HandiSoft and other accounting, taxation or practice management software providers.
• Mailchimp and other email marketing or communication platforms.
• Software providers, cloud storage providers, IT support providers and document management providers.
• Payment processors and debt recovery providers.
• Contractors, employees and service providers who assist us to operate our business.
• Courts, tribunals, law enforcement agencies and regulators where required or authorised by law.
• Any person you authorise us to disclose information to.

We do not sell your personal information.

7. Referral partners

From time to time, we may refer clients to or receive referrals from third parties, such as mortgage brokers, finance brokers, financial advisers, insurance providers, solicitors or other professional advisers.

If we refer you to a third party, we will only share your personal information where:

• You have requested or consented to the referral.
• The disclosure is reasonably necessary to progress the service you requested.
• The disclosure is otherwise permitted by law.

Where we receive a referral commission, fee or benefit, we will disclose this to you where required by law or professional standards.

8. Overseas disclosure and cloud services

We use technology, software, email, cloud storage, client portals, accounting platforms and other service providers to operate our business.

This includes Sage HandiSoft for accounting, taxation and practice management functions, and Mailchimp for newsletters and email updates.

Some of our software and service providers may store, process or back up data in Australia or overseas. This may include countries such as New Zealand, the United States, the United Kingdom, Singapore, Canada, countries within the European Union, or other countries where our service providers, their related entities or their sub-processors operate.

Where we disclose personal information to an overseas recipient, we will take reasonable steps to ensure the information is handled securely and consistently with Australian privacy requirements, unless an exception applies.

9. Website, cookies and analytics

When you visit our website, we may collect information such as your IP address, browser type, device type, pages visited, time spent on the website and referring website.

We may use cookies, analytics tools and similar technologies to:

• Improve website functionality.
• Understand how visitors use our website.
• Measure marketing performance.
• Maintain website security.
• Improve our services.

You can disable cookies through your browser settings. However, some website features may not work properly if cookies are disabled.

Our website may include links to third-party websites. We are not responsible for the privacy practices or content of those websites.

10. Newsletters and direct marketing

We use Mailchimp to send newsletters, updates, reminders, invitations, service information and other email communications.

We may use your contact details to send you communications that may be relevant to you, including taxation updates, business updates, accounting reminders, service information or marketing communications.

We will only send marketing communications where permitted by law, including where we have your consent or where consent can be inferred under applicable law.

All commercial electronic messages will identify Callaughan Partners as the sender and include a way for you to unsubscribe.

You can opt out at any time by using the unsubscribe function in the message or by contacting us directly.

If you unsubscribe, we will take reasonable steps to action your request promptly and in accordance with applicable law.

11. How we store and protect personal information

We may store personal information in physical files, electronic systems, email accounts, Sage HandiSoft, accounting software, client portals, cloud storage systems, practice management systems and secure archives.

We take reasonable steps to protect personal information, including through:

• Password protection and restricted access.
• Multi-factor authentication where available.
• Secure cloud systems and software providers.
• Staff confidentiality obligations.
• Physical security for paper files.
• Document management procedures.
• Data backup and recovery procedures.
• IT security measures.
• Secure disposal of information when no longer required.
• Limiting access to personal information to those who need it for their work.

No method of electronic transmission or storage is completely secure. However, we take reasonable steps to reduce the risk of unauthorised access, misuse or disclosure.

12. Retention and destruction of information

We keep personal information for as long as reasonably required for the purpose for which it was collected, to provide services to you, to comply with taxation and corporate record-keeping obligations, to meet professional standards, and to protect our legal interests.

Accounting, taxation and corporate records may need to be retained for several years after the relevant transaction, engagement or financial year.

When information is no longer required, we will take reasonable steps to destroy it or permanently de-identify it, unless we are required or permitted by law to retain it.

13. Accessing your personal information

You may request access to personal information we hold about you.

We will respond to access requests within a reasonable time. We may need to verify your identity before providing access.

In some circumstances, we may refuse access, including where giving access would:

• Breach another person’s privacy.
• Prejudice legal proceedings or investigations.
• Reveal commercially sensitive information.
• Breach legal professional privilege or confidentiality obligations.
• Be otherwise permitted or required by law.

If we refuse access, we will explain the reason where it is reasonable and lawful to do so.

14. Correcting your personal information

We take reasonable steps to ensure the personal information we hold is accurate, complete and up to date.

If you believe information we hold about you is incorrect, incomplete or out of date, please contact us and ask us to correct it.

We may need to verify the corrected information before updating our records.

15. Data breaches

If we become aware of a data breach involving personal information, we will take steps to contain the breach, assess the risk, and take remedial action.

Where a breach is likely to result in serious harm and we are required to notify affected individuals and the Office of the Australian Information Commissioner, we will do so in accordance with the Notifiable Data Breaches scheme.

16. Complaints

If you have a question or complaint about how we handle your personal information, please contact us first so we can try to resolve the issue.

Privacy complaints should be sent to:

Please include your name, contact details and details of your concern.

We will acknowledge your complaint within a reasonable time and aim to resolve it promptly. We may ask you for further information so we can properly investigate the matter.

If you are not satisfied with our response, you may contact the Office of the Australian Information Commissioner.

17. Changes to this Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our business, services, technology or legal obligations.

The current version will be published on our website. The date at the top of this Privacy Policy shows when it was last updated.

18. Contact us