Privacy Policy

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Last Updated: 1 April, 2025

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1. Introduction

Business Books n BAS (ABN 27 886 413 667) values your privacy and is committed to protecting any personal information collected in accordance with the Australian Privacy Principles (APPs) and the Privacy Act 1998 (Cth) (the Act).

 

This Privacy Policy outlines how we collect, use, and disclose personal information. We are committed to managing all client and personal data in line with our obligations under the Act. In addition, we acknowledge our affiliation with Gold Coast Virtual CFO, and confirm that any personal information shared across our affiliated entities will be handled in accordance with this Policy and all applicable privacy laws.

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2. Collection of Personal Information

"Personal information" refers to data or an opinion about a specific individual or an individual who can be reasonably identified from that information.

 

We collect and store personal information about contractors, clients, potential clients, and others we engage with during business activities. This collection of information is essential for delivering high-quality services, efficiently streamlining our operations, and complying with relevant legal and regulatory requirements.

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3. What Personal Information We Collect

In the course of delivering our services, we collect a range of personal information from both existing and prospective clients as part of our engagement and service delivery processes.

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This information may consist of your name, birth date, and contact details, including residential and mailing addresses, phone numbers, and email addresses. We may also collect records of previous enquiries, our communications with you, and specifics about any services provided. Additionally, it may include financial information and, if applicable, your Australian Business Number (ABN) or registered business name. Generally, personal data is gathered directly from you during in-person meetings, through submitted documents, or via phone calls, emails, or our website.

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Sometimes, we may receive personal information from an authorised representative, an affiliate, or another third party acting on your behalf to help us deliver our services. This information is essential for offering high-quality services, ensuring smooth business operations, and complying with legal and regulatory requirements obligations.

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4. Why We Collect Your Personal Information

We collect your personal information to operate our business, deliver and promote our services, and for purposes that are necessary or incidental to the provision of those services. This may also include purposes that you would reasonably expect, purposes permitted or required by law to comply with our legal obligations or any other purposes that have been disclosed to you or for which you have provided consent.

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Your personal information may also be disclosed to third parties who assist us in the delivery of our services, including providers of support services and professional advisers.

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5. Disclosure of Personal Information

We are committed to collecting personal information in a manner that is fair, lawful, and minimally intrusive. The type and extent of information we collect will depend on the nature of your interaction or relationship with us.

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Personal information will only be retained as long as necessary to fulfil the purposes for which it was collected or as required by law. When the information is no longer needed for these purposes, and there is no legal obligation to retain it, we will take reasonable steps to destroy or de-identify the information securely.

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We will use or disclose personal information solely for the purpose for which it was collected unless you have given your consent, the use or disclosure is reasonably expected, or it is otherwise permitted or required by law, including for direct marketing, as detailed below.

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We do not sell or rent your personal data under any circumstances.

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5a. Existing clients, potential clients, and professional or community stakeholders.

Personal information collected from clients, potential clients, and other contacts may be disclosed to:

• employees, representatives, or contractors engaged to deliver services or carry out functions for us;

• service providers who support our marketing efforts to promote our services to current and potential clients;

• authorised third-party service providers, such as, but not limited to, those offering cloud-based accounting platforms, payroll processing software, and IT support services.

• government authorities or regulatory bodies, as necessary, to provide services on your behalf or to comply with legal or regulatory obligations;

• our professional advisors, including legal or accounting professionals and

• other relevant entities or organisations, where applicable to the services we provide or as permitted by law.

 

5b. Direct Marketing

We may use or disclose your personal information to keep you informed about our services, promotions, industry updates, and other opportunities that may be relevant to you. These communications may be sent directly by us or through an authorised marketing provider acting on our behalf.

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If you do not wish to receive marketing communications, you may opt out at any time. To do this, simply click the "unsubscribe" or "opt-out" link included in our emails, or contact us at info@busbookbas.com.au or through our website’s contact form.

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Please note that opting out of marketing communications will not affect our ability to contact you regarding any existing business relationship or the services we are currently providing to you.

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6. Website Collection of Personal Information

When you visit our website, we may collect certain information, including your IP address, browser type, and access times. We may also use cookies to enhance your browsing experience, track website traffic, and gather anonymised statistical data to improve site functionality. This information does not personally identify you.

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If you submit personal information through our website, we may keep your details in our customer relationship management (CRM) system. This allows us to respond to your enquiry and, when appropriate, provide you with information about our services or promotional opportunities.

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You can opt out of receiving such communications anytime by contacting us at info@busbookbas.com.au.

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7. Data Security of Private Information

We implement appropriate measures to safeguard the personal information we hold against misuse, loss, unauthorised access, alteration, or disclosure. We utilise a combination of physical, electronic, and procedural safeguards to ensure your privacy is maintained. However, since the internet is not entirely secure, we cannot guarantee the safety of any information sent to us online.

 

If a data breach involves personal information, the risk level can differ. A breach may be deemed eligible if it poses a significant risk of serious harm to an individual. In these situations, we will inform the affected individual(s) and the Office of the Australian Information Commissioner. Additionally, we will offer suggestions on measures individuals can take to safeguard themselves in light of the breach.

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8. Access and Correction of Personal Information

It is essential that the information we hold about you is accurate. Except in certain situations, you have the right to access your personal information and request corrections. We will take reasonable steps to update or correct any information in our possession that is inaccurate, incomplete, outdated, irrelevant, or misleading as soon as possible.

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If you would like to access your personal information, please contact us at info@busbookbas.com.au or through our website's contact form.

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9. Complaints

If you have any concerns or complaints about how we handle your personal information, please contact us at info@busbookbas.com.au or through our website's contact form.

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We take all privacy complaints seriously and will investigate any concerns raised. We will quickly confirm that we received your complaint and strive to respond within a reasonable time frame, typically within 30 days. Should your complaint need more time for a thorough investigation, we will update you on our progress. Additionally, we might need to verify your identity and ask for further information to address your concern effectively.

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If you are dissatisfied with how we have addressed your complaint, you may reach out to the Office of the Australian Information Commissioner (OAIC).

More information is available at: https://www.oaic.gov.au/privacy/privacy-complaints/lodge-a-privacy-complaint-with-us

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10. Updating privacy policy

We will periodically review our Privacy Policy to ensure it aligns with best practices and remains compliant with legislative requirements. Changes to our Privacy Policy will be reflected in a new version of this document, indicating the effective date. Our commitment to your personal information will be governed by the most recent and up-to-date Policy in effect.

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11. Contacting Us

We welcome your feedback on this Privacy Policy. If you have any questions or would like more information, please contact us at info@busbookbas.com.au or through our website's contact form.

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