Privacy Policy
The Vault Bookkeeping Pty Ltd
ABN 19 643 360 123
36 Church Street, Maitland NSW 2320
Email: katie@thevaultbookkeeping.com
Phone: 0425 777 474
Website: www.thevaultbookkeeping.com.au
1: Commitment to Privacy
-
The Vault Bookkeeping Pty Ltd is committed to protecting your privacy and handling personal information in accordance with the Privacy Act 1988 (Cth) and the Australian Privacy Principles.
-
This policy explains how we collect, use, disclose, store and protect your personal information.
2: What Personal Information We Collect
We may collect the following personal information:
-
Full name
-
Residential or business address
-
Email address
-
Phone number
-
Date of birth
-
Driver licence or other identification documents
-
Tax File Numbers
-
Bank account details
-
Superannuation details
-
Financial records and transaction data
-
Information required to provide BAS and bookkeeping services
We collect only the information necessary to provide our services and meet our legal obligations under the Tax Agent Services Act 2009 and applicable privacy laws. Where identification documents or banking details are collected, this is solely for the purposes of service delivery and payment processing. This information is not collected for the purposes of customer due diligence or verification under the Anti-Money Laundering and Counter-Terrorism Financing Act 2006.
3: How We Collect Personal Information
We collect personal information directly from you through:
-
Website enquiry forms
-
Email correspondence
-
Phone calls
-
In person meetings
-
Signed service agreements
We also collect information through authorised third party platforms including cloud accounting software such as Xero and other service integrations used to deliver our services.
4: Sensitive Information
As a bookkeeping and BAS Agent practice, we may collect sensitive financial information, including Tax File Numbers and financial records.
We handle this information in accordance with Australian privacy laws and professional obligations.
5: Purpose of Collection
We collect and use personal information to:
-
Provide bookkeeping and BAS services
-
Manage client accounts
-
Prepare reports and compliance documentation
-
Process payments
-
Communicate with clients
-
Meet legal and regulatory requirements
-
Send marketing communications where consent has been provided
6: Disclosure of Personal Information
We may disclose personal information where necessary to:
-
The Australian Taxation Office
-
Accountants and professional advisers
-
Cloud software providers such as Xero
-
Payment processing providers
-
Government authorities as required by law
We do not sell or trade personal information.
We do not use offshore subcontractors.
7: Marketing Communications
We may send marketing or informational emails. You may unsubscribe from marketing communications at any time by using the unsubscribe link or contacting us directly.
8: Storage and Security
We store personal information using a combination of:
-
Secure cloud based platforms
-
Password protected computer systems
-
Two factor authentication
-
Physical files stored securely at our premises
Access to personal information is restricted based on staff roles and responsibilities.
We take reasonable steps to protect personal information from misuse, interference, loss, unauthorised access, modification or disclosure.
9: Cookies
Our website uses cookies to enhance user experience and website functionality. By using our website, you consent to the use of cookies.
10: Access and Correction
You may request access to personal information we hold about you. You may also request correction if you believe the information is inaccurate or incomplete.
Requests should be made in writing to: katie@thevaultbookkeeping.com
We will respond within a reasonable timeframe.
11: Data Retention
We retain client records for a minimum of 7 years to comply with legal and regulatory requirements.
When personal information is no longer required:
-
Digital records are permanently deleted
-
Physical records are securely destroyed using shredding services
12: Privacy Complaints
If you have a privacy complaint, you may contact:
Katie
The Vault Bookkeeping Pty Ltd
katie@thevaultbookkeeping.com
0425 777 474
13: Changes to This Policy
We may update this Privacy Policy from time to time. The most current version will always be available on our website.
14: AML/CTF Position
The Vault Bookkeeping Pty Ltd has assessed its services against the Anti-Money Laundering and Counter-Terrorism Financing Act 2006 (Cth), as amended by the Anti-Money Laundering and Counter-Terrorism Financing Amendment Act 2024, including the designated services listed in Table 6 of subsection 6(5B).
Based on this self-assessment, The Vault Bookkeeping Pty Ltd has determined that it does not provide designated services under the Act and is accordingly not enrolled as a reporting entity with AUSTRAC.
This position is reviewed annually and whenever there is a material change to the nature of services we provide. Where our services change in a way that may trigger reporting entity obligations, we will update our assessment and take appropriate steps to comply.
Personal information collected by this practice is gathered for the purposes of service delivery, payment processing, and compliance with BAS Agent obligations under the Tax Agent Services Act 2009. It is not collected for the purposes of customer due diligence under the AML/CTF Act.