Privacy policy

1. Who we are

This policy explains how Collective Business Services Pty Ltd, ABN 36 168 655 730, trading as VIP Accounting (we, us, our), handles your personal information. We are a registered tax agent, number 25478670.

We are bound by the Privacy Act 1988 (Cth) and the Australian Privacy Principles, and by the Privacy (Tax File Number) Rule 2015 in relation to tax file numbers.

2. The information we collect

To provide accounting, tax and NDIS plan management services, we may collect:

• your name, residential address, phone number and email address;
• your tax file number (TFN) and date of birth;
• your bank account details (account name, BSB and account number);
• your occupation or business activity, residency status and visa details;
• Medicare and private hospital insurance details;
• details of your spouse and dependants, where relevant to your return;
• details of your income, expenses, deductions and assets;
• identity documents and other files you upload to us; and
• for NDIS plan management, plan and funding details, invoices and provider details.

Some of this is sensitive information under the Privacy Act. We only collect it where it is reasonably necessary for our services, and generally with your consent.

3. Tax file numbers

4. How we collect your information

We usually collect information directly from you — through our online forms, by email, over the phone, or in person. We may also collect it from the ATO (including through the ATO portal), from your employer or financial institutions where you have authorised this, and from your previous accountant or tax agent.

5. Why we use your information

• to prepare and lodge tax returns and other ATO documents on your behalf;
• to provide bookkeeping, payroll, reporting and advisory services;
• to manage NDIS plan payments, budgets and claims;
• to verify your identity, as we are required to do;
• to invoice you and manage our relationship with you; and
• to meet our legal, professional and record-keeping obligations.

6. Who we disclose it to

We may disclose your personal information to:

• the Australian Taxation Office and other government agencies, as required;
• the National Disability Insurance Agency and your providers, for plan management clients;
• our software and IT service providers, who host or process data on our behalf;
• your other advisers, where you ask us to; and
• anyone else where you consent, or where we are required or permitted by law.

We do not sell your personal information, and we do not disclose it for marketing by other organisations.

Address suggestions on our forms

When you type an address into one of our online forms, the characters you type in that one box are sent to Google's Places service so it can suggest matching Australian addresses. This happens only in the address box, only while you are typing in it, and only if you use our online forms. Nothing else you enter — and in particular not your tax file number, date of birth or bank details — is sent to Google. You can ignore the suggestions and type your address in full instead.

Overseas disclosure

[CHECK — required.] Some cloud software stores data outside Australia. Please confirm which providers you use (for example Xero, Microsoft 365, Dropbox, Airtable) and where they store data, so this section can name the countries involved. If all your providers store data in Australia, this section should say so instead.

7. How we store and protect it

We take reasonable steps to protect your information from misuse, interference, loss, and unauthorised access, modification or disclosure. These steps include access controls on our systems, reputable providers with encryption, and staff obligations of confidentiality. [CHECK — describe your actual measures, for example multi-factor authentication and who has access to client files.]

No transmission over the internet can be guaranteed completely secure. If you would rather not send sensitive documents online, contact us and we will arrange another way.

If a data breach occurs that is likely to cause you serious harm, we will notify you and the Office of the Australian Information Commissioner (OAIC), as the Notifiable Data Breaches scheme requires.

8. How long we keep it

We keep client records, including proof of identity records, for at least five years after our engagement with you ends, as required by the Tax Practitioners Board and taxation law. We then destroy or de-identify information we no longer need.

9. Accessing and correcting your information

You can ask us for a copy of the personal information we hold about you, and ask us to correct it if it is wrong or out of date. Email [email protected] and we will respond within a reasonable period. We will tell you if we cannot give you access, and why.

10. Complaints

If you think we have mishandled your personal information, please contact us first at [email protected] or 02 4017 0160. We will investigate and respond to you.

If you are not satisfied with our response, you can complain to the Office of the Australian Information Commissioner at oaic.gov.au.

Complaints specifically about a tax agent service can also be made to the Tax Practitioners Board — see our terms and conditions for details.

11. Cookies and website analytics

[CHECK.] This website currently sets no tracking or advertising cookies. If you later add website analytics, this section should say what is collected and how visitors can opt out.

12. Changes to this policy

We may update this policy from time to time. The current version is always shown on this page, with the date it was last updated.

13. Contact us

• Email: [email protected]
• Phone: 02 4017 0160
• Postal address: [CHECK — add your business address]