Elevate Accounting Privacy Policy

Effective: 12th June 2025

Elevate Accounting Pty Ltd (“we”, “us”, “our”) is committed to protecting your privacy and handling your personal information in accordance with the Privacy Act 1988 (Cth), the Australian Privacy Principles (APPs), and all other relevant laws and regulations, including the requirements of the Tax Practitioners Board (TPB) and the Notifiable Data Breaches (NDB) scheme. This policy explains how we collect, use, store, disclose, and protect your personal information.

What Information We Collect

We may collect and hold personal information including:

• Names, addresses, contact details, dates of birth
• Tax File Numbers (TFNs) and other government identifiers
• Financial, tax, and accounting records
• Identification documents (for KYC and AML compliance)
• Information collected during meetings (including audio/video recordings and AI-generated summaries, with your consent)
• Any other information required to provide our services or comply with legal obligations

We only collect sensitive information where necessary and with your consent, or as required by law.

How We Collect Information

We collect information:

• Directly from you (e.g., forms, emails, phone calls, meetings, our website)
• From third parties (e.g., ATO, ASIC, financial institutions, your other advisers) with your consent or as authorised by law
• Automatically through our website and digital services (see “Cookies and Analytics” below)
• By recording, transcribing, and summarising meetings using artificial intelligence (AI) tools, with your explicit consent

Use of Artificial Intelligence and Automated Tools

With your consent, we may record, transcribe, and summarise meetings (in-person, video, or telephone) using AI applications to improve service quality, maintain accurate records, and provide you with clear meeting summaries. You may request that meetings not be recorded or processed by AI at any time. All information is handled in accordance with this policy and Australian privacy law.

Why We Collect and Use Your Information

We collect, hold, use, and disclose your personal information to:

• Provide accounting, taxation, business advisory, and related services
• Verify your identity and comply with KYC/AML requirements
• Communicate with you and respond to your enquiries
• Meet our legal, regulatory, and professional obligations (including TPB and ATO requirements)
• Improve our services, including through the use of AI and digital tools
• Manage and resolve complaints or disputes

Disclosure of Your Information

We may disclose your information to:

• Our employees, contractors, and related entities
• Third-party service providers (e.g., IT, cloud storage, AI transcription, legal and regulatory advisers)
• Government agencies (e.g., ATO, ASIC) as required by law
• Other parties with your consent or as authorised by law

Some service providers may be located outside Australia. Where this occurs, we take reasonable steps to ensure your information is protected in accordance with Australian privacy laws.

Handling of Tax File Numbers (TFNs) and Client Records

We collect, use, and store TFNs only as permitted by law and in accordance with TPB and OAIC guidelines. Access to TFNs is strictly limited to authorised personnel. We do not retain original proof-of-identity documents, but we maintain records of identity checks for at least five years after our engagement ends.

Data Security

We take all reasonable steps to protect your personal information from misuse, interference, loss, unauthorised access, modification, or disclosure. Measures include:

• Secure physical and electronic storage
• Encryption and multi-factor authentication
• Access controls and staff training
• Regular security audits and reviews

Data Breach Notification

If we become aware of a data breach that is likely to result in serious harm, we will notify affected individuals and the Office of the Australian Information Commissioner (OAIC) in accordance with the Notifiable Data Breaches scheme.

Your Rights

You have the right to:

• Access the personal information we hold about you
• Request correction of your information if it is inaccurate or incomplete
• Request deletion of your personal information (“right to be forgotten”), subject to our legal and professional record-keeping obligations
• Request data portability (where applicable)
• Withdraw your consent to the collection or use of your information at any time (where consent is the basis for processing)
• Make a complaint about our handling of your information

To exercise these rights, please contact us using the details below. We will respond within 30 days.

Cookies and Analytics

Our website uses cookies and analytics tools to improve your experience and analyse usage. You can control cookie preferences in your browser settings.

Changes to This Policy

We may update this policy from time to time. Significant changes will be communicated to you directly (e.g., by email). The latest version will always be available on our website.

Contact Us

If you have any questions, concerns, requests, or complaints about our privacy practices, please contact:

Elevate Accounting Pty Ltd
Level 9, 1 Richardson Street, South Perth WA 6151
[email protected]
08 9460 1040

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