Privacy Policy

Effective Date: June 2026

1. Our Commitment to Your Privacy

Vegan Accounting (“Vegan Accounting”, “we”, “our” or “us”) respects your privacy and is committed to protecting the personal information we collect, use, store and disclose.

This Privacy Policy explains how we handle personal information when you engage our accounting, tax, bookkeeping, business advisory or related services, visit our website, submit an enquiry, request a quote, book a consultation or otherwise communicate with us.

This Privacy Policy is intended to support our compliance with the Privacy Act 1988 (Cth), the Australian Privacy Principles, and where applicable, the Privacy (Tax File Number) Rule 2015.

2. Who This Policy Applies To

This Privacy Policy applies to current, former and prospective clients of Vegan Accounting, as well as users of our website and individuals who communicate with us.

It applies to personal and business information collected through:

• Accounting, bookkeeping and taxation services
• Business advisory and reporting services
• Consultation bookings and quote requests
• Website forms and online enquiries
• Client portals and cloud-based software
• Email, telephone, video and in-person communications
• Information provided by authorised third parties

3. Information We Collect

The type of information we collect depends on the services we provide to you. This may include:

Personal Information

• Full name
• Residential, postal or business address
• Email address
• Telephone number
• Date of birth
• Occupation or employment details

Identification and Government Information

• Tax File Number (TFN)
• Australian Business Number (ABN)
• Australian Company Number (ACN)
• Director identification information
• Driver licence, passport or other identity verification documents where required

Financial and Taxation Information

• Income, deductions and expenses
• Business financial records
• Bank account details
• Superannuation information
• Payroll and employee information
• Financial statements, tax returns and supporting documents
• ATO, ASIC and other regulatory correspondence

Business Information

• Business structure and ownership details
• Company, trust, partnership or sole trader information
• Director, shareholder, beneficiary or trustee information
• Management reports, budgets, forecasts and business performance data

Website and Technical Information

• IP address
• Browser type
• Device information
• Pages visited
• Referral sources
• Website usage and analytics data

Communications

• Emails and attachments
• Telephone notes
• Meeting notes
• Consultation notes
• Client portal messages
• Other correspondence with you

4. How We Collect Information

We may collect personal information:

• Directly from you
• When you submit a form on our website
• When you request a quote or book a consultation
• When you engage us to provide accounting, taxation or advisory services
• Through client portals, accounting software and secure document-sharing platforms
• From the Australian Taxation Office, ASIC or other regulators where authorised
• From banks, payroll providers, bookkeepers, lawyers, financial advisers or other professional advisers with your consent
• From publicly available registers or sources where appropriate

5. Why We Collect and Use Information

We collect, use and hold personal information for purposes reasonably necessary to provide our services and operate our business, including to:

• Provide accounting, bookkeeping, taxation and advisory services
• Prepare and lodge tax returns, BAS, financial statements and other compliance documents
• Communicate with you about your services, obligations and enquiries
• Verify your identity where required
• Manage client relationships and records
• Comply with our legal, regulatory and professional obligations
• Interact with the ATO, ASIC, ABRS and other regulators on your behalf where authorised
• Improve our website, systems and client experience
• Send relevant service updates, newsletters or marketing communications where permitted
• Protect our legal rights and manage disputes, complaints or investigations

6. Tax File Numbers

Where we collect, use, store or disclose Tax File Number information, we do so in accordance with the Privacy Act 1988 (Cth) and the Privacy (Tax File Number) Rule 2015.

We only collect, use or disclose TFN information where permitted by taxation, superannuation or other applicable laws. We take reasonable steps to protect TFN information from misuse, loss, unauthorised access, modification or disclosure.

7. Disclosure of Personal Information

We may disclose your personal information where necessary to provide our services, comply with the law or operate our business.

This may include disclosure to:

• The Australian Taxation Office (ATO)
• Australian Securities and Investments Commission (ASIC)
• Australian Business Registry Services (ABRS)
• Other government agencies or regulators where required
• Cloud accounting and tax software providers
• Client portal and document management providers
• Payment, invoicing and administration providers
• IT, cybersecurity and cloud hosting providers
• Professional advisers, including lawyers, auditors, insurers and consultants
• External contractors or consultants engaged to assist us in providing services
• Third parties where you have provided consent
• Courts, tribunals, regulators or law enforcement agencies where required by law

We do not sell, rent or trade your personal information to third parties.

8. Third-Party Software and Service Providers

We may use third-party platforms and service providers to securely manage client information and deliver our services. These may include accounting software, tax lodgement software, client portals, email systems, document storage systems, website hosting providers and payment platforms.

Examples may include platforms such as Xero, MYOB, QuickBooks, TaxDome, LodgeiT, Microsoft 365, Google Workspace, secure cloud storage providers and similar professional systems.

These providers may have their own privacy policies, security standards and data handling practices.

9. Overseas Disclosure and Cloud Storage

Some of our software, cloud, hosting or technology providers may store or process information on servers located outside Australia.

Where personal information is stored or processed overseas, we take reasonable steps to use reputable providers with appropriate privacy and security safeguards.

10. External Contractors and Confidentiality

Vegan Accounting Australia may engage external contractors, consultants or professional service providers to assist with accounting, bookkeeping, tax, advisory, administration, technology or compliance work.

Any contractors or service providers who handle client information are required to maintain confidentiality and handle personal information in accordance with applicable privacy obligations.

11. Data Security

We take reasonable steps to protect personal information from misuse, interference, loss, unauthorised access, modification or disclosure.

Our security measures may include:

• Secure cloud-based systems
• Client portals and secure document transfer systems
• SSL encryption
• Multi-factor authentication
• Password protection
• Access controls
• Secure backups
• Confidentiality obligations for staff and contractors
• Cybersecurity monitoring and updates

While we take reasonable precautions, no method of electronic transmission or storage is completely secure. Clients are encouraged to use strong passwords, protect their login details and notify us promptly of any suspicious activity.

12. Cookies and Website Analytics

Our website may use cookies and similar technologies to improve functionality, analyse website traffic and understand how visitors interact with our website.

We may use analytics tools such as Google Analytics or similar services. These tools may collect information including your IP address, browser type, device type, pages visited and time spent on our website.

You can manage or disable cookies through your browser settings. Some website features may not function properly if cookies are disabled.

13. Marketing Communications

We may send newsletters, updates, invitations or information about our services where permitted by law.

You can opt out of marketing communications at any time by clicking the unsubscribe link in our emails or contacting us directly.

Even if you opt out of marketing communications, we may still send you service-related communications that are necessary for the provision of our services.

14. Data Retention

We retain personal information for as long as reasonably necessary to provide our services, comply with legal and regulatory obligations, resolve disputes and maintain business records.

Accounting and taxation records are generally retained for a minimum of seven years, or longer where required by law, professional standards or legitimate business purposes.

15. Notifiable Data Breaches

We maintain procedures to identify, assess and respond to data breaches.

If a data breach occurs and is likely to result in serious harm, we will comply with our obligations under the Notifiable Data Breaches Scheme. This may include notifying affected individuals and the Office of the Australian Information Commissioner where required.

16. Access and Correction

You may request access to personal information we hold about you. You may also request that we correct personal information if you believe it is inaccurate, incomplete, out of date or misleading.

Requests should be made in writing using the contact details below. We may need to verify your identity before providing access or making corrections.

17. Complaints

If you have a concern about how we have handled your personal information, please contact us first so we can review and respond to your complaint.

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

Office of the Australian Information Commissioner
Website: www.oaic.gov.au

18. Children’s Privacy

Our services are intended for adults and businesses. We do not knowingly collect personal information from individuals under 18 years of age unless it is necessary for taxation, accounting or family-related financial matters and appropriate consent has been obtained.

19. Changes to This Privacy Policy

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

The latest version will be published on our website and will apply from the effective date stated above.

Liability limited by a scheme approved under Professional Standards Legislation.