Generally we will collect personal information directly from you with your consent. We only collect personal information that is reasonably necessary for, or directly related to, our functions or activities. We are a firm of Chartered Accountants providing business consultancy, corporate governance, accounting and taxation advice. We also provide forensic accounting services in investigations and litigation proceedings.
Sometimes we will collect personal information from another source, but only if:
We take reasonable steps to protect personal information we hold from misuse, interference, loss and from unauthorized access, modification or disclosure. When no longer required, personal information is archived, deleted or destroyed in a secure manner.
- About this Document
You can obtain further information regarding the APPs and your privacy rights at the Office of the Australian Information Commissioner (OAIC) at www.oaic.gov.au.
- Personal or sensitive information we collect
We may collect personal information that you have supplied to us such as your name, age, date of birth, address, and other contact details. We may also collect sensitive information from you with your consent (in specific circumstances).
The type of information we may collect depends on your dealings and services you contract with us and may include:
- Name, contact details, address details;
- Identification information – e.g. your tax file number, date of birth, driver’s licence;
- Employment information – e.g. current and historical;
- Financial information – e.g. bank accounts, shareholdings, loans;
- Business information – e.g. accounting records and tax information;
- Current financial circumstances – e.g. assets and liabilities, credit reporting, income, expenditure, insurance, superannuation;
- Financial and strategic needs and objectives and aversion or tolerance to risk;
- Any other information which helps build a picture of your business’ particular needs and financial situation; and
- Information provided to us via client surveys.
- Collection & Use
We may collect personal information from you or from third parties by:
- Having face-to-face meetings and telephone discussions with you;
- Asking you to complete client questionnaires;
- You using our website and interacting with our social media sites (including when you submit an enquiry or contact form);
- You communicating with us through correspondence – e.g. phone, email, client portals;
- When we supply products or services to you
- Conferring with third parties such as financiers or the Australian Taxation Office on your behalf;
- Requesting information from a publicly available source.
We collect personal information from you to be able to provide you with the services you have requested us to provide or for other reasons including:
- Provision of professional services in the fulfillment of our contractual and other regulatory obligations;
- Maintaining tax and related records;
- Communication on relevant matters such as changes in taxation laws;
- Providing you with advice in the areas of taxation, accountancy or other advisory services;
- Preparing tax returns and financial accounts; and
- Providing information to authorities such as the Australian Taxation Office (ATO) or the Australian Securities and Investments Commission (ASIC) or in accordance with law or a court or tribunal;
- Promotional and marketing purposes pertaining to VIISUM including training and events;
- Assessing suitability of employment or suitability of contractors;
- Liaising with third parties on your behalf such as financial institutions, government organisations, insurance;
- VIISUM training and quality improvement purposes including analysing record keeping and communications between you and us.
We will not use your personal information for any purpose other than:
- The provision of the above services;
- A related purpose in circumstances where you would reasonably expect such use;
- Where you have consented to such use; or
- In circumstances other authorised by the APPs and/or the Privacy Act.
- Residents in the European Union and United Kingdom
If you are a resident in the EU or UK, you have certain rights in relation to your personal information. VIISUM complies with these rights in dealing with your personal information.
Where applicable, and unless otherwise provided in the GDPR, you have the following rights:
- to be informed of how we may use your personal information;
- to request access to your personal information (noting that we may require you to prove your identity before providing the information);
- to have any errors, inaccuracies or incomplete personal information about you rectified;
- to request that we delete your personal information. This will be done unless we need to retain such information to comply with legal obligations or to establish, exercise or defend legal claims;
- to request a restriction of our processing of your personal information;
- to obtain from us personal information we hold about you for transmission to yourself, or for portability purposes;
- to object to your personal information being used; and
- to withdraw your consent at any time for us to process your personal information. This includes opting out of any marketing messages that you may receive from us.
To exercise any of the above rights in relation to your personal information, please contact us using the contact information in the complaints and inquiries section of this policy below.
We may disclose your personal information for the following purposes:
- To enable you to access and use our services and in turn provide our services to you;
- To provide you with direct marketing materials that may be of interest to you such as articles or product brochures or correspondence from our business partners;
- For purposes that you consent to such disclosure or for a related purpose where you would reasonably expect such disclosure; and
- Any circumstance otherwise authorised by the APPs and/or the Privacy Act.
We will only use sensitive information for the primary purpose it was obtained for or for a secondary purpose that is directly related to the primary purpose (or where otherwise required by law).
We may disclose your personal and sensitive information to trusted third parties, including the following entities:
- Our representatives, advisers, employees, dealers, agents and related bodies corporate;
- Third party suppliers and service providers such as the providers for the operation of our website or business services;
- The Australian Taxation Office (ATO) to meet ongoing compliance;
- The Australian Securities & Investments Commission (ASIC) on request to meet ongoing compliance, mandatory professional standards and other legal obligations;
- Specific third parties authorised by you to receive information held by us; and
- As required by law or directed by legal decision/process; and
- Any industry body, tribunal, court or otherwise connected with any complaint regarding our services.
In some of the situations outlined above, the disclosure may be to parties located overseas. This may be the case where data servers are located off-shore, or where we have staff, agents or international service providers physically located outside Australia and disclosures are made for the purposes of completing our services to you.
We take our security obligations seriously. Your personal information is regarded as confidential at all times and may be held in both hard copy and/or electronic versions. We will take all reasonable steps to safeguard your information so that it is not misused, lost, modified, accessed by unauthorised persons or disclosed without authorisation. When no longer required, personal information is archived, deleted or destroyed in a secure manner in accordance with our obligations under the Privacy Act.
As responsible data custodians we are familiar with the requirements of the Notifiable Data Breaches scheme and are committed to responding to data breaches in accordance with our obligations under the Privacy Act. We will notify the Office of the Australian Information Commissioner and you if there is unauthorised access to, unauthorised disclosure of, or loss of, personal information held by us and the access, disclosure or loss is likely to result in serious harm to any of the individuals to whom the information relates in accordance with the Privacy Act.
- Accessing, Updating and Correcting Your Personal and Sensitive Information
You have a right to access your personal information, subject to exceptions allowed by law. If you would like to do so, please provide us with a request in writing to the contact details listed below. Depending upon the complexity of the request, we will endeavour to respond to you within four weeks of receiving your request. We reserve the right to charge a fee for searching for, and providing access to, your information on a per request basis. Where we cannot provide you with access to all of your personal information, we will provide you with reasons why. We may also require your identity to be verified when you send in your request and prior to sending any substantive response. If at any time you believe that information we hold about you is incomplete, inaccurate, irrelevant, misleading or not up-to-date, please contact us and we will take reasonable steps to correct the information in accordance with the Privacy Act.
- Complaints and Inquiries
PO Box 240, Civic Square, ACT 2608
02 5104 0838
Please make sure to include your name and return contact details with any inquiry.
We will endeavour to respond to your complaint or inquiry within a reasonable period from when it is received.
If you are not satisfied with our response to your complaint or inquiry you can contact the Office of the Australian Information Commissioner (OAIC) at www.oaic.gov.au.
Date Effective: 12th March 2023