Version 2 - September 2019
YOUR RIGHT TO PRIVACY
Parallax Accounting is also subject to the requirements of the Accounting Professional & Ethical Standards Board.
WHAT IS 'PERSONAL INFORMATION' AND ‘SENSITIVE INFORMATION’?
As per the Office of the Australian Information Commissioner (OAIC), ‘Personal Information’ is any information or any opinion that could identify an individual or reasonably ascertain their identity, including whether this information or opinion is true or not, and whether this information is recorded in a material form or not. Personal information could include information such as your name, date of birth and contact details.
‘Sensitive information’ is any information or opinion that relates to health, racial or ethnic origin, political or religious beliefs, sexual preferences or practices, membership/s to professional associations, criminal record, and Tax File Numbers (TFNs). Sensitive information requires consent for collection unless required by law.
TYPES OF INFORMATION & INFORMATION COLLECTION TYPES OF INFORMATION
Parallax Accounting collects personal information in order to conduct activities in relation to the running of the firm and to provide you with a satisfactory service. Due to the nature of these activities, we ask for a range of personal and sensitive information from our clients.
The types of personal information we may collect can include:
- Name and contact details
- Date of birth and gender
- Personal information about your spouse and dependents
- Company/Trust details
- Employment/education details and history
- Bank account details
- Details of current financial circumstances including assets, liabilities, income, expenditure, investments, insurance cover and superannuation
- Documentation used for verification purposes
- Online interaction with our website, publications and social media activity
The types of sensitive information we may collect can include:
- Tax File Number (TFN)
- Details of any membership/s to any professional associations
- Health status
- Racial or ethnic origin
- Political or religious beliefs
Parallax Accounting collects the above information to provide clients with accounting, tax, bookkeeping, business development and self-managed super fund services. The firm uses a variety of formats for the collection of this information.
These formats include:
- Completion of the ‘New Client Profile Form’
- Telephone calls
- Receipt of emails, letters and other correspondence
- Appointments in person
- Verbal or in writing
We attempt only to collect personal and sensitive information directly from our clients or prospective clients. Parallax Accounting must gain consent to collect ‘sensitive information’. If this is unfeasible, we will attempt to collect this information in accordance with the Australian Privacy Principles.
COLLECTION OF SOMEONE ELSE’S PERSONAL
Clients must only provide personal information of someone else if they have given explicit consent to do so. The topics discussed within this policy must also be communicated to any person whose information has been provided by the client.
UNSOLICITED PERSONAL INFORMATION
There may be times where Parallax Accounting receives personal information that we did not solicit. In such situations, it will be determined if the firm under Australian Privacy Principle 3 could have collected the information, or whether law requires collection. If it is determined that the information could not have been collected and is not required by law, Parallax Accounting will destroy or de-identify the information unless the information collected is contained in a Commonwealth record.
WHAT HAPPENS IF YOU DO NOT PROVIDE THE INFORMATION?
If the information required is not provided, Parallax Accounting may be unable to provide our service sufficiently. Parallax Accounting will communicate the disadvantages of not providing this information to the client before the service is provided.
TAX FILE NUMBERS
USE OF PERSONAL INFORMATION
DISCLOSURE TO THIRD PARTY SERVICE PROVIDERS
Personal information may need to be disclosed to external service providers engaged by Parallax Accounting in order for those service providers to fulfill their service obligations to the firm. For example, IT service providers who assist in managing Parallax Accounting's servers and networks may need to access client data in order to maintain the servers and networks. Where personal information is disclosed to an external party, Parallax Accounting will take steps to ensure that the external party treats such information confidentially and in accordance with the federal Privacy Act 1988.
Parallax Accounting does not engage in any overseas outsourcing activities. However, the firm does disclose and transmit personal information via email to overseas clients only where consent is given. When disclosing information overseas Parallax Accounting will take reasonable steps to ensure the overseas recipient abides by the Australian Privacy Principles in relation to the information.
SECURITY OF PERSONAL INFORMATION
Parallax Accounting is committed to ensuring that all personal information collected is secure. We will take all reasonable precautions to protect the data from misuse, interference, loss, and unauthorised access, modification or disclosure. We retain information in both electronic and paper-based forms and provide suitable physical and electronic controls and managerial procedures to safeguard the information.
SECURITY MEASURES INCLUDE:
- Restricted access to the premises
- Restricted electronic access with computer passwords
- Virus protection software
- Encryption to protect electronic information
- Electronic back-up at an IT service provider within Australia
- Hard-drives backed-up daily and stored off-site
- Confidentiality regulations with all staff
RETENTION AND DISPOSAL OF PERSONAL INFORMATION
Parallax Accounting will only retain information as long as necessary to fulfil the purpose for which it was collected. Please note that personal financial records are required to be kept for 5 years, however, there are some exceptions where records must be kept for 7 years. Once the information is no longer necessary Parallax Accounting will take reasonable steps to destroy the information to ensure the information is de-identified.
CORRECTING AND ACCESSING PERSONAL INFORMATION
If any personal information we hold about you is not accurate, complete or up to date, please let us know and in most cases, we will use all reasonable efforts to update the information. You are able to do this by telephoning our office, emailing us with corrected information or visiting our office.
You may request us to provide you with access to personal information we hold about you. We will process all requests for access to personal information in accordance with the National Privacy Principles. In most cases, we will provide you with access to your personal information. However, we may refuse access in certain situations as listed in the National Privacy Principles. If we refuse access, we will provide you with reasons for our refusal.
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What Are Cookies
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The Cookies We Set
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Hopefully that has clarified things for you and as was previously mentioned if there is something that you aren't sure whether you need or not it's usually safer to leave cookies enabled in case it does interact with one of the features you use on our site.
However if you are still looking for more information then you can contact us through one of our preferred contact methods: https://www.parallaxaccounting.com.au/contact.html
CONCERNS AND COMPLAINTS
At Parallax Accounting, we take complaints very seriously. Once the complaint is received, it will be assessed and acted upon. If you are not satisfied with our response, you may contact the Office of the Australian Information Commissioner.
Contact us via the details supplied on this page. https://www.parallaxaccounting.com.au/contact.html
PARALLAX ACCOUNTING PTY LTD PRIVACY COMMITMENT
Parallax Accounting Pty Ltd respects the privacy rights of our clients, members and other organisations with whom we deal. We are committed to complying with all applicable privacy laws including the Privacy Act 1988 (Cth), the Australian Privacy Principles and the National Privacy Principles. We will only collect, use and maintain your personal information if we require it to provide an adequate service, or to meet our obligations under applicable laws. If we receive personal information that we did not solicit, appropriate steps will be taken in regards to de-identifying this information or collecting, if allowed by law. We will only disclose personal information to third parties for the purposes of managing, delivering and administering the product or service required, and disclosure of information to overseas clients will only be done where consent has been given to do so. Parallax Accounting Pty Ltd is committed to ensuring that all personal information collected is secure; therefore, suitable physical and electronic controls and managerial procedures are set in place to safeguard personal information.