Legal Information & Privacy Policy

Privacy Policy – Poole & Partners Pty Ltd

Poole & Partners Pty Ltd and its associated entities are committed to safeguarding your privacy and ensuring that your personal information remains secure. As your trusted accountant and adviser, we recognise the sensitivity of the information you provide to us. We strictly adhere to the National Privacy Principles (NPPs) and all applicable laws, regulations, and codes when collecting, using, disclosing, storing, and granting access to personal information.

Types of Personal Information Collected

We collect only the personal information that is relevant and necessary to provide the services you request. Most of this information is obtained directly from you or indirectly through your employer or professional advisers.

Poole & Partners may collect, but is not limited to, the following information:
– Name
– Date of Birth
– Postal and Business Addresses
– Tax File Number (TFN)
– Email Address
– Australian Business Number (ABN)
– Telephone and Fax Numbers
– Australian Company Number (ACN)
– Account and Business Records
– Bank Account Details
– Taxation Records
– Financial Records
– Business Associate Details
– Family Details

Exclusions:
This policy does not apply to:
– Acts or practices directly related to the records of current or former employees of Poole & Partners.
– Information about companies or partnerships, unless and to the extent that the information relates to identifiable individuals.

Please note that while you are not legally required to provide personal information, failure to do so may prevent us from adequately delivering the services you require.

Purpose of Collecting Personal Information

Your personal information is collected to enable us to deliver professional services you have requested, including:
– Accounting, taxation, and auditing
– Financial planning
– Superannuation fund establishment and administration
– Business advisory and related services

We may also use your information to:
– Send newsletters or updates relevant to your business or personal finances
– Notify you about important developments or regulatory changes
– Invite you to seminars or events hosted or conducted by us
– Assist in managing and improving our practice

Personal information may be shared within Poole & Partners to provide you with our full range of services. We will never sell, rent, trade, or otherwise supply your personal information to third parties without your prior consent.

We may disclose your information only when:
– It is necessary to provide a requested service (e.g., to ASIC for company incorporations).
– Required or authorised by law.
– You have provided explicit consent.

Automated Decision-Making and Use of Artificial Intelligence (AI)

In line with recent legislative developments on automated decision-making and AI, Poole & Partners:
– Limited Use of AI Tools: We may use AI-driven technologies or automated systems for tasks such as data analysis, fraud detection, and workflow efficiency. These tools assist our work but do not replace professional judgment.
– No Solely Automated Decisions: We do not make decisions that significantly affect your legal rights or obligations based solely on automated processing. All material decisions involve meaningful human review.
– Transparency and Explanation: If automated processes are introduced that could materially affect you, we will notify you in advance and provide clear explanations of their purpose, functionality, and key influencing factors.
– Your Rights: You may request details on how AI tools have been used in processing your data and seek human review of any decision made using such tools.
– Compliance: Our AI use complies with privacy, anti-discrimination, and consumer protection laws, including the Australian Privacy Act and relevant reforms.

Third Parties

Your personal information may be disclosed to trusted third parties, including:
– Government departments
– Australian Securities and Investments Commission (ASIC)
– Australian Taxation Office (ATO)
– Australian Prudential Regulation Authority (APRA)
– Centrelink
– Building Services Authority
– WorkCover
– Banks or financial institutions, but only where you have specifically consented (e.g., for finance applications)
– Organisations processing service requests on your behalf (e.g., company incorporations, superannuation fund establishment, or trust creation)
– Collection agencies

The following third parties may also access your information in limited circumstances:
– IT technicians providing on-site support (under supervision)
– Contract cleaners
– Secure document destruction providers
– Technology service providers involved in AI systems

Keeping Your Personal Information Secure

We prioritise the security and confidentiality of your personal information. Reasonable precautions are taken to prevent misuse, loss, unauthorised access, modification, or disclosure.

Security measures include:
– Restricted access to premises and physical records
– Continuous office surveillance via a back-to-base security system
– Password protection on all computers
– Use of firewalls and antivirus software for electronic data
– Secure document shredding services
– Confidentiality agreements signed by all employees and contractors

While we strive to maintain robust security, please be aware that no electronic storage or transmission method is completely secure.

If personal information is no longer needed, we will take reasonable steps to destroy or permanently de-identify it.

Accessing and Correcting Your Personal Information

You may request access to your personal information held by Poole & Partners by writing to:

The Privacy Officer
Poole & Partners Pty Ltd
PO Box 206
Mooloolaba QLD 4557

We will respond as soon as practicable and aim to provide access within 30 days. A reasonable fee may be charged to recover costs depending on the volume of material and time required.

Access may be denied if:
– Providing access would be unlawful.
– Access is required or authorised to be denied by law.
– Granting access would unreasonably impact another individual’s privacy.
– The requested information relates to existing or anticipated legal proceedings between you and Poole & Partners, and would not be accessible through standard legal discovery processes.

If you believe any personal information we hold is inaccurate, incomplete, or out of date, please contact us to request corrections.

Contact Details and Complaints

If you have concerns or wish to make a complaint, contact our Privacy Officer:

Phone: (07) 5437 9900
Mail: The Privacy Officer, Poole & Partners Pty Ltd, PO Box 206, Mooloolaba QLD 4557

We will make every effort to resolve your complaint within 90 days. If you are unsatisfied with our response, you may refer your complaint to the Privacy Commissioner at:
GPO Box 5218
Sydney NSW 2001
Phone: 1300 363 992

Changes to this Privacy Policy

This Privacy Policy may be updated periodically to reflect changes in privacy laws, technological advancements, or our internal practices. The most current version will always be available upon request or via our website.

Poole Group Wealth

Our full Financial Services Privacy Policy