Privacy Policy – Accounting Services
About this policy
This policy explains how Blackburn Prior (“we”, “us”, “our”) collects, uses, holds, discloses and protects personal information. It applies to information we collect through our website, in the course of providing accounting, tax, advisory and related services to our clients, and in meeting our obligations as a reporting entity under the Anti-Money Laundering and Counter-Terrorism Financing Act 2006 (Cth) (the AML/CTF Act).
We handle personal information in accordance with the Privacy Act 1988 (Cth) (the Privacy Act), the Australian Privacy Principles (APPs), the Tax Agent Services Act 2009 (Cth), the Corporations Act 2001, CAANZ professional requirements and the Tax Practitioners Board Code of Professional Conduct, the AML/CTF Act, and other applicable Australian law.
We may update this policy from time to time. The current version is available on our website.
What information we collect
Depending on the services we provide you, we may collect:
- your name, date of birth, and contact details, including residential and postal addresses, telephone numbers and email addresses;
- identification information required under the AML/CTF Act, including copies of identity documents where necessary to complete customer due diligence (for example, driver licence, passport or Medicare card);
- tax file numbers (TFNs), Australian Business Numbers, and other government-related identifiers;
- financial information relevant to our services, including income, assets, liabilities, bank account details, superannuation details, and details of trusts, companies and other structures you are associated with;
- information about your family, business associates, beneficiaries, or other individuals where that information is relevant to the services we provide to you;
- correspondence between us, file notes, and records of advice we have provided;
- information collected through our website, including through cookies.
We collect this information directly from you wherever practicable. We may also collect information from third parties such as the Australian Taxation Office, the Australian Securities and Investments Commission, financial institutions, other advisors you have engaged (with your authority), and public registers.
Why we collect and use personal information
We collect and use personal information to:
- provide accounting, tax, superannuation, advisory and other related services to you;
- verify your identity and meet our customer due diligence, ongoing monitoring, transaction reporting and record-keeping obligations under the AML/CTF Act;
- communicate with you about your affairs and our services;
- meet our professional obligations, including those imposed by the Tax Practitioners Board, Chartered Accountants Australia and New Zealand, and other regulators;
- manage our internal operations, including quality review, staff training, billing, and dispute resolution;
- comply with any other legal obligations.
Tax file numbers
We handle TFNs in accordance with the Privacy (Tax File Number) Rule 2015. TFNs are collected only where lawfully required, are used only for authorised purposes, and are stored securely. We will not use a TFN as a client identifier and will not disclose a TFN except as permitted or required by law.
Disclosure of personal information
We may disclose personal information to:
- the Australian Taxation Office and other government agencies where required or authorised by law;
- AUSTRAC, where required under the AML/CTF Act (under the AML/CTF Act, we may be prohibited from telling you when a report has been made);
- other advisors you have authorised us to deal with (for example, financial planners, lawyers, banks, mortgage brokers);
- third-party service providers who assist us in operating our practice, including practice management (Xero Practice Manager), tax lodgement (Xero Tax), document storage, communications, identity verification, and secure destruction providers;
- our professional advisors, insurers and regulators where necessary.
We do not sell, rent or trade personal information.
Overseas disclosure
Some of the software and cloud-based systems we use to run our practice — including but not limited to Xero Practice Manager, Xero Tax, Microsoft 365 and related services — may store or process data on servers located outside Australia. Before using such providers, we take reasonable steps to satisfy ourselves that they handle personal information in a manner consistent with the Australian Privacy Principles.
How we hold and protect personal information
We hold personal information in electronic form (primarily within our practice management and document storage systems) and, to a lesser extent, in hard copy. We take reasonable steps to protect that information from misuse, interference, loss, and unauthorised access, modification or disclosure, including through:
- multi-factor authentication and role-based access controls on our systems;
- encryption of data in transit and at rest;
- secure physical storage and controlled office access;
- staff training on privacy, confidentiality and information security;
- vendor due diligence on third-party providers;
- a documented Data Breach Response Plan aligned to the Notifiable Data Breaches scheme.
How long we keep personal information
While you remain a current client of the firm, we retain records relating to the services we provide to you for the duration of our relationship, so that we can properly service your ongoing tax, accounting and compliance affairs.
After you dis-engage with us, we retain records for the minimum periods required by Australian law, including:
- at least 5 years under the Taxation Administration Act 1953 (Cth) and the Tax Agent Services Act 2009 (Cth); and
- at least 7 years from the end of the client relationship under the AML/CTF Act.
- at least 7 years under the Corporations Act 2001.
Once the applicable retention periods have expired and the information is no longer required for a lawful purpose, we take reasonable steps to securely destroy or de-identify it, in accordance with APP 11.2.
Accessing and correcting your personal information
You have the right under the Privacy Act to request access to the personal information we hold about you, and to request correction of information that is inaccurate, out-of-date, incomplete, irrelevant or misleading. To make a request, please contact us using the details below. We will respond within a reasonable period (usually within 30 days). There is no charge for making a correction. A reasonable fee may apply to access requests where retrieval is time-consuming.
There are limited circumstances in which we may decline a request — for example, where giving access would be unlawful, would prejudice legal proceedings, or where a Tax Practitioners Board or AML/CTF confidentiality obligation applies. If we decline a request, we will explain why in writing and inform you of your options for review.
Complaints
If you believe we have breached the Privacy Act or the Australian Privacy Principles, please contact our Privacy Officer using the details below. We will acknowledge your complaint promptly and aim to respond substantively within 30 days.
If you are not satisfied with our response, you may complain to the Office of the Australian Information Commissioner:
- Website: oaic.gov.au
- Phone: 1300 363 992
- Post: GPO Box 5288, Sydney NSW 2001
Website cookies
Our website uses cookies to analyse traffic and improve the user experience. Cookies are small files placed on your device. You can choose to accept or decline cookies through your browser settings; declining cookies may affect some website functionality.
We use cookie data for statistical analysis only. Cookies do not give us access to your device or to any personal information beyond what you choose to share with us.
Links to other websites
Our website may contain links to third-party websites. We are not responsible for the privacy practices or content of those websites. We encourage you to review the privacy policy of any website you visit.
Related documents
- Engagement Letter — which contains our specific commitments in relation to the services we provide to you and your obligations and responsibilities you have to us.
Contact us
If you have any questions about this policy or wish to exercise any of the rights described above, please email at info@blackburnprior.com.au and address your email to the attention of Megan Dirou. This ensures your request is directed to the appropriate person.