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Privacy Policy

Introduction

Our website address is: www.busybeebookkeepers.com.au

Busy Bee Bookkeepers (“we,” “our,” or “us”) is a registered BAS Agent under the Tax Agent Services Act 2009 (TASA). We are committed to protecting your privacy and managing your personal information in compliance with the Privacy Act 1988 (Cth), the Australian Privacy Principles (APPs), TASA, and the Tax Practitioners Board (TPB) Code of Professional Conduct.

Purpose

This Privacy Policy outlines how we collect, use, disclose, and hold personal information in connection with our bookkeeping and BAS agent services. It also explains how we handle website-related data, including cookies and analytics, and your rights to access, correct, or complain about how we manage your information.

Scope

This Privacy Policy applies to Busy Bee Bookkeepers and governs personal information collected in connection with:

  • Bookkeeping services
  • Payroll processing, including employee payments and superannuation contributions
  • BAS preparation and lodgement with the ATO
  • Advisory services such as financial process improvement and cash flow coaching
  • Xero accounting system training
  • Use of our website, including cookies, analytics, and embedded content

By engaging our services or interacting with our website, you consent to the collection, use, and disclosure of your personal information as described in this Privacy Policy.

Obligations Under TASA and the TPB Code

As a registered BAS Agent, we comply with TASA 2009 and the TPB Code of Professional Conduct, which require us to:

  • Act honestly and with integrity (Clause 30-10(1))
  • Maintain confidentiality of client information (Clause 30-10(5))
  • Provide services competently and with reasonable care (Clause 30-10(7))
  • Avoid or appropriately manage conflicts of interest (Clause 30-10(4))
  • Comply with Australian tax laws and advise clients accurately (Clause 30-10(9))

Confidentiality Measures

Confidentiality measures are fundamental in protecting client data. A structured Quality Management System (QMS) ensures financial information is handled securely and in compliance with privacy laws, TASA, and the TPB Code. We implement:

  • Access Controls: Limiting information access to authorised personnel
  • Encryption: Protecting data during transmission and storage
  • Secure Storage: Maintaining physical and digital security
  • Education: Training clients and team members on confidentiality obligations
  • Client Consent: Obtaining written consent before sharing client information with any third party. Acceptable consent forms include:
    • A signed privacy declaration or consent form
    • An authorised email from the client
    • Other documented approvals (e.g., fact find, financial services guide, statement of advice)
  • Strict Breach Response: We have a strict protocol for responding to privacy breaches, including promptly notifying affected individuals and the OAIC, as well as conducting an internal investigation to prevent recurrence.

For more on client confidentiality obligations, see the TPB’s guidelines at: TPB – Confidentiality of Client Information.

Steps to Protect Information

Under both the Privacy Act 1988 and TASA, we are obliged to take reasonable steps to protect your information. We follow ATO-recommended strategies, including:

  • Utilising a secure server to store and back up client data, ensuring it is protected from unauthorised access, modification, or loss
  • Setting up appropriate anti-virus software and protocols to protect client data
  • Using individual user logins and passwords for all systems (laptops, desktops, online accounts), kept private at all times
  • Regularly changing passwords and protecting them
  • Implementing IT security, such as controlling system access, maintaining up-to-date software and virus protection, planning for power outages or natural disasters, and establishing information-sharing protocols
  • Enforcing Two-Factor Authentication (2FA) for all users
  • Removing user access and changing shared passwords when users leave or roles change

We conduct regular reviews of our security measures to ensure they remain appropriate for the sensitivity of the information we hold and the risks involved, as required under National Privacy Principle 4 – Data Security.

Confidentiality and Client Consent

As a registered BAS agent, we comply with the Tax Agent Services Act 2009 (TASA) and the TPB Code of Professional Conduct, which require us to:

  • Maintain confidentiality of your information
  • Obtain your written consent before sharing your data with any third party. Acceptable consent includes a signed privacy declaration, consent form, authorised email, or other documented approval.

Depending on the services you engage us for, and with your consent, we may collect:

  • Your name
  • Contact details such as email, phone number, and address
  • Demographic information like your postcode, preferences, or interests (if relevant)
  • Financial information needed for bookkeeping, BAS, payroll, or advisory services
  • Employment details if we provide payroll services (e.g., employee names, pay rates, superannuation)
  • Other information relevant to your business needs or shared through surveys, feedback forms, or special offers

How Do We Collect Personal Information?

We primarily collect information directly from you via:

  • Forms and documents you provide
  • Communications by phone, email, or in person
  • Our website, including forms, cookies, and analytics tools

We may also collect information from third parties (with your consent) including employers, financial institutions, publicly available sources, or external service providers, where needed to perform our duties under TASA.

Why Do We Collect, Use, and Disclose Personal Information?

  • We collect, hold, use, and disclose personal information to:
  • Provide bookkeeping, BAS, and payroll services
  • Prepare and lodge BAS and other forms with the ATO as required under TASA
  • Deliver advisory services, including cash flow coaching and software training
  • Comply with obligations under TASA and the TPB Code
  • Communicate about your account, services, or updates
  • Assist with audits or regulatory reviews conducted by the ATO or TPB
  • Improve our services, website, and business processes
  • Conduct marketing activities with your consent

We will only use or disclose personal information for these purposes or where required by law. When no longer needed, we will securely destroy or de-identify your personal information.

Cookies and Analytics

Our website uses cookies and analytics tools to:

  • Remember your preferences
  • Monitor traffic patterns
  • Improve website functionality and security

You can disable cookies in your browser settings, but some website features may not function correctly. We use anonymised analytics (e.g., Google Analytics) to collect data about site usage, helping us improve user experience.

Embedded Content

Our website may include embedded content (e.g., videos, articles) that behaves as if you visited the source website directly. Third-party sites may collect data, use cookies, and track your interaction; we encourage you to review their privacy policies.

Data Security

We protect your personal information with robust security measures as outlined in the Confidentiality Measures and Steps to Protect Information sections above.

Accessing and Correcting Personal Information

You have the right to request access to or correction of your personal information. Please contact us (details below) and we will respond within a reasonable timeframe, explaining reasons if we are unable to fulfil your request.

Complaints

If you believe we have mishandled your personal information or breached the APPs or our obligations under TASA, please contact us. We will investigate promptly and aim to resolve complaints within 5 business days. If you are not satisfied with our response, you can escalate to the Office of the Australian Information Commissioner (OAIC):

  • Website: www.oaic.gov.au
  • Phone: 1300 363 992

Marketing

We may use your personal information to send you marketing communications with your consent. You can opt out anytime by contacting us.

Changes to This Privacy Policy

We may update this Privacy Policy to reflect changes in our services or legal obligations, including amendments to TASA or TPB regulations. Updated versions will be published on our website.

Contact Us

For privacy-related inquiries, corrections, or complaints, please contact: Busy Bee Bookkeepers 21 Placid Bend, South Yunderup WA 6208 Email:  Website: www.busybeebookkeepers.com.au