- Privacy Policy -

iqCron Accounting Pty Ltd

ABN:  80 688 102 810

July 2021

Our Commitment to Your Privacy

We respect your privacy and strive to keep your information confidential. We collect your personal information (including any sensitive information) about you and your related parties in a fair way and in a manner that is reasonably necessary in the capacity of providing you with our accounting, bookkeeping and tax agent services in Australia.

We endeavour to be clear in this Privacy Policy that outlines how we collect, use, disclose, and protect your personal information in accordance with the Australian Privacy Principles (APPs) set out in the Privacy Act 1988 (Cth) (Privacy Act). You may find more information about the Privacy Act and the Australian Privacy Principles on the Office of the Australian Information Commissioner's website at (www.oaic.gov.au) .

iqCron Accounting Pty Ltd takes the confidentiality and privacy of your personal information seriously and strives to maintain it to professional standards so that you feel safe to choose us again.

Who This Privacy Policy Applies To

This privacy policy applies to users of our website (iqcron.com.au), our communication methods for reaching business leads, and our clients past, present and potential – where applicable under reasonable grounds – for information we collect in our capacity of advertising and providing accounting, bookkeeping and tax agent services.

This privacy policy applies to information we collect for providing you with our following products and services:

• Our online tax preparation and lodgement services, which are technologically handled by third-party digital service providers (DSPs) such as Xero, Quickbooks, LodgeIT and others at the background;

• Our paper tax preparation and lodgement services (where applicable);

• Our accounting, bookkeeping and administrative services;

• Our general consultation services;

• Our calculators or templates;

• Acting on your behalf to the Australian Taxation Office (ATO) and the Australian Securities and Investments Commission (ASIC) to provide related agent services.

This privacy policy does not apply to our recommended service providers (if any), affiliates (if any), contractors (if any), external partners (if any) or our franchisees (if any). Any such businesses may have their own separate privacy policies. If you are engaging with these businesses, you should refer to their respective privacy policies, terms and conditions.

Age Appropriateness

To the best of our knowledge, our website does not contain any material inappropriate for children, and we do not advertise or sell products or services inappropriate for children. We do not collect information from children directly or indirectly unless supervised by their parents or legal representative where applicable (for example, when preparing a tax return for a minor).

Collection of Personal Information

We may collect personal information about you, your spouse/de facto partner (past or present, where applicable), your dependents, your business and its related partners/contractors (if any), and employees or staff of your business when you engage with us or use our services. This information may include, but is not limited to:

Personal information:

• Your full name, signatures, date of birth, photographic ID – only to view and verify your ID, not to collect or store it unless absolutely necessary or you give us permission;

• Your partner's or dependent children's full name, date of birth and other related information required for assessing tax offset eligibilities;

• Contact information (phone/mobile number, address and email address);

• Information from relevant government identification;

• Tax File Number;

• Financial information (income, expenses, assets, bank account details and so on);

• Geolocation (mainly by third parties such as Google or Facebook if linked to our website or if we advertise through them – in which case the applicable third party's privacy policy applies);

• IP locations (using Google Analytics or other web applications – mainly to block suspicious traffic for fraud prevention or to show region-specific offers for business growth).

Sensitive information:

• Gender (yours and your spouse's);

• Criminal record (where applicable, for example for SAPTO eligibility);

• Political associations (indirectly when you claim election expenses);

• Union or trade union membership information (when you claim these fees);

• General information about your health and lifestyle (for example, when we request remission of a penalty from the ATO on your behalf);

• Other demographic information (mainly by third parties, if any, who are linked to our website or if we advertise through them).

If photographic ID is sent to us, we delete or destroy it after verification. We do not store your photograph or any ID card without your consent.

Sources of Collection

We collect information from one or more of the following sources:

• Directly or voluntarily from you when you provide it to us in the course of providing accounting, bookkeeping, tax return preparation and lodgement services. Without this information we may not be able to carry out your service requests. You have the right not to provide this information or to request deletion of your information at any time if you decide not to be our client.

• Through our website forms or over-the-phone appointments.

• Directly when you visit us in our office or at a mutually preferred place.

• Via email or third-party communication platforms. Please note, we use these platforms only to establish or maintain contact based on your preference. We do not recommend providing personal or sensitive information through unsecured channels. If you accidentally send such information, we delete it after using it for your service request.

• From your ATO profile to verify your identity and act as your registered tax agent, adding you as a client in the ATO's online services-for-agents portal.

• From your financial institutions or other government organisations and agents on reasonable grounds.

• From publicly available sources, such as ASIC.

• From your friends or family members only with your implied or express consent.

• From your employers pursuant to their own privacy policy, if your employer is also our client and there is a reasonable ground to serve your request.

Like most websites, our website may use cookies to enhance your browsing experience. You have the right not to proceed or to delete cookies from your browser settings. By visiting our website, you agree to the use of cookies (if any).

How We Use Your Information

We use your information to provide you with requested products and services and to perform related tasks in our capacity as an accountant, bookkeeper and/or registered tax agent.

To fulfil your service requests, we may also use your information with third-party service providers or DSPs acting on our behalf.

We may use geolocation for SEO, advertising, and personalising services. You may turn off geolocation at your device level at any time.

To enhance security and protect your identity, we may use publicly available information to verify your personal information.

We may ask your permission to dial our phone number, access your camera or photo library, access your calendar, or read/write to your device's storage (for example, when you click our contact information on our website using your mobile phone).

If you use any links on our resources page or links to our recommended service providers, their respective privacy policies (separate from ours) apply.

Use of Artificial Intelligence (AI) Tools

Our Commitment to Responsible AI Use: Our firm is committed to leveraging technology to serve you better while maintaining the highest standards of privacy and confidentiality. As part of our commitment to innovation and efficiency, we may use third-party Artificial Intelligence (AI) tools, including but not limited to models provided by DeepSeek, ChatGPT, or Gemini.

De-identification Is Our Standard Practice: We take your privacy seriously. Before any of your personal or business information is processed by an AI tool, we take reasonable steps to de-identify the information. This means that we remove or alter direct identifiers such as your full name, residential address, Tax File Number (TFN), date of birth, and any other information that could reasonably identify you or your related parties. Where complete de-identification is not technically practicable for a specific task, we will seek your separate, explicit consent before proceeding.

Limited Purpose and No Sole Reliance: When AI tools are used, they assist our professional team with tasks such as data analysis, document review, research, or drafting correspondence. No AI tool makes final decisions about your tax or accounting affairs. A qualified human professional within our firm remains solely responsible for reviewing, verifying, and approving all AI-generated output before it is used in providing services to you.

Third-Party AI Providers and Data Location: You acknowledge and agree that certain AI tools we use are operated by third-party providers who may be located outside Australia. In such cases, de-identified information may be transmitted to servers located in the United States, the People's Republic of China, or other jurisdictions where these providers maintain infrastructure. For the purposes of the Australian Privacy Principles (APPs), including APP 8 (Cross-border disclosure), you give your consent to such disclosures, understanding that these overseas recipients may not be subject to privacy obligations that are substantially similar to the APPs, and that you may not be able to seek redress against them in a foreign jurisdiction.

Client Permission and Acknowledgement: By submitting a completed Tax Agent Service Engagement Contract (TSEC) form or engaging with us in any way described in our terms and conditions page and/or continuing to engage with our firm, you:

• acknowledge that our firm may use AI tools in the delivery of your services, with client information being de-identified wherever possible before processing;

• consent to the use of your de-identified information by third-party AI providers for the sole purpose of facilitating your requested services;

• assume the associated risks that may arise from sharing de-identified data with AI service providers, including potential unauthorised access, retrieval by foreign government agencies under applicable laws (e.g., the US CLOUD Act or Chinese cybersecurity laws), or data breaches originating from the AI provider's infrastructure, to the extent permitted by Australian law.

Your Right to Withdraw Consent: You may withdraw your consent for the use of AI in your file at any time by notifying us in writing. Withdrawal will not affect services already rendered, but may result in longer processing times for future tasks as our team performs these functions manually.

How We Disclose Your Information

We may disclose your personal information to third parties, including but not limited to:

• Government agencies, such as the Australian Taxation Office, for complying with legal and regulatory requirements;

• Third-party service providers, such as IT service providers or data storage providers, for providing services to you;

• Email marketing and automation provider – Intuit Mailchimp (your basic contact information) to notify you about important events, services, or special offers (for example, reminders about tax lodgement due dates);

• Other professionals, such as lawyers or financial advisors (where applicable with your implied or express consent), for providing services to you;

• Other entities, with your consent or as required or permitted by law;

• As permitted by applicable law, we may disclose your information with our affiliates or non-affiliates, third-party digital service providers (DSPs), business partners (if any), state taxing authorities, federal, state or local officials in a fair way and in a manner reasonably necessary for running and providing our accounting, bookkeeping and tax agent services.

How We Secure Your Information

We take reasonable steps to protect our clients' personal information from misuse, interference, loss, unauthorised access, modification or disclosure. We use various measures including but not limited to:

• Secure data storage systems, such as firewalls and encryption;

• Restricting access to our accounts using 2FA authenticators;

• Restricting access to personal information to authorised personnel only;

• Password protection on all our computers and devices;

• Redacting personal information where applicable before online transmission;

• Securely locking desks and offices after hours;

• Implementing appropriate physical, electronic and managerial safeguards.

We also have measures to destroy, de-identify or archive personal information when it is no longer required.

All forms on our website maintain Transport Layer Security (TLS) 1.3 encryption and Secure Sockets Layer (SSL) security certificates. Maintaining confidentiality and security of your information is one of our highest priorities. All business-related online profiles and accounts, including our email accounts, are protected with 2FA authenticators and accessible only by authorised individuals.

Notifiable Data Breaches: Under the Privacy Act, if we suspect an eligible data breach has occurred (where your personal information is lost or subject to unauthorised access or disclosure and is likely to result in serious harm), we will undertake a reasonable and expeditious assessment. We will notify affected clients and the OAIC as required by the Notifiable Data Breaches (NDB) scheme.

For extra precautions you may follow these tips before filling out our online forms:

• Ensure your device is up to date with the latest updates from your manufacturer. Do not use a cloned, jailbroken or compromised device.

• Open a new browser window and directly visit our website at www.iqcron.com.au or our direct TSEC form link at www.iqcron.com.au/TSEC – not via social media plugins, unreliable browsers or unreliable search engine links.

• Double-check the URL has a secure padlock sign before the URL name.

• Avoid filling out forms in "Simplified View" on mobile devices if the website does not support it. Use default "Desktop View".

• Avoid unprotected or public Wi-Fi connections.

• Use good internet security software.

• Close the browser after submitting the form.

• Consider having separate email addresses for important and unimportant activities.

• Enable 2FA authenticators for all your email and online accounts.

Although our website is secured with SSL certificate and TLS 1.3 encryption, and we store personal information in a secured system, you are assumed to have used your own judgement to confirm the reliability of our security measures based on your acceptance of our Privacy Policy and Terms and Conditions.

Nevertheless, as no method of transmission or electronic storage over the Internet is 100% secure, we cannot guarantee the absolute security of our online presence. By using our website, products and services, you relieve us of any material or immaterial loss arising from unwanted online fraudulent activities or data breaches, including those caused by human error from our end or yours, to the extent permitted by law.

Retention Period for Storing Your Information

We retain your information for as long as we need or as required by law. We may keep and use your information as long as necessary to provide services, enforce our agreements, comply with policies, meet legal and judicial obligations, and resolve disputes (if any arise).

You may advise us in writing not to keep your information or to opt out of future contact when you decide not to be our client. We will respond within a reasonable timeframe and work as reasonably as possible in accordance with our professional standards.

You may receive advertisements or personalised offers from our affiliates or third-party service providers who obtain your contact information through other sources or directly from you. You should contact those affiliates or providers directly to opt out.

Accessing Our Services from Overseas

We are Australian owned and based in Western Australia. Our domain name iqcron.com.au indicates our target audience and connection are predominantly in and with Australia. However, you may engage with us from outside Australia, in which case you consent to transfer of your personal information to Australia for us to fulfil your service requests. Australia may have a different level of protection for personal information than your home country, and by engaging with us from overseas you agree to any associated differences that may apply.

Disclosure to Overseas Recipients

In the course of providing our services, we may disclose your personal information to third-party contractors located inside or outside Australia ("Overseas Providers"). These providers assist us with specific administrative tasks, such as data processing and bookkeeping, under the close supervision of our Australian-based registered tax agent.

We take reasonable steps to ensure any Overseas Provider we engage handles your personal information in accordance with the Australian Privacy Principles and our strict confidentiality standards through binding contractual agreements.

By engaging our services and submitting a completed Tax Agent Service Engagement Contract (TSEC), you provide your express consent to the disclosure of your personal information to Overseas Providers for these purposes, acknowledging that while we will ensure these providers are subject to comparable privacy safeguards, the overseas recipient may not be required to protect the information in a way that, overall, provides comparable safeguards to the APPs.

Please be aware that transmission of data over the internet is not completely secure. While we employ robust measures to protect your information, we cannot guarantee the security of information transmitted to us or by us via the internet, and any transmission is at your own risk. To the extent permitted by law, we exclude liability for any privacy breaches resulting from circumstances beyond our reasonable control. 

For further details on the types of tasks that may be outsourced and our specific obligations, please refer to clause 9 of our Terms and Conditions available at www.iqcron.com.au/TsCs.

Our Website, Email and Servers/Datacentres

Our website may use shared hosting servers, email servers, virtual private server (VPS) carriers or datacentres located in the USA or UK. Our website server is SSL certified by Sectigo Limited (Roseland, NJ 07068 USA).

Although our server/datacentre is located in the USA, iqCron Accounting Pty Ltd has sole managerial access to these accounts. We develop, design and manage our website in Australia, not by a third-party developer in Australia or overseas. Your information submitted through our website remains secured and encrypted during transmission in the server/datacentre, only for you and us to use. We do not knowingly send your identifiable information overseas without your consent unless otherwise stated in this privacy policy.

Links to Other Websites

Our website may link to servers or websites maintained by other organisations in Australia or outside Australia. iqCron Accounting Pty Ltd cannot provide any warranty about the accuracy or source of any data on those servers or websites, or the content of any file downloaded from such third-party sites. We do not warrant that files obtained from or through this site are free from computer viruses or other defects. You assume all responsibility for any loss, damage or consequence resulting directly or indirectly from the use of those files. We are not responsible or liable for their privacy practices or the material on their websites.

How You Can Access or Correct Your Information

You have the right to access or correct some of the personal information we hold about you. If you wish to access or correct your information, please contact us by email or phone.

We may not provide access where:

• Our denial is required or authorised by law; or

• Your access would be unlawful.

Contact Us for Feedback or Complaints

If you believe we have mishandled your personal information, breached the Privacy Act, or that the information we hold about you is not accurate, complete or up to date, please contact us:

Phone: 0422 270 122
Email: admin@iqcron.com.au

We will confirm receipt of your enquiry or complaint and respond within a reasonable timeframe. If we cannot respond within a reasonable timeframe, we will let you know.

If you are not happy with our response, you can contact the Office of the Australian Information Commissioner (OAIC).

Updates or Changes to This Privacy Policy

This Privacy Policy notice is effective from 1 July 2021. iqCron Accounting Pty Ltd reserves the right to amend this privacy policy at any time. The updated privacy policy will be available on this page of our website. You should read our Privacy Policy in conjunction with our Terms and Conditions, as they may be interdependent on reasonable grounds where applicable. 

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