TAP Advisory – Privacy Policy

1. Our commitment to privacy

TAP Advisory handles personal information in accordance with applicable Australian privacy laws and professional obligations.

As a tax practice, we are also subject to professional confidentiality obligations. Registered tax practitioners must not disclose information relating to a client's affairs to a third party without the client's permission unless there is a legal duty to do so.

We take particular care when handling sensitive financial information, tax file numbers, identity information and other confidential client information.

2. Information we may collect

The information we collect depends on the services you request and may include:

• your name, date of birth and contact details;
• address and identification information;
• Tax File Number (TFN), Australian Business Number (ABN) and other government identifiers;
• income, deductions, investments and taxation information;
• bank account and financial information;
• accounting records and financial statements;
• employment, payroll and superannuation information;
• business, company, trust and SMSF information;
• information about directors, shareholders, trustees, beneficiaries, employees or other related parties;
• identity verification and AML/CTF information;
• documents and information you upload through our website or client portal;
• communications between you and TAP Advisory;
• information obtained from the ATO, ASIC and other government agencies or third parties where you have authorised us or where permitted by law; and
• technical information generated when you use our website or digital services, such as browser, device, IP address and website usage information.

We only seek to collect information that is reasonably required for our services, professional obligations or business operations.

3. How we collect information

We may collect information directly from you when you:

• request a quote;
• complete an online questionnaire or form;
• register for our client portal;
• engage TAP Advisory;
• upload documents;
• communicate with us;
• provide information during an advisory engagement; or
• use our website or digital services.

Where appropriate and authorised, we may also obtain information from third parties including the ATO, ASIC, accounting software providers, financial institutions, previous advisers and other parties involved in providing services to you.

4. How we use your information

We may use your information to:

• provide tax, accounting, corporate and business advisory services;
• prepare and lodge tax returns, activity statements and other regulatory documents;
• prepare financial statements and management reports;
• provide business, financial and strategic advice;
• perform identity verification and client acceptance procedures;
• comply with tax, professional, regulatory and AML/CTF obligations;
• communicate with you and manage our relationship;
• provide quotes and administer engagements;
• issue invoices and process payments;
• maintain client and practice records;
• improve our services, systems and client experience;
• maintain the security and integrity of our systems; and
• comply with legal and professional obligations.

We will not use your information for an unrelated purpose unless you have consented or the use is otherwise permitted or required by law.

5. Disclosure of information

We do not sell client personal information.

We may disclose information where reasonably necessary to provide our services, where you have authorised us to do so, or where disclosure is required or permitted by law.

Depending on your engagement, this may include disclosure to:

• the Australian Taxation Office;
• Australian Securities and Investments Commission;
• Australian Business Register and other government agencies;
• AUSTRAC where applicable;
• accounting, taxation and practice-management software providers;
• cloud hosting and secure data-storage providers;
• electronic signature and document-management providers;
• identity verification providers;
• payment-processing providers;
• professional advisers, contractors or service providers assisting TAP Advisory; and
• other parties specifically authorised by you.

For tax services, third-party disclosure requires particular care. The TPB considers cloud storage providers and outsourced service providers to be third parties for client-confidentiality purposes and expects tax practitioners to inform clients about relevant disclosures and obtain permission where required.

Details of material third-party arrangements may therefore also be provided in our engagement agreement or other client consent documentation.

6. Cloud services and overseas disclosure

TAP Advisory uses modern cloud-based technology to provide efficient and secure services.

Some technology providers may store or process information using infrastructure located outside Australia or may permit authorised support personnel located overseas to access information.

Where this occurs, we take reasonable steps to select reputable service providers and manage information consistently with our privacy, confidentiality and professional obligations.

Where client permission is required before information relating to a client's affairs is disclosed to an overseas or other third-party provider, we will obtain the appropriate authority through our engagement or consent process.

7. Artificial intelligence and automation

TAP Advisory may use artificial intelligence, automation and other technology-assisted tools to improve the efficiency, consistency and quality of our services.

These technologies may assist with activities such as document processing, information organisation, workflow automation, data analysis, research and preparation of draft work.

We do not regard the use of AI as a replacement for professional judgement. Where AI-assisted systems are used in providing professional services, appropriate human oversight and review remain part of our processes.

We also take into account our confidentiality and privacy obligations when determining whether and how client information may be used with third-party AI systems. The TPB specifically warns that the use of AI by tax practitioners remains subject to the Code obligation not to disclose client information to third parties without client permission unless there is a legal duty to do so.

8. Tax File Numbers

TAP Advisory may collect and use Tax File Numbers where necessary to provide taxation and related professional services.

TFNs are subject to specific protections under Australian law. We take reasonable measures to protect TFN information from loss, unauthorised access, misuse or disclosure.

Where practical, we encourage clients to provide documents containing TFNs through our secure client portal rather than ordinary email. The TPB specifically advises that ordinary email is not considered a secure method for transmitting TFNs and recommends more secure methods.

9. Data security

We take reasonable steps to protect information we hold from misuse, interference, loss, unauthorised access, modification and disclosure.

Depending on the system and information involved, these measures may include secure client portals, access controls, authentication measures, encryption, secure cloud infrastructure, backups, monitoring and other appropriate technical and organisational safeguards.

While we take reasonable security precautions, no method of electronic transmission or storage can be guaranteed to be completely secure.

10. Retention of information

We retain personal information and client records for as long as reasonably necessary to provide our services and meet our legal, taxation, professional, insurance and regulatory record-keeping obligations.

When information is no longer required to be retained, we will take reasonable steps to securely destroy or de-identify it where appropriate.

11. Website, cookies and analytics

Our website may use cookies and similar technologies to operate the website, understand how visitors use it, improve functionality and measure the effectiveness of our communications and marketing.

You can generally control cookies through your browser settings. Disabling certain cookies may affect some website functionality.

Our website may also contain links to third-party websites. TAP Advisory is not responsible for the privacy practices of third-party websites.

12. Marketing communications

Where permitted, we may use your contact details to provide information about TAP Advisory services, updates or information we believe may be relevant to you.

You can opt out of marketing communications at any time by using the unsubscribe option provided or contacting us.

We will continue to send service-related communications where necessary to manage an existing engagement.

13. Access and correction

You may request access to personal information we hold about you or ask us to correct information that is inaccurate, incomplete or out of date.

We may need to verify your identity before providing access or making a correction.

In some circumstances, access may be restricted or refused where permitted or required by law. If this occurs, we will explain the reason where appropriate.

14. Privacy concerns and complaints

If you have a question, concern or complaint about how TAP Advisory handles your personal information, please contact us:

TAP Advisory Email: contact@tapadvisory.com.au

We will review your enquiry or complaint and aim to respond within a reasonable period.

Where applicable, you may also have the right to make a complaint to the Office of the Australian Information Commissioner (OAIC).

15. Changes to this Privacy Policy

We may update this Privacy Policy from time to time to reflect changes to our services, technology, professional obligations or applicable laws.

The current version will be published on our website together with the date it was last updated.