How we collect information and what we collect
We collect personal information when we are, or propose to be dealing with, or providing or marketing our services to you and other potential clients.
Information (including personal and sensitive personal information) that we collect depends on the circumstances in which we have collected it, but may include:
- in cases where you enquire about our services or wish to become a client of Medaccount: your name, contact details (including email addresses and phone numbers), your company name, your IP address, business name and other relevant information about your business.
- in cases where you become a client of Medaccount: your date of birth, your gender, your job title and expertise, your tax file number, your ABN, your business contact details, your personal affairs and interests.
- in cases where you have applied for a job with us, information such as your name and contact details, your work history and information collected when conducting relevant reference checks.
We only collect and store information from you which is reasonably necessary, or directly related to, one or more of our functions or activities.
We may collect information from you in a number of different ways, including:
- our online contact or enquiry form;
- through Microsoft Bookings;
- Facebook lead form;
- via email;
- face to face with you;
- on the telephone with you;
- through online meeting platforms, such as Zoom;
- through social media sites, such as Instagram or Facebook direct messages;
- via other accounting or professional services firms where you have provided your consent.
The nature of the business carried on by Medaccount means that it is not generally possible for us to provide you with services anonymously. However you can view our website and make general phone enquiries anonymously.
Collection of your personal information on the Sites
Sometimes we may collect your personal information via the Sites when you provide it to us, for example, when you fill out and submit a contact or enquiry form, contact us via our social media accounts or book an appointment with us through Microsoft Bookings.
If you use the Internet to transmit to us any information, including your email address and contact information, you do so at your own risk. There are security risks in the use of the internet.
When you access the Website, we record your server address, the date and time of your visit, the pages you viewed, any documents you downloaded, the previous site you visited and the type of device, browser and operating system you use to visit the Website.
This information is used and disclosed in anonymous, aggregated form for purposes including statistical analysis and to help us to improve the functionality of the Website.
Whilst you are not individually identified when you visit the Website, we reserve the right to use or disclose this information to try to locate you where we reasonably believe that you may have engaged in any unlawful or inappropriate activity in connection with the Website, or where we are otherwise required or authorised by law to do so.
Whilst most internet browsers are set to accept cookies, you can set your internet browser to reject cookies, or to notify you when they are being used. If you reject cookies, you may limit the functionality of the Website during your visit.
[A Facebook pixel is installed on the Website and captures your use of the Website for Facebook ad retargeting purposes. We may from time to time use other pixels and tags for remarketing purposes.]
How we store your personal information
Our client information is commonly stored in Xero, myob, receipt bank, hubdoc and other accounting software and one drive. All data is stored via one drive, practice protect and on our clients’ own servers which are saved in password protected files in our password protected computers.
We may in some cases, download information to transfer from one platform to another. For example, we may download the email addresses stored in our MailChimp account to upload them to our Facebook account to create a retargeting advertising campaign.
If you no longer wish to be a client of Medaccount, you can send us an email to email@example.com and request that we delete all of the information we have on you. We may however retain some of your information if it is reasonably necessary or required to meet our legal or regulatory requirements, resolve disputes, or enforce our agreements with you.
How we protect your personal information
We use several measures to protect the information which you provide to us. For example:
- all client information is stored in password protected accounts and accessible only through password protected devices;
- we use accounting-specific cyber security platform, Practice Protect, to secure and control client data;
- we regularly review and update our practices and this policy to ensure that we are always adopting and following best
How we use and disclose your personal information
We use your information to deal with, provide or market our services to you, including via email direct marketing and retargeting advertising.
We use your information as follows:
- your name, date of birth, contact details (including email addresses and phone numbers), occupation, job title or position and your expertise, your company name, business name, tax file number, ABN and business contact details: to identify who you are, to interact with you, to market to you, to enter into an agreement with you to perform services for you, to provide you with those services and to invoice you for those
- information about your business or personal affairs and interests: to learn more about your business and to customise our services to meet your
- your IP address: to identify when you visit our Website, monitor visitors to our Website, analyse their behaviour and to show you adverts as you browse the web.
- if you have applied for a job with us, information such as your name and contact details, your work history and information collected when conducting relevant reference checks: to consider your suitability for a job with us, and, if hired, to maintain your employment
Where you have consented to receiving communication from us, that consent will remain current until you advise us otherwise. You can opt out at any time by contacting us or using the unsubscribe facility that we include in our electronic communication.
We may also use your information to comply with certain legal requirements.
We do not sell any of your personal information to any third party. We may however disclose your personal information for the purposes for which it was collected to:
- entities or individuals who assist us in providing our services to you, such as our employees and any third party contractors (including contractors in the Philippines) who have contractual obligations in favour of us to keep the information confidential;
- any third party to whom you authorise us to disclose it, such as the Australian Taxation Office, your tax agent, finance brokers, banks and other advisors; and
- where we are required or authorised to do so by law.
We may also share your personal information with our professional service providers, such as our social media marketing agencies and our lawyers and insurers.
We may use and/or disclose your personal information for other purposes that are secondary to the purpose for which we collected it and for which you would reasonably expect us to use it.
These might include purposes:
- for which you have given your consent;
- to establish, exercise or defend our legal rights; or
- which we are required or permitted by law.
Your access to your personal information and your right to correct it
You have a right to access most personal information we hold about you and the right to ask us to correct any information that you believe to be incorrect. We will require you to provide us with suitable evidence to verify your identity as well as to specify which information you require.
Please contact Siobhan on 0474203716 or via email to firstname.lastname@example.org to request access to your information, or if you have a complaint concerning the privacy of your information. Any complaint will be appropriately investigated and the outcome of that investigation communicated to you within a reasonable period of time (allow for 30 days). If you are not satisfied with the outcome or the handling of the complaint by us, you can contact the Office of the Australian Information Commissioner by calling 1300 363 992 or by sending an email to email@example.com.
Changes to this policy