Who we are

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

Purpose

Xperion (“we,” “our,” or “us”) is committed to protecting your privacy and managing your personal information in compliance with the Privacy Act 1988 (Cth), the Australian Privacy Principles (APPs), and the Tax Practitioners Board (TPB) Code of Professional Conduct.

This Privacy Policy outlines how we collect, use, disclose, and hold personal information in connection with our services, including tax preparation, bookkeeping, payroll, advisory, Xero training, and cash flow coaching. It also explains how we handle website-related data, including cookies and analytics, as well as your rights to access, correct, or complain about how we manage your information.

Scope

This Privacy Policy applies to Xperion and governs the handling of personal information collected in connection with the following services:

• Tax agent services
• Bookkeeping for businesses.
• Payroll services, including employee payment processing and superannuation contributions; payroll tax returns preparation and lodgment .
• BAS services, including preparation and lodgement with the Australian Taxation Office (ATO).
• Advisory services, such as financial process improvement, cash flow coaching and tax planning.
• 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 outlined in this Privacy Policy.

What is Personal Information?

Personal information refers to any information or opinion about an identified individual, or an individual who can reasonably be identified from that information. This includes information whether true or not and whether recorded in a material form or not.

We may collect personal information about:

• Clients, including sole traders, partnerships, and businesses.
• Employees of businesses (in connection with payroll services).
• Prospective clients and individuals who inquire about our services.
• Visitors to our website.
• Service providers and suppliers.

If you do not provide the information we require, we may be unable to deliver our services effectively.

What Kind of Personal Information Do We Collect and Hold?

We collect and hold personal information necessary to provide our services and comply with our legal obligations. The types of personal information we may collect include:

1. Identification and Contact Information:
   • Name, address, email, and phone number.
   • Date of birth and, where applicable, driver’s licence or passport details.
2. Financial Information:
   • Bank account details, tax file numbers (TFNs), Australian Business Numbers (ABNs), and superannuation details.
   • Income, expenses, and other financial records relevant to bookkeeping, cash flow coaching, or BAS preparation.
3. Employment Information (for Payroll Services):
   • Employee details, including job title, salary, hours worked, leave entitlements, and pay records.
   • Superannuation contributions and deductions.
4. Transactional Information:
   • Records of your interactions with us, including services provided, queries, and complaints.
5. Technical Information:
   • IP addresses, device information, browser user-agent data, and website usage data.
   • Cookies and similar technologies for tracking website activity (see Cookies and Analytics below).
6. Other Information:
   • Feedback or preferences shared through surveys, contact forms, or marketing interactions.

We do not use government identifiers (e.g., TFNs) for purposes unrelated to providing services or meeting legal obligations.

How Do We Collect Personal Information?

We primarily collect personal information directly from you through:

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

We may also collect information from third parties, such as your employer, financial institutions, publicly available sources, or external service providers, when necessary and with your consent.

For What Purposes Do We Collect, Hold, Use, and Disclose Personal Information?

We collect, hold, use, and disclose personal information to:

• Provide bookkeeping and payroll services, including processing payments and superannuation.
• Prepare and lodge Business Activity Statements (BAS) and Tax Returns with the ATO.
• Deliver advisory services, including cash flow coaching and Xero system training.
• Communicate with you about your account and our services.
• Assist with audits or regulatory reviews conducted by the ATO or TPB.
• Fulfil our obligations under the TPB Code of Professional Conduct, including acting honestly, maintaining confidentiality, and managing conflicts of interest.
• Conduct marketing activities to inform you about our services (with your consent).
• Improve our website, services, and business processes.
• Comply with legal and regulatory requirements.

We will only use or disclose personal information for the purposes listed above or as required by law. When we no longer need your personal information, we will securely destroy or de-identify it in accordance with Australian law.

Media and Content Usage

We may collect, use, and share media content, such as photos, videos, or other multimedia, in accordance with this Privacy Policy. This includes:

1. User-Generated Content:
   If you share media content (e.g., photos, videos, or testimonials) with us via our website, social media channels, or other platforms, you grant us the right to use this content for marketing, promotional, or informational purposes unless explicitly stated otherwise.
2. Social Media Interactions:
   When you interact with us on social media (e.g., liking, commenting, sharing, or tagging us in posts), we may feature or share this content on our platforms, always respecting the guidelines of the platform and applicable privacy laws.
3. Media Collection:
   Any multimedia content we capture (e.g., images from events or collaborations) will be used only with appropriate permissions. If you appear in such media, you have the right to request its removal by contacting us directly.
4. Third-Party Platforms:
   Any content hosted or shared via third-party platforms (such as social media) is subject to the privacy and terms of those platforms. We encourage you to review their policies for a better understanding of how your content is managed.

Cookies and Analytics

Our website uses cookies and analytics tools to improve functionality, enhance user experience, and monitor site performance.

Cookies:

• Cookies are small text files stored on your device when you visit our website.
• We use cookies to remember your preferences, enhance security, and improve navigation.
• You can manage or disable cookies through your browser settings.

Analytics:

• We use tools (e.g., Google Analytics) to collect anonymised data about site usage, such as page views, traffic patterns, and device information.
• This data helps us improve our website functionality and user experience.

Embedded Content

Articles or pages on our website may include embedded content (e.g., videos, images, or articles). Embedded content behaves as if you visited the source website directly. These third-party websites may:

• Collect data about you.
• Use cookies or third-party tracking tools.
• Monitor your interaction with their content.

We recommend reviewing the privacy policies of third-party websites.

Compliance with TPB Code of Professional Conduct

As a registered Tax agent, Xperion complies with the TPB Code of Professional Conduct, which requires us to:

• Act with honesty and integrity in all interactions
• Ensure confidentiality of client information, except where disclosure is authorised or required by law
• Provide services competently, maintaining the skills and knowledge necessary to meet professional standards
• Disclose conflicts of interest and manage them appropriately
• Adhere to taxation laws, including advising clients of their obligations and taking reasonable care in preparing Tax Returns, BAS and other financial documents

Data Security

We take the security of your personal information seriously and implement robust measures to protect it from misuse, loss, or unauthorised access. Our data security measures include:

• Access Controls: Restricting access to personal information to authorised personnel only
• Encryption: Using encryption technologies to protect data during transmission and storage
• Physical Security: Storing physical records in secure, locked facilities
• Training: Providing ongoing training to our staff on data protection and privacy obligations
• Monitoring and Auditing: Regularly reviewing and updating security practices to align with industry standards and legal requirements

In accordance with the Privacy Act, we have procedures in place to respond to any data breaches that may occur, including notifying affected individuals and the Office of the Australian Information Commissioner (OAIC) as required.

Accessing and Correcting Personal Information

You have the right to request access to the personal information we hold about you and to request corrections if it is inaccurate, incomplete, or out of date.

To make a request, please contact us using the details below. We will respond to your request within a reasonable timeframe and provide reasons if we are unable to fulfil your request.

Complaints

If you believe we have breached the APPs or mishandled your personal information, you can lodge a complaint directly with us.

We take privacy-related complaints seriously and will investigate your complaint promptly. We aim to resolve complaints within 5 business days. If you are not satisfied with our response, you may escalate your complaint to the Office of the Australian Information Commissioner (OAIC):

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

Marketing Use of Personal Information

We may use your personal information to send you marketing communications about our services, but only with your consent. You can opt out of marketing communications at any time by contacting us.

Changes to This Privacy Policy

We may update this Privacy Policy to reflect changes in our services or legal obligations. Updated versions will be published on our website.

Contact Us

For privacy-related inquiries, complaints, or corrections, please contact:
Xperion
Email: info@xperion.com.au