Privacy Policy

Our Commitment to Your Privacy

Godspeed Accountants Pty Ltd (“we”, “us” or “our”) is committed to protecting your privacy and safeguarding any personal information we collect. We adhere to the Privacy Act 1988 (Cth) and the Australian Privacy Principles (APPs) in how we collect, use, disclose, and store your information. This Privacy Policy outlines what kinds of information we collect, why we collect it, how we use and disclose it, and how you can manage your information with us. By providing your personal information to us (including via our website, email, forms, or in person), you consent to the practices described in this Privacy Policy.

We may update this Privacy Policy from time to time to reflect changes in law or our business practices. The latest version will always be available on our website, and the “Effective Date” will be noted. We encourage you to check our Privacy Policy periodically. If you have objections or concerns about any changes, please contact us. Continuing to engage our services or use our website after a policy update will signify your acceptance of the revised terms.

What Personal Information We Collect

“Personal information” in this context means any information or opinion about an identified individual, or an individual who is reasonably identifiable. We will only collect information necessary for us to provide our accounting, tax, and advisory services or to comply with our legal and regulatory obligations. The types of personal information we commonly collect include, but are not limited to:

Identity and Contact Details: Your name, address, email address, telephone number, date of birth, and other contact information. We may also collect identification details such as your Tax File Number (TFN), Australian Business Number (ABN) if applicable, and details from identity documents (e.g. driver’s licence or passport).
Financial Information: Information about your financial situation and history. This may include your tax records, income, expenses, assets and liabilities, bank account details, investment details (shares, property holdings), superannuation information, loan information, and related financial data.
Business Information: If you are a business client, we collect business records such as accounting data (e.g. profit and loss statements, balance sheets), business asset information, GST records, and other information required for BAS/IAS preparation or advisory services.
Employment and Personal Circumstances: For individual clients, we might collect details of your employment (current and historical), family or dependent information, and other personal circumstances if relevant to the services (for example, for tax planning we may note your marital status, number of dependents, etc.).
Sensitive Information (limited): We generally do not seek to collect sensitive personal information (such as health information, ethnic origin, religious beliefs, political opinions, etc.) as these are usually not needed for our services. We will only collect sensitive information if it is directly relevant and you have given consent or if required by law. One example could be health information if claiming certain tax deductions or insurance matters – but this is rare.
Tax File Numbers: We may collect your TFN to assist with lodging your tax returns or communicating with the ATO. Your TFN is handled with the highest confidentiality and in accordance with special laws governing TFN usage (Tax File Number Guidelines issued under the Privacy Act). You are not legally required to provide your TFN, but failing to do so may limit our ability to act on your behalf with the ATO. We will not use or disclose your TFN except as permitted by taxation law and Privacy regulations.
Online Information and Cookies: When you use our website, we may collect information such as your IP address, browser type, browsing actions on our site, and referring URLs. We use cookies and similar technologies to enhance user experience (see “Cookies and Analytics” below for details). This technical data is generally not linked to your identity, except possibly when you fill out forms on our site.

We collect personal information directly from you in most cases. You might provide this information through forms (either paper or electronic), face-to-face meetings, phone calls, emails, our website contact forms, or by supplying documents to us. In some instances, we may also collect information about you from third parties with your consent or as authorized by law – for example, from your financial advisor, from the ATO or ASIC, or from your previous accountant (typically after you have instructed them to transfer information to us).

How We Collect Personal Information

We use fair and lawful means to collect your information. Depending on your interactions with us, we may collect information in various ways, including:

Directly from You: This is the primary way we gather information. You might complete engagement forms or client questionnaires, provide identification documents, or supply data during meetings and phone calls. When you correspond with us by email, post or through our client portal, we will collect any information you provide in those communications.
Through Our Website and Digital Interactions: If you use our website to contact us (e.g., by submitting a web form or signing up for a newsletter), we will collect any personal details you submit. Our site may also automatically collect some information (such as your IP address or browsing data via cookies) as described in the “Cookies and Analytics” section. If you engage with us on social media or other online platforms, we may collect information from those interactions as well.
From Third Parties (with your consent): With your permission, we might contact or obtain information from external sources. Examples include: your previous accountant or bookkeeper (for prior year financials or tax info), your lawyer or financial planner, banks and financial institutions (for loan or interest information), the Australian Taxation Office or other government bodies (for tax and superannuation data), or online accounting software you use (like Xero or QuickBooks). We ensure that any third-party data collection is done in line with privacy laws and with your authorisation. For example, when you appoint us as your tax agent, you consent to us accessing your ATO records.
Public Sources: On occasion, we may need to collect data from publicly available sources. For instance, we might search ASIC registers for company information, ABN lookup for business details, or other public databases to confirm details related to your affairs (only where relevant and permitted by law).
Via Cookies/Tracking: Our website may collect data using cookies and analytics tools when you browse (as detailed later). This helps us understand site traffic and improve our online services.

We will only collect personal information by lawful and fair means, and usually directly from you unless it’s unreasonable or impracticable to do so. If we ever need to collect information about you from someone else (and it’s not a typical or obvious part of the engagement), we will wherever possible obtain your consent beforehand.

Why We Collect Your Information (Purpose of Use)

We collect and use your personal information primarily to enable us to provide you with high-quality accounting and tax services. The purposes for which Godspeed Accountants may collect, hold, and use your information include:

To Provide Services to You: This encompasses all activities in performing our engagement with you – for example, preparing and lodging your income tax returns, BAS and other tax filings; bookkeeping and payroll processing; preparing financial statements or management reports; providing tax planning or business advisory advice; and any other accounting or consulting services you request. We use the information to fulfil our contractual obligations to you and to ensure our advice is tailored to your circumstances.
Compliance with Legal Obligations: We use your information to comply with various legal and regulatory requirements. For example, we maintain records as required by taxation law and the Corporations Act. We may use your TFN and other details to communicate with the Australian Taxation Office (ATO) or Australian Securities and Investments Commission (ASIC) on your behalf, and to meet our ATO lodgment obligations. If a law or court/tribunal order requires us to disclose certain information (e.g., under a notice or subpoena), we will comply (after verifying the request’s legitimacy).
Communication: We might use your contact information to communicate with you about your matters – for instance, to discuss your tax position, to inform you of important deadlines (like tax lodgement dates), or to convey changes in laws that might affect you. We may also send technical updates or newsletters if you have subscribed to such updates (you can opt out as described below).
Maintaining and Updating Records: We keep internal records of clients to ensure we have a historical account of work done, which is important for continuity and quality of service. This also includes using your details for internal administrative purposes such as billing, account management, and audits of our own compliance with professional standards.
Improvement of Services: Information we gather can help us understand client needs and improve our offerings. For example, we might analyse (in aggregate) what services are most requested or common questions clients ask to develop better resources or training for our staff. We may also occasionally ask you for feedback (e.g., client satisfaction surveys) and use your responses to enhance our services.
Marketing and Information (Opt-In Only): With your consent, we may use your contact details to send you newsletters, regulatory updates, event invitations, or marketing communications about our services that we think may interest you. We know your time and privacy are important, so we will not spam you or add you to mailing lists unless you have agreed. If you do sign up, each marketing email will include an option to unsubscribe or opt-out of future emails. You can also contact us at any time to be removed from any mailing list. We do not sell or rent your personal details to third parties for marketing.
Recruitment and Business Operations: If you apply for a job with us, we will use your personal information to evaluate your candidacy. For contractors or suppliers, we hold necessary contact and payment information for contract administration. Additionally, we may use data in managing our business systems (IT infrastructure) and for risk management and insurance purposes (for example, storing records in case of professional indemnity insurance claims).
Quality Assurance and Training: We may use certain case information (anonymised where possible) for internal training of staff or for quality control processes. For instance, senior staff might review files to ensure our team’s work meets our standards. If we conduct internal reviews or external peer reviews, your information might be accessed strictly for those review purposes, as noted earlier under Confidentiality.

If we intend to use your personal information for any secondary purpose that is unrelated to the primary purpose of collection and not obvious to you, we will seek your consent first, unless an exception under privacy law applies (e.g., it’s required by law, or we suspect unlawful activity such as fraud and need to notify authorities, etc.).

What if you don’t provide information? Providing most information is voluntary, but if you choose not to provide information that we need, it can affect our ability to serve you. For example, if you refuse to give necessary financial information or a TFN for a tax return, we may not be able to prepare or lodge that return. Lack of certain information could result in delays or inability to provide advice, or it might lead to outcomes like incorrect or incomplete advice or late lodgements with penalties. We will inform you if a particular piece of information is critical to a service so you can make an informed choice.

Disclosure of Your Personal Information

Godspeed Accountants respects the confidentiality of your personal data. We do not sell, trade, or rent your personal information to unrelated third parties for their marketing purposes. We will only disclose your information to third parties in ways that are necessary for the purposes listed above, or as required/authorised by law, and typically with your consent. The parties to whom we may disclose information (depending on the engagement and your needs) include:

Government Authorities: Primarily the Australian Taxation Office (ATO) for tax return lodgements, BAS lodgements, and tax-related correspondence. We may also interact with other authorities such as ASIC (for business registrations or company compliance), state revenue offices (for payroll tax or duties), or other government agencies as relevant to your matters. If required by law enforcement or regulators (for example, under a court order, or to the TPB during an investigation), we will disclose only the necessary information.
Your Authorised Representatives: We will share information with parties you have authorised us to deal with. For instance, if you instruct us to liaise with your solicitor, financial planner, or finance broker, we will share relevant information with them. We will also respond to information requests from your spouse/partner or other advisors only if you have given consent for us to do so or it’s implicit in the engagement (e.g., preparing a joint tax return).
Service Providers and Subcontractors: We use certain third-party service providers to help run our practice or deliver our services. This includes cloud accounting software providers (e.g. Xero, QuickBooks Online), where we may store your accounting data to manage your books; Customer Relationship Management (CRM) systems that store your contact details and engagement history; email and document storage providers (we use secure cloud-based systems to store files and communicate); and possibly external consultants or specialists for complex matters (such as a tax specialist or bookkeeper subcontractor). We only share with these providers the information necessary for them to perform their functions for us. For example, if we set you up in Xero or QuickBooks, your financial transaction data is stored on those platforms; if we use an email marketing tool like Mailchimp to send out our newsletter, your name and email might be stored with that service (only if you’ve subscribed to the newsletter). All such service providers are bound by privacy obligations – either contractually with us and/or through their own privacy policies. Many of our key providers (like Xero, Intuit QuickBooks, and Mailchimp) have publicly available privacy policies confirming they do not use your data for their own purposes without consent.
Professional Bodies or Insurers: We may disclose information to our professional associations or auditors for the purposes of practice audits, peer reviews, or obtaining advice, but wherever possible this would be done in a way that protects your anonymity. If we are part of a Professional Standards Scheme, we might need to confirm our client list or certain engagement details to scheme managers or insurers. Also, if a claim or complaint arises, our insurers or legal advisors might require information (we would only provide what is necessary under confidentiality arrangements).
Others with Your Consent: If there is any other party you want us to disclose information to (for instance, a family member, business partner, or potential buyer of your business), we will do so with your clear consent. Conversely, we will not discuss your affairs with even a family member or colleague unless you instruct us to.

In all cases of disclosure, we aim to disclose only the information that is needed for the recipient to perform their function. Where feasible, we will de-identify or anonymise data (for example, for training or marketing analytics) so that individuals are not readily identifiable.

Cross-Border Disclosure: Some of the third-party services we use may be hosted or headquartered outside Australia. For example, Mailchimp’s servers are in the United States, and some cloud software providers might store data in multiple countries. When we use these services, it may involve storing or processing your personal information on servers located overseas. We will only do this with providers that we trust and that have strong security and privacy practices. By using our services, you consent to this potential transfer of information outside Australia. We take reasonable steps to ensure any overseas recipient of your personal information will handle it in a manner consistent with Australian privacy law (for instance, by contractually requiring protection of data). However, if an overseas provider is subject to foreign laws that require disclosure (e.g., foreign government access), those laws might apply. Rest assured, we select reputable providers (like Xero, QuickBooks, Microsoft, Google, etc.) with robust data protection commitments.

Required by Law: If at any time we are required by Australian law or court order to release information about you (or your organisation), we must comply and may not be able to seek your permission. For example, we could be compelled by a court subpoena or by the ATO under formal notice to provide documents. Where the law permits, we will inform you of such disclosures. Note that the Tax Agent Services Act also imposes some limits – we generally cannot disclose your tax file number or tax advice without authority, except to the extent law specifically allows.

Retention and Destruction: We will retain your personal information for as long as needed to fulfil the purposes for which it was collected, and as required by law. For example, tax legislation and professional guidelines often require us to keep working papers and records for 5 to 7 years. After that period, or once information is no longer needed, we will take reasonable steps to destroy or permanently de-identify personal information in a secure manner. However, certain documents may be retained longer if required (e.g., if relevant to a legal dispute or if laws mandate longer retention).

Cookies and Analytics on Our Website

Like many websites, ours uses cookies and related technologies to improve your browsing experience and gather usage statistics. A cookie is a small text file that a website saves to your computer or device when you visit. We use cookies for several reasons:

Site Functionality: Some cookies are essential for the functioning of our website (like navigation or remembering your preferences).
Preferences: We may use cookies to remember things like your preferred settings or to pre-fill forms with data you have already provided, making our site easier to use on repeat visits.
Analytics: We use third-party analytics tools (such as Google Analytics) to collect information about how visitors use our site. These cookies collect data on things like pages visited, time on site, how you arrived at our site, etc. This information is aggregated and does not identify you personally. It helps us understand user behaviour and improve our website’s content and layout. Google Analytics, for example, may transmit and store this information on servers in the United States; however, it does not give us data that can identify individuals. We have settings enabled to anonymise IP addresses where possible. (For more details on how Google may handle data, refer to Google’s Privacy Policy.)
Advertising and Marketing: We do not currently display third-party ads on our site, but we may use tracking cookies to reach our past visitors with relevant information. For instance, we might use Google Ads or Facebook pixels to note that you visited our site, so that we can later show you an advertisement about our services on Google or Facebook. Any such “Marketing” cookies would be used only if we engage in an advertising campaign, and they would track anonymous data about your visit (such as the fact you visited a certain page). You can opt out of these by adjusting your ad settings on those platforms.
Third-Party Tools: Our site may interface with social media platforms (like a Facebook “share” or LinkedIn button). If you use those features, those platforms may set cookies or identify you via their own tracking. We do not control these cookies; they are governed by the privacy policy of the respective platform.

Consent and Control: By using our website with cookies enabled in your browser, you consent to our use of cookies. You can control or delete cookies as you wish – most web browsers automatically accept cookies, but you can usually modify your browser setting to decline cookies or alert you when cookies are being used. Keep in mind, if you disable cookies, some features of our site might not function as intended. For example, if you disable “session cookies,” the site might not remember your actions as you navigate page to page. For analytics, Google provides an opt-out browser add-on if you wish to prevent your data from being used by Google Analytics across all websites.

We also use appropriate measures to ensure cookie data is only accessed as needed. Our use of cookies is intended to be compliant with Australian requirements. (Australia does not currently require explicit cookie pop-up consent in the way some other jurisdictions do, but we respect Do-Not-Track signals and your choices as per the APPs.) If you have questions about our use of cookies or analytics, feel free to contact us.

Data Security

We take the security of your personal information seriously. Godspeed Accountants has implemented industry-standard security measures to protect your data from misuse, interference, loss, unauthorised access, modification, or disclosure. These measures include a combination of physical, electronic, and procedural safeguards:

Secure IT Systems: We use firewalls, anti-virus/anti-malware software, and encryption technologies where appropriate (for example, our cloud storage and client databases are encrypted and password-protected). Access to systems is restricted to authorised personnel only, and each user has unique login credentials.
Access Controls: Our team members are trained in privacy and confidentiality. Staff only access client information on a need-to-know basis. We have internal policies (and employment contract clauses) that require confidentiality and proper handling of client data. Breach of these is treated as serious misconduct.
Physical Security: Our office premises have security measures to prevent unauthorised entry. Client files in paper form are kept in locked cabinets or secure areas. We also securely dispose of or shred documents that are no longer needed.
Data in Transit: When we transfer sensitive data (for example, sending you a copy of your tax return), we use secure methods. This might include encrypted email, password-protected files, or secure client portals. We encourage you to also use secure methods when sending us sensitive information.
Backup and Recovery: We perform regular backups of electronic records and store backups in a secure offsite location. This protects against data loss and allows recovery in case of a technical incident.
Monitoring and Maintenance: We monitor our systems for possible vulnerabilities and attacks, and we regularly update our software and security protocols. Our website is also secured via HTTPS to encrypt data in transit (like any contact forms you submit).

While we strive to protect your information, it’s important to note that no method of transmission over the internet or electronic storage is 100% secure. We cannot guarantee absolute security of data, especially for data transmitted to us online – you provide information at your own risk. However, once we receive your data, we follow strict procedures to safeguard it. If we ever experience a data breach that is likely to result in serious harm to you, we will notify you and the appropriate authorities as required by the Notifiable Data Breaches scheme under the Privacy Act.

Accessing and Correcting Your Information

Access Rights: You have the right to request access to the personal information we hold about you, subject to some exceptions allowed by law. For example, we may refuse access if granting it would infringe someone else’s privacy, pose a serious threat to health or safety, or reveal internal evaluative decision-making processes. In general, however, we will be transparent about your records. To request access, please contact us (see Contact section below). We may require you to verify your identity before releasing information to ensure we don’t inadvertently give your data to someone else. Access is usually provided in writing (we can email or post you copies of information). We will endeavour to respond to access requests within a reasonable timeframe, typically within 30 days.

We do not typically charge any fee for an access request. However, if your request is complex and incurs significant time or costs (for example, retrieving archived data or copying a large volume of documents), we may charge you the reasonable costs of supplying the information. We will let you know in advance if any charges apply, so you can decide if you wish to proceed.

Correction Rights: We take reasonable steps to ensure that the personal information we collect, use or disclose is accurate, complete, and up-to-date. If you believe any information we hold about you is incorrect, incomplete, or out-of-date, you have the right to request a correction. Contact us with the details of what needs updating or correcting. We may need to verify the correct information (for instance, see a correct spelling or updated address evidence). We will respond to correction requests as quickly as possible. If we agree the information should be corrected, we will do so and confirm with you. If we do not agree to make the correction (for example, if we believe the information is accurate and there is a legal reason to keep it as is), we will provide you with our reasons (unless it’s unreasonable to do so) and inform you of further steps you can take.

Access by Others: If you have engaged us jointly with another person (say, a husband and wife for a joint tax matter, or business partners for a business account), typically each of you has equal rights to access information about the engagement. If you have any concern about information being shared among joint clients, please discuss this with us.

Making a Privacy Complaint or Enquiry

We value your privacy and will do our best to address any concerns you have. If you have any questions about this Privacy Policy, or if you believe we have handled your personal information in a way that breaches this Policy or the Australian Privacy Principles, please contact us to discuss your concerns. You can reach us by:

Email: privacy@godspeedaccountants.com.au (Attn: Privacy Officer)
Phone: [Insert contact number] – ask for the Privacy Officer or Practice Manager.
Mail: Privacy Officer, Godspeed Accountants Pty Ltd, [Office Address, NSW, Australia].

Please provide your name and contact details and as much detail as possible about your question or complaint. We take all complaints seriously and will investigate your complaint and respond to you within a reasonable time (normally within 30 days). We may request further information from you to clarify the issue or to assist in the investigation.

If you make a complaint, our Privacy Officer will review the circumstances and, if a breach is confirmed, will take steps to address it (such as retrieving and securing any disclosed information, correcting procedures, and training staff if needed). We will inform you of the outcome of your complaint and any actions taken to resolve it.

If you are not satisfied with our response or how we handled your complaint, you have the right to take the matter to the Office of the Australian Information Commissioner (OAIC). The OAIC is the independent government body that oversees privacy regulation. The OAIC can be contacted through their website www.oaic.gov.au or by phone at 1300 363 992. The OAIC can investigate privacy complaints and has the power to enforce privacy laws. We do ask that you give us the chance to address your concerns first, but you are free to contact the OAIC at any time.