top of page

Privacy Policy

​

1. About this Privacy Policy

PROACTIVE TAX ADVISORS PTY LTD ABN 48 606 162 234, trading as Proactive Financial HUB (“we”, “us”, “our”), is committed to protecting your privacy and handling your personal information in a transparent, lawful and secure manner.

This Privacy Policy explains how we collect, hold, use and disclose personal information in connection with our accounting, taxation, BAS, SMSF, bookkeeping, payroll, mortgage broking, insurance referral, advisory and related business services.

This policy is intended to reflect our privacy practices and to help clients, prospective clients, representatives, contractors and other individuals understand how we manage personal information.

 

2. Who we are

We are an Australian professional services practice providing taxation, accounting, advisory and associated business services.

​

3. What personal information we collect

The kinds of personal information we may collect include:

  • name, date of birth and contact details

  • residential, postal and business addresses

  • email address and telephone number

  • Tax File Number (TFN), ABN, ACN and other taxation or business identifiers where permitted or required

  • identity verification information, such as driver licence, passport or Medicare details, and verification results

  • employment, payroll, banking and superannuation information

  • financial information, tax records, BAS data, income and deduction records, and other documents relevant to our services

  • company, trust, SMSF and business records

  • information about authorised representatives, directors, trustees, partners, beneficiaries or officeholders

  • website usage information, cookies and analytics data

  • communications with us, including emails, file notes, engagement records and instructions

  • any other information reasonably required for us to provide services or comply with legal obligations.

Where we provide services to business entities, we may collect personal information about directors, shareholders, trustees, employees, representatives and other associated persons.

​

4. How we collect personal information

We may collect personal information:

  • directly from you

  • from forms, engagement documents, emails, phone calls, meetings, online portals and website enquiries

  • when you provide documents to us for taxation, accounting, finance or identity verification purposes

  • from your authorised representatives or referrers

  • from government agencies, public registers or regulatory bodies where lawful

  • from third-party software, service providers or platforms used in connection with our services

  • from identity verification providers where verification is requested or required

  • from counterparties, employers, lenders, superannuation funds, insurers, accountants, solicitors or other advisers you authorise us to deal with.

If we receive personal information that we did not request, we will deal with it as required by applicable law.

​

5. Why we collect, use and disclose personal information

We may collect, hold, use and disclose personal information for purposes including:

  • providing taxation, accounting, BAS, payroll, SMSF, business advisory and related services

  • onboarding and verifying clients and their representatives

  • confirming identity and authority to act

  • complying with obligations under taxation, corporations, superannuation, privacy, anti-fraud, record-keeping and other applicable laws

  • communicating with you and managing our client relationship

  • preparing and lodging tax returns, activity statements, forms, registrations and other documents

  • maintaining client records and file notes

  • processing invoices, payments and administrative tasks

  • responding to enquiries, complaints or regulatory requests

  • improving our systems, operations, website and client experience

  • protecting our business, clients and systems from fraud, impersonation, cyber risk and misuse

  • marketing our services where permitted by law.

We will generally only use or disclose personal information for the purpose for which it was collected, for a related purpose that you would reasonably expect, with your consent, or where otherwise authorised or required by law.

​

6. Identity verification and government-related identifiers

As part of our onboarding and fraud prevention processes, we may request identity verification information from clients and their representatives.

We may use third-party identity verification systems or service providers to verify identity information against government or other trusted data sources. Where possible, we seek to limit the personal information we retain and to rely on verification outcomes, file notes or checklists rather than retaining full copies of identity documents or restricted document data unless required by law, reasonably necessary for our services, or authorised by you.

We do not use government-related identifiers, including TFNs, as our own identifier of individuals.

​

7. Tax File Numbers and sensitive information

We may collect TFNs and TFN-related information where permitted or required by law for taxation and related services. TFNs are handled in accordance with applicable legal requirements, including confidentiality and security obligations.

We will only collect sensitive information where reasonably necessary for our functions or activities, where you consent, or where collection is otherwise permitted or required by law.

​

8. Can you deal with us anonymously or by pseudonym?

In some circumstances, you may deal with us anonymously or by pseudonym. However, for most taxation, accounting, finance, identity verification and compliance services, this will not be practicable because we need to verify identity, authority and service-related information.

​

9. Disclosure of personal information

We may disclose personal information to:

  • the Australian Taxation Office and other government agencies

  • the Tax Practitioners Board, ASIC and other regulators

  • identity verification providers and related compliance service providers

  • software providers, cloud storage providers, IT support providers and other business service providers

  • banks, lenders, mortgage aggregators, insurers, superannuation funds and product providers where relevant to services you request

  • legal, financial, audit, compliance and other professional advisers

  • debt collection, payment processing or administrative service providers

  • your authorised representatives, employers, trustees, directors, partners, beneficiaries or related entities

  • any other person or organisation where you have authorised the disclosure or where disclosure is required or permitted by law.

We take reasonable steps to ensure that service providers who handle personal information on our behalf are subject to appropriate confidentiality, privacy and security obligations.

​

10. Overseas disclosure

Some of our technology providers, cloud platforms, software vendors or processors may store or process personal information outside Australia.

Where we disclose personal information overseas, we will take reasonable steps to ensure that such information is handled in a manner consistent with applicable privacy requirements, unless an exception applies.

​

11. Website, cookies and analytics

When you visit our website, we may collect technical and usage information such as IP address, browser type, device information, pages visited, referral source, date and time of access, and other analytics data.

We may use cookies and similar technologies to:

  • operate and secure our website

  • understand website usage

  • improve functionality and performance

  • support marketing and communications.

You can adjust your browser settings to manage cookies, although this may affect website functionality.

​

12. Direct marketing

We may use your contact details to send information about our services, updates, reminders or relevant business communications where permitted by law.

You can opt out of receiving marketing communications at any time by contacting us or using the unsubscribe facility provided in the communication.

​

13. Security of personal information

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

These steps may include:

  • restricted access to client records

  • password controls and multi-factor authentication

  • secure cloud platforms and business systems

  • staff training and confidentiality obligations

  • role-based access and audit logging where available

  • secure disposal or de-identification where appropriate

  • incident response and breach escalation procedures.

No method of transmission or storage is completely secure. However, we take reasonable and proportionate steps to protect the information we hold.

​

14. How long we keep personal information

We keep personal information for as long as reasonably necessary for our business and legal purposes, including to provide services, maintain records, respond to disputes, and comply with taxation, professional and regulatory obligations.

In many cases, we retain client records for at least 5 years after the relevant service has been provided, and longer where required or reasonably necessary. We may de-identify, archive, return or destroy information when it is no longer needed, subject to legal and professional obligations.

​

15. Access to and correction of personal information

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

Requests should be made in writing using the contact details below. We may need to verify your identity before processing a request.

In limited circumstances, we may refuse access or correction where permitted by law. If this occurs, we will provide reasons where required.

​

16. Complaints

If you have a complaint about how we have handled your personal information, please contact us in writing using the details below.

We will review your complaint and respond within a reasonable period.

If you are not satisfied with our response, you may be able to lodge a complaint with the Office of the Australian Information Commissioner.

Privacy Contact
Email: tax@proactivefh.com.au
Phone: (03) 8732 9197
Postal address: 8 Waterside Place, Docklands VIC 3008

​

17. Data breaches

If we suspect that personal information has been subject to unauthorised access, disclosure or loss, we will investigate the incident and take appropriate steps to contain and assess it.

Where required by law, we will notify affected individuals and relevant regulators, including the Office of the Australian Information Commissioner, in accordance with the Notifiable Data Breaches scheme and any other applicable requirements.

 

18. Changes to this Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our services, technology, legal obligations or business practices.

The latest version will be made available on our website.

Garamond is a classic font with a modern twist. It's easy to read on screens of every shape and size, and perfect for long blocks of text.

bottom of page