Privacy Policy

The Bookkeeper's Academy Pty Ltd

ABN 58 679 254 794

1. Relationships to Agreements

To the extent that it is incorporated by reference into any agreement between you and us, such as our website terms and conditions, our Terms and Conditions (which apply to members, students, mentees and guests), and the terms and conditions of a Resource, the terms of this policy form part of that agreement (together the TBA Agreement).

2. Defined Terms

(a) This clause 2 defines terms used in this policy. Other terms are defined elsewhere in this policy.

(b) collect includes to hold or store following collection.

(c) disclose may include to transfer.

(d) Legal Reasons means any of the following: It is unreasonable or impracticable to obtain your or the individual's consent and the collection, use or disclosure of the Personal Information is necessary to lessen or prevent a serious threat to an individual's life, health or safety, or a serious threat to public health or safety; We believe the collection, use or disclosure of the Personal Information is necessary in order for us to take appropriate action if we have reason to suspect unlawful activity or serious misconduct in relation to our functions or activities has been or is being engaged in; The collection, use or disclosure of the Personal Information is required or authorised by or under an Australian law or a court / tribunal order; The collection, use or disclosure of the Personal Information is reasonably necessary for the establishment, exercise or defence of a legal or equitable claim; The collection, use or disclosure of the Personal Information is reasonably necessary for the purposes of a confidential alternative dispute resolution process; We reasonably believe that the use or disclosure of the Personal Information is reasonably necessary for enforcement related activities by an enforcement body.

(e) Personal Information has the meaning given to ‘personal information’ in section 6(1) of the Privacy Act 1988 (Cth), being information or an opinion about an identified individual, or an individual who is reasonably identifiable, whether the information or opinion is true or not, and whether the information or opinion is recorded in a material form or not. Personal Information includes Sensitive Information.

(f) Resource means The Bookkeeper's Academy Membership, mentoring (whether delivered one-to-one or to a group or cohort), short courses, standalone and downloadable resources, and any other program, course, service, event or resource (free or paid) that we may offer or provide from time to time (in each case, as is applicable to you).

(g) Sensitive Information is Personal Information of a sensitive nature, such as information about race, ethnicity, political opinion, religious beliefs or sexuality, and any other information defined as sensitive information by section 6(1) of the Privacy Act 1988 (Cth).

(h) use may include to disclose or transfer.

(i) we means The Bookkeeper's Academy Pty Ltd.

(j) you means the individual who has entered into the relevant TBA Agreement or, if the person who has entered into the TBA Agreement is an entity (eg a company) and not an individual, then in this policy you means any individual connected with the entity and who supplies Personal Information to us in the course of the entity's performance of the TBA Agreement; or the individual reading this policy, if that individual is also an individual in relation to whom we must, pursuant to the Privacy Act 1988 (Cth), abide by this policy.

3. Collection

3.1 When We Collect Personal Information

(a) We collect Personal Information about you when you provide it to us in the course of completing information fields including when you register for a Resource (eg name, email address, phone number); and in relation to your IP address or cookies, in the course of using the website.

(b) We also collect the following kinds of Personal Information about you: name, email address, phone number, postcode and suburb location. If you participate in mentoring or a short course, we also collect the information you provide to us about you and your business in the course of that Resource, including information provided in applications, questionnaires, session notes and your communications with us.

(c) We hold your Personal Information on internet servers operated by our hosting service provider, Kajabi. Our website and member area are delivered through Cloudflare, which provides content delivery and security services and through which traffic to and from our website passes.

(d) In-Browser Tools and Local Storage (Non-Collection). For the avoidance of doubt, any third-party client information, financial data, or compliance findings that you input into our in-browser tools and calculators (“Tool Data”) is processed exclusively within your local device’s web browser using localStorage technology. We do not collect, transmit, access, or hold Tool Data on our internet servers, nor is it transmitted to our hosting service providers or to any artificial intelligence service. Any file you export from these tools is generated within your browser. The webpages on which these tools are made available load standard website analytics and advertising tools, which record page activity such as page views and clicks; those tools do not receive Tool Data. Because we do not “collect” this data for inclusion in a record, it remains entirely within your local control and is not subject to our server-side privacy and security storage policies.

3.2 Reasons for Collecting Personal Information

(a) We collect only such Personal Information as we need to collect in order to supply our services. To the extent (if any) that the Personal Information is Sensitive Information, we will not collect that information without your consent. To the extent that we do not need to collect Personal Information about you, you are not obliged to provide that information to us.

(b) Specifically, we collect Personal Information (as relevant): to enter into contractual relations with you; to identify you as a party to the TBA Agreement; to supply our services to you including by providing you with the opportunity to understand and enjoy the benefits of a Resource; to enable you to use any goods we may supply; to assist us to improve our services; for Legal Reasons (as applicable); and to otherwise comply with our obligations under law.

(c) If you do not enable or permit us to collect this Personal Information, then we may not be able to do all of the things set out in paragraph (b).

3.3 Collecting Entity

The entity collecting Personal Information is The Bookkeeper's Academy Pty Ltd, ABN 58 679 254 794 of PO Box 489 Dianella WA 6059.

4. Use of Personal Information

(a) We use Personal Information to supply our services to you (including the provision of a Resource) and to send you communications about these matters, such as administrative notices.

(b) If you provide your name and mobile phone number or email address to us, you consent to our using your Personal Information to market our own services to you, such as by adding you to our mailing list and notifying you of promotional offers. We do not use your Personal Information to market any other organisation’s products or services to you, and we do not disclose your Personal Information to any other organisation for that organisation’s own marketing purposes. You may withdraw your consent to our marketing at any time at no cost, and all our direct marketing communications include an unsubscribe or other opt-out mechanism. We also use your IP address and cookies to market our services to you by way of displaying targeted banners, advertising or similar. You can control cookies through your browser settings and through any cookie controls we make available, although an IP address is sent automatically whenever you visit a website and cannot be withheld. We will not use your Sensitive Information, if any, in relation to direct marketing without your consent.

(c) We may also use Personal Information for compiling general information that is not itself Personal Information (General Information). General Information may include aggregated statistical information about your attributes, interests and activities. We may use General Information to, among other things, better understand our clients' needs and improve our services.

(d) We may also use Personal Information for Legal Reasons.

5. Disclosure & Transfer

5.1 Disclosure by Us

(a) Generally speaking, we will disclose Personal Information only to service providers who supply us with hosting, content delivery and security, our online learning and membership platform, email and marketing services, meeting and video conferencing services, calendar and scheduling services, transcription and artificial intelligence notetaking services, and financial institutions and payment providers supplying us with payment facilities. We do this so that those parties can provide their services to us, enabling us in turn to supply our services to you.

(b) We do not disclose your Personal Information to any third party for direct marketing purposes.

(c) We may disclose Personal Information for Legal Reasons.

(d) We may disclose General Information to any person for any commercial purpose.

(e) We may disclose Personal Information to a prospective purchaser of our business or of the assets of our business, and to that person’s professional advisers, on a confidential basis and for the purpose of evaluating and completing the transaction. If our business or its assets are sold or transferred, we may disclose or transfer Personal Information to the purchaser or transferee, who will be entitled to use it in accordance with this policy or a policy that is substantially similar.

5.2 Disclosure by You

You may have the practical capacity to disclose Personal Information to the general public when using our services, e.g. posting an online comment or ‘like’ etc. You take full legal and practical responsibility for any such disclosure of Personal Information.

5.3 Transfer to Foreign Countries

We may transfer your Personal Information (excluding Tool Data, which remains strictly local) to a person or organisation in a foreign country, including but not limited to the United States (via our hosting provider, Kajabi, and our content delivery and security provider, Cloudflare). We will only do so if one of the following applies:

(a) We have taken such steps as are reasonable in the circumstances to ensure that the overseas recipient does not breach the Australian Privacy Principles (APPs) under the Privacy Act 1988 (Cth);

(b) We reasonably believe that the recipient is subject to a law or binding scheme that has the effect of protecting the information in a way that is substantially similar to the APPs;

(c) We inform you that overseas compliance will not apply and you consent to the transfer; or

(d) The disclosure is required or authorised by Australian law.

5.4 Group and Cohort Delivery

(a) If you participate in a Resource that is delivered to a group or cohort, other participants will be able to see and hear what you contribute, including any Personal Information you choose to share. You control what you choose to share.

(b) We may record group sessions so that participants can access them afterwards. If a session is to be recorded, we will tell you before the recording starts. A recording may include your name, image, voice and anything you contribute, and may be made available to other participants in that Resource.

(c) You are responsible for ensuring that anything you share about another person, including your own clients, complies with your own privacy and confidentiality obligations.

(d) We record our mentoring sessions, live Q&A sessions and other group Resources, and we may have those recordings transcribed or summarised using third-party transcription or artificial intelligence notetaking services. Those services may be located overseas, and clause 5.3 applies to them. We will tell you before recording starts. Sessions are recorded in full and are not run unrecorded. If you do not wish to appear in a recording, you may take part with your camera and microphone turned off, and you may hide your name or use a pseudonym as your display name. Anything you say, and your display name and image if they are shown, may be captured in the recording.

6. Complaints and Access

(a) You will be able to access Personal Information about you by contacting us or logging into your account.

(b) Privacy Complaints: Please direct privacy inquiries or complaints to our Privacy Officer at support@thebookkeepersacademy.com. We aim to investigate and respond to all complaints within 30 days.

(c) Escalation: If you have made a complaint to us and are not satisfied with the way we have handled it, you are entitled to refer your complaint to the Office of the Australian Information Commissioner (OAIC).

7. Notifiable Data Breaches

We comply with the Notifiable Data Breaches scheme under Part IIIC of the Privacy Act 1988 (Cth). If we experience an eligible data breach (unauthorised access, disclosure, or loss of personal information) that a reasonable person would conclude is likely to result in serious harm to you, we will notify you and the Office of the Australian Information Commissioner (OAIC) as soon as practicable.

8. Integrity & Security

8.1 Integrity

(a) We will take reasonable steps to ensure that Personal Information that we collect, use or disclose is accurate, complete, up-to-date, relevant and not misleading (together, satisfactory).

(b) If you believe that the Personal Information we hold is not satisfactory, you may contact us and ask us to correct the information.

(c) If you demonstrate to us that Personal Information held by us is not satisfactory, we will, within a reasonable time, take reasonable steps to correct the information. If you claim that such information is not satisfactory and we disagree, we will notify you of our reasons and, at your request, accompany the information with a note stating your position about the information.

(d) If we correct information that was not satisfactory and we have previously disclosed that information to a third party, we will take reasonable steps to notify that third party.

8.2 Security

We will take reasonable steps to protect Personal Information from misuse, loss, unauthorised access, modification or disclosure.

9. Disposal of Personal Information

(a) We will take reasonable steps to destroy, disable access to or permanently de-identify Personal Information if we no longer need it for any purpose for which we would be permitted to use or disclose the information under the APPs.

(b) We generally retain Personal Information for as long as you hold a Membership or other access to a Resource, and for 7 years afterwards, which reflects the record keeping periods that apply to our business. We retain recordings and transcripts for as long as the related Resource is made available to participants, and then delete or de-identify them. We may retain information for longer where we are required to do so by law or where it is reasonably necessary for the establishment, exercise or defence of a legal claim.

(c) However, characteristics of information storage technology mean that it is not reasonably possible to delete every last remnant of information we have collected.

10. This Policy

10.1 Principles of Interpreting this Policy

(a) The principles of interpretation of the TBA Agreement (if any) apply to this policy insofar as they are relevant.

(b) Subject to paragraph (a), in this policy, unless expressly to the contrary and as appropriate in the context: An expression in the plural may be read in the singular, and vice versa; A reference to a thing or things includes a reference to any, some or all, or part or whole, of the thing or things; A reference to an act includes an omission and to the causing to be done of that act or omission; A reference to a person doing an act includes a reference to the doing of the act on behalf of the person; A reference to one alternative does not, of itself, exclude any other alternative; An expression of the exercise of a right means the exercise of that right at the sole and absolute discretion of the relevant party; A list of rights is not to be read as an exhaustive list of rights; A reference to a provision, clause or paragraph is a reference to a provision, clause or paragraph of this policy.

10.2 Variations to this Policy

(a) We may vary this policy at any time by amending the version of this document accessible by you on a webpage on our website.

(b) We will take reasonable steps to notify you of material variations made pursuant to paragraph (a).