Privacy Policy

This is our privacy policy. It explains how personal information is collected, used, disclosed, stored, and protected when you engage with Outbooks Australia through our website, onboarding process, or service agreements. Please read this policy carefully to understand how your information is handled.

If you have any questions or comments regarding this privacy policy, please contact us at info@outbooks.com.au.

For the purposes of applicable Australian privacy laws, we operate in accordance with:

• The Privacy Act 1988 (Cth)
• The Australian Privacy Principles (APPs)

Outbooks provides outsourced accounting, bookkeeping, payroll, and compliance support services to accountants and businesses across Australia.

Our company details are as follows:

Outbooks Australia
2902/5 Lawson Street
Southport QLD 4215
Australia

Phone: 0451 320 102
Email: info@outbooks.com.au

We may collect and process the following personal information:

Business Contact Information

• Name
• Work email address
• Telephone number
• Job title
• Business name
• Correspondence records

Client Service Information

Where engaged to provide services, we may process:

• Payroll information
• Financial transaction records
• Accounting records
• Supplier and customer details

Sensitive information is handled only where required for lawful service delivery and in accordance with Australian legal obligations.

Where payroll services are provided, Tax File Numbers (TFNs) may be processed strictly in accordance with the Tax File Number Rule 2015 and the Privacy Act 1988 (Cth). TFNs are not used or disclosed beyond what is legally permitted.

Our website may use cookies and similar technologies to collect information about how the site is used.

We use cookies for:

• Essential website functionality
• Website analytics and performance improvement

Non-essential cookies, including analytics cookies, are only used with your consent. You may manage or withdraw consent through your browser settings.

We use tools such as Google Analytics to understand website usage and improve user experience.

We use personal information for legitimate business and operational purposes, including to:

• Deliver outsourced accounting, bookkeeping, payroll, and compliance services
• Manage client relationships
• Respond to enquiries
• Improve website functionality and performance
• Meet legal and regulatory obligations

Personal information is not used for purposes unrelated to the services provided without your consent.

Personal information is stored in secure systems located within Australia and controlled environments.

We take reasonable steps to protect your data from misuse, interference, loss, unauthorised access, modification, or disclosure.

Personal information is retained only for as long as necessary to meet service, legal, and regulatory requirements.

We may disclose personal information where necessary for service delivery and operations. This may include:

• Authorised employees and contractors
• Approved technology and infrastructure providers

We do not sell personal information.

Information may also be disclosed where required by law, court order, or regulatory authority.

You may request:

• Access to personal information held about you
• Correction of inaccurate or incomplete information

Requests can be made in writing using the contact details provided below and will be handled in accordance with the Australian Privacy Principles.

Our website may contain links to other websites. This privacy policy does not apply to those websites. We recommend reviewing their privacy policies before providing any personal information.

We may update this privacy policy from time to time to reflect changes in legislation or operational practices.

The latest version will always be available on our website. Continued engagement with our services constitutes acceptance of the updated policy.

11.1 APP Entity

We act as an APP Entity when collecting and managing personal information relating to website visitors, enquiry contacts, business representatives, and prospective clients.

11.2 Service Provider / Processor

We act as a service provider when handling personal information on behalf of accounting firms and business clients.

In such cases:

• The client remains responsible for lawful data collection
• Processing is carried out strictly in accordance with contractual instructions
• A written agreement is in place prior to processing personal information

Personal information may be collected through:

• Website enquiry forms
• Email communications
• Telephone discussions
• Client onboarding documentation
• Secure data upload platforms
• Approved accounting software systems

We may also collect limited technical information through website analytics tools.

Due to the outsourcing model, personal information may be accessed by authorised personnel located outside Australia.

Where this occurs, we take reasonable steps to ensure that overseas recipients handle personal information in accordance with the Australian Privacy Principles. These steps include:

• Contractual confidentiality obligations
• ISO 27001-aligned security controls
• Secure VPN access
• Role-based access restrictions

We maintain strong technical and organisational safeguards, including:

• ISO 27001:2022 Information Security Management System
• Secure operating systems and antivirus protection
• Firewall and secure VPN connections
• Data encryption and controlled data transfers
• Role-based access controls
• Restricted use of removable storage devices
• Secure, desktop-only operational systems
• CCTV-monitored premises and on-site security
• Encrypted communication channels
• Continuous monitoring of data
• Dedicated quality assurance processes

Access to personal information is strictly limited to authorised personnel.

Personal information is retained only as long as necessary to:

• Fulfil contractual obligations
• Comply with legal and regulatory requirements
• Meet business record-keeping obligations

Retention periods include:

• Financial and accounting records: minimum 5 years (ATO requirements)
• Payroll records: minimum 7 years (Fair Work Act 2009)
• General business correspondence: 5 years from the end of engagement

When no longer required, personal information is securely destroyed or de-identified.

If an eligible data breach occurs, we will:

• Conduct an immediate assessment
• Take steps to contain and remediate the breach
• Notify affected individuals where required

Incident response procedures are documented and regularly reviewed.

If you have any concerns about how your personal information is handled, you can contact our Privacy Officer:

Outbooks Australia
2902/5 Lawson Street
Southport QLD 4215
Australia

Email: info@outbooks.com.au
Phone: 0451 320 102

Requests and complaints will be handled in accordance with the Australian Privacy Principles.