Privacy Policy of The CFO Agency

Our Commitment to Your Privacy

The CFO Agency is committed to protecting your privacy and handling personal information, business information and financial information with care, confidentiality and professionalism.

This Privacy Policy explains how we collect, use, disclose, store and protect information when you use our website, contact us, engage our services, use our client portal or otherwise interact with us.

Who This Policy Applies To

This policy applies to current, prospective and former clients, website visitors, suppliers, professional contacts and other individuals whose information we may collect in the course of operating The CFO Agency.

It applies to information collected through our website, client onboarding processes, client portals, email, telephone, video meetings, in-person meetings, accounting and tax software, regulatory platforms and third-party service providers.

Information We May Collect

Depending on your relationship with us, we may collect:

• Identity and contact information: name, address, phone number, email address and business contact details.
• Government identifiers: Tax File Number, Australian Business Number, Australian Company Number, director identification number, driver licence or other identity verification information.
• Financial and taxation information: income, expenses, deductions, bank details, payroll information, superannuation information, assets, liabilities, BAS, GST, PAYG and tax records.
• Business information: company structure, financial reports, forecasts, budgets, management accounts, operational data, commercial plans and advisory materials.
• Personal circumstances: date of birth, marital status, dependants and other information relevant to taxation or advisory services.
• Digital information: IP address, browser type, device information, website usage data, cookies and analytics information.
• Communications: emails, messages, meeting notes, call records, file notes and instructions provided to us.

How We Collect Information

We may collect information directly from you, from your authorised representatives, from government agencies, from accounting and business platforms, or from third parties where you have authorised the collection or where the collection is permitted by law.

This may include information received from the Australian Taxation Office, ASIC, banks, payroll providers, bookkeeping platforms, superannuation funds, financial institutions, lawyers, lenders, brokers or other professional advisers.

Why We Collect and Use Information

We collect, hold and use information to:

• provide accounting, tax, CFO, reporting, advisory and compliance services;
• prepare and lodge tax returns, BAS, financial reports and related documents;
• manage client onboarding, identity verification, engagement letters and authority forms;
• communicate with you about your account, services, deadlines and obligations;
• comply with taxation, accounting, regulatory and legal obligations;
• manage our business operations, risk, quality control and professional obligations;
• improve our website, systems, services and client experience;
• send relevant updates, newsletters or marketing communications where permitted or with your consent.

Tax File Numbers and Sensitive Information

Where we collect Tax File Numbers or TFN information, we only use or disclose that information where authorised by taxation law, superannuation law, personal assistance law or another applicable law.

We take additional care when handling TFNs, identity documents, financial records and other sensitive information, including limiting access to those who reasonably require it to perform their role.

Disclosure of Information

We may disclose information to:

• the Australian Taxation Office, ASIC, the Tax Practitioners Board and other regulators;
• software and cloud service providers used to deliver our services, including Xero, TaxDome, LodgeiT and related platforms;
• external contractors, accountants, bookkeepers, consultants or advisers engaged to assist with client work;
• professional advisers, including lawyers, auditors, insurers and debt recovery providers;
• banks, lenders, brokers or other third parties where you have authorised disclosure;
• law enforcement, courts, tribunals or regulators where required or permitted by law.

We do not sell your personal information.

Third-Party Platforms and Overseas Disclosure

We use third-party software, cloud platforms and service providers to manage client data, workflow, communications, lodgements, documents and accounting records.

Some providers may store, process or access information from locations outside Australia. Where this occurs, we take reasonable steps to use reputable providers with privacy, confidentiality and security controls appropriate for the nature of the information handled.

External Contractors and Confidentiality

External contractors and service providers who assist The CFO Agency are required to handle information confidentially and only for authorised business purposes.

We take reasonable steps to ensure contractors and providers understand their privacy and confidentiality obligations when handling client information.

Data Security

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

Security measures may include:

• secure client portals and document sharing systems;
• access controls, authentication and permission settings;
• SSL encryption and secure website connections;
• password management and account security practices;
• staff and contractor confidentiality expectations;
• reasonable monitoring, backup and system security procedures.

No method of electronic transmission or storage is completely secure. You should use strong passwords, keep your login details confidential and notify us promptly if you suspect unauthorised access to your information.

Cookies, Analytics and Website Tracking

Our website may use cookies, pixels, analytics tools and similar technologies to understand website usage, improve functionality, measure marketing performance and deliver relevant content.

You can disable or manage cookies through your browser settings. Some website features may not function properly if cookies are disabled.

Marketing Communications

We may send newsletters, insights, updates or marketing communications where you have consented, where you are an existing client, or where otherwise permitted by law.

You can opt out at any time by using the unsubscribe link in our emails or by contacting us directly.

Data Retention

We retain information for as long as reasonably necessary to provide services, manage our business, comply with professional obligations and satisfy legal, taxation and regulatory record-keeping requirements.

Taxation and business records are generally retained for at least five years, and some records may be retained for longer where required by law, professional standards, insurance, dispute management or regulatory obligations.

When information is no longer required, we take reasonable steps to securely destroy, delete or de-identify it.

Data Breaches

If we become aware of a data breach, we will take reasonable steps to contain, assess and manage the incident.

Where a breach is likely to result in serious harm and notification is required under the Notifiable Data Breaches scheme, we will notify affected individuals and the Office of the Australian Information Commissioner as required.

Children’s Privacy

Our services are intended for adults and businesses. We do not knowingly collect personal information from individuals under 18 unless it is necessary for taxation, accounting or advisory services and has been provided by a parent, guardian or authorised representative.

Accessing and Correcting Your Information

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

We may need to verify your identity before providing access or making changes. In some circumstances, we may be unable to provide access to certain information, including where access would be unlawful, compromise another person’s privacy, prejudice legal proceedings or breach professional obligations.

Complaints

If you have concerns about how we handle your personal information, please contact us first so we can review and respond to your concern.

If you are not satisfied with our response, you may contact the Office of the Australian Information Commissioner.

Contact Us

Learn More About Our Services

The CFO Agency provides strategic financial leadership, fractional CFO services, virtual CFO support, financial reporting, business planning, cash flow management, bookkeeping, tax compliance and outsourced finance support for Australian businesses.

To learn more about our services, visit our Services, Financial Insights & Reporting, or Contact page.

Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in our services, systems, legal obligations or privacy practices. The updated version will be published on our website with the effective date shown above.