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Privacy Policy

Last updated: 1 June 2026 · Effective: 1 June 2026

1. About this Policy

OZFirmIQ Pty Ltd (ACN 000 000 000) ("OZFirmIQ", "we", "our", "us") is committed to protecting the privacy of your personal information in accordance with the Privacy Act 1988 (Cth) (Privacy Act) and the Australian Privacy Principles (APPs).

This Privacy Policy explains how we collect, use, disclose, store and protect your personal information when you access or use the OZFirmIQ platform, website and related services. It also explains how you can access, correct or complain about our handling of your information.

2. What Information We Collect

We collect information that is reasonably necessary for the operation of our platform and the provision of our services to Australian accounting and bookkeeping firms.

Information You Provide Directly

• Account Information: Your name, firm name, business email address, phone number, ABN, practice role, professional certifications (e.g. CA, CPA, IPA, Registered BAS Agent), staff count and billing address.
• Firm Data: Client lists, client ABNs, BAS lodgement dates, tax return statuses, invoice records, expense categorisations, trust account balances, payroll summaries, time entries and bank statement data that you upload or enter into the platform.
• Payment Information: Billing details and transaction history. All payment processing is handled securely by Stripe (PCI DSS Level 1 compliant). We do not store full credit card numbers.
• Client Portal Data: If you invite clients to use the OZFirmIQ Client Portal, we collect their name, email address and any documents they upload through the portal.
• Communications: Records of correspondence when you contact our support, sales or account management teams.

Information Collected Automatically

• Usage Data: Pages visited, features used, time spent on the platform, click patterns and interaction data to improve our service.
• Device & Network Data: IP address, browser type, operating system, device identifiers, and approximate geographic location (at city/postcode level).
• Cookies: Session cookies, persistent cookies and analytics cookies as described in Section 9 below.

3. How We Use Your Information

We only use personal information for the primary purpose for which it was collected, or for a related secondary purpose permitted under the Privacy Act. Our primary purposes include:

• Providing, maintaining and improving the OZFirmIQ platform and its features (compliance calendar, AI insights, client management, benchmarking, document pipeline).
• Processing your subscription, billing and account management.
• Verifying your identity and eligibility to use the platform (including ABN validation and professional certification checks).
• Sending service-related communications (deadline reminders, compliance alerts, account notifications).
• Complying with our legal and regulatory obligations under Australian law, including the Anti-Money Laundering and Counter-Terrorism Financing Act 2006 (Cth) and ATO record-keeping requirements.
• Detecting and preventing fraud, unauthorised access, or misuse of the platform.
• Analysing aggregated, de-identified usage patterns to develop new features and benchmarks.
• Sending marketing communications about our services where you have consented or where permitted under the Spam Act 2003 (Cth). You may opt out at any time.

4. Disclosure of Information

We may disclose your personal information in the following circumstances:

• Service Providers: To third-party providers who assist us in operating the platform, including cloud hosting (AWS Sydney), payment processing (Stripe), email delivery (e.g. SendGrid), SMS delivery, analytics services, and customer support tools. All providers are contractually bound to handle your information in accordance with the Privacy Act.
• Professional Advisors: To our legal, accounting and auditing advisors where necessary.
• Regulatory Bodies: Where required by law, court order, or government agency direction (including the ATO, AUSTRAC, OAIC, ASIC or law enforcement).
• Business Transfer: In the event of a merger, acquisition or sale of assets, your information may be transferred as part of that transaction, subject to confidentiality arrangements.
• With Your Consent: Where you have provided express consent for a specific disclosure.

5. Overseas Disclosure

OZFirmIQ is an Australian company. Your personal information is stored on servers located in Sydney, Australia (AWS ap-southeast-2).

We may use third-party service providers that store or process data outside Australia (including the United States, where our cloud infrastructure provider, payment processor and email delivery services may operate). Where we disclose information to overseas recipients, we take reasonable steps to ensure the recipient handles your information in a manner consistent with the Australian Privacy Principles, including through contractual data protection clauses.

By using OZFirmIQ, you consent to the disclosure of your information to overseas recipients as described in this policy. If you have any concerns, please contact us before using the platform.

6. Data Storage & Security

OZFirmIQ implements robust security measures to protect your personal information:

• Encryption at Rest: All data is encrypted at rest using AES-256 encryption.
• Encryption in Transit: All communications with the platform use TLS 1.2+ encryption.
• Access Controls: Row-level security (RLS) ensures each firm can only access their own data. Multi-factor authentication (MFA) is available.
• Network Security: Cloud infrastructure is hosted in AWS Sydney (ap-southeast-2) with SOC 2 compliant controls, network firewalls, and intrusion detection systems.
• Data Retention: We retain your personal information for as long as your account is active or as needed to provide services. After account closure, we retain data for up to 7 years to comply with ATO record-keeping and anti-money laundering obligations under the AML/CTF Act. After this period, data is securely destroyed.

7. Access & Correction

You have the right to:

• Access the personal information we hold about you (subject to exceptions under APP 12).
• Request Correction of any inaccurate, outdated, incomplete or misleading information (APP 13).
• Request Deletion of your personal information, subject to our legal retention obligations.

To make a request, please contact our Privacy Officer using the details in Section 10. We will respond to your request within 30 days (or such longer period as permitted under the Privacy Act).

8. Complaints Process

If you believe we have breached the Australian Privacy Principles or mishandled your personal information, you may lodge a complaint:

1. Internal Review: Contact our Privacy Officer in writing. We will acknowledge receipt within 5 business days and investigate. We will respond with our findings and proposed resolution within 30 days.
2. Escalation to OAIC: If you are dissatisfied with our response, you may lodge a complaint with the Office of the Australian Information Commissioner (OAIC) at oaic.gov.au or call 1300 363 992.

9. Cookies & Analytics

OZFirmIQ uses cookies and similar technologies to improve platform functionality, analyse usage patterns and deliver relevant content. We use:

• Essential Cookies: Required for platform operation, including session management and authentication.
• Analytics Cookies: To understand how users interact with the platform (e.g. page views, feature usage). We use a privacy-preserving analytics service that does not share data with third parties.
• Marketing Cookies: To measure the effectiveness of our advertising campaigns, where you have consented.

You can manage cookie preferences through your browser settings. Disabling essential cookies may affect platform functionality.

10. Contact Us

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OZFirmIQ · ABN 00 000 000 000 · Australia · Privacy Act 1988 (Cth) Compliant