1. Introduction

Bookeeper (“we”, “us”, “our”) is committed to protecting your privacy and handling your personal information in accordance with the Privacy Act 1988 (Cth) and the Australian Privacy Principles (APPs).

This Privacy Policy explains:

  • What information we collect
  • How we collect it
  • How we use and store your information
  • Your rights
  • How to contact us

By using our website, www.bookeeper.com.au, or engaging our services, you agree to this Privacy Policy.

2. Information We Collect

We may collect the following types of personal information.

2.1 Personal Details

  • Name
  • Email address
  • Phone number
  • Business name
  • Job title or role

2.2 Financial Information

Provided voluntarily for bookkeeping purposes, including:

  • Bank statements
  • Receipts
  • Invoices
  • Supplier and customer details
  • Accounting file access
  • Financial reports

2.3 Website Data

  • IP address
  • Browser type
  • Pages visited
  • Cookies
  • Basic analytics

2.4 Payment Information

Payments are securely processed through Stripe.

Bookeeper does not store your credit card details.

3. How We Collect Information

We collect information in the following ways:

  • Directly from you through forms, phone calls, onboarding, meetings or email
  • Through our website contact forms
  • Through cloud accounting platforms (such as Xero)
  • Through document management platforms (such as Hubdoc or Google Drive)
  • Automatically through website cookies and analytics tools

4. Why We Collect Your Information

We collect personal information to:

  • Provide bookkeeping services
  • Set up and maintain your bookkeeping systems
  • Reconcile accounts
  • Prepare monthly financial reports
  • Prepare BAS information for your accountant or BAS Agent
  • Communicate with you regarding your bookkeeping
  • Manage billing and subscriptions
  • Improve our website and services
  • Comply with Australian legal and regulatory requirements

We do not use your information for marketing unless you have chosen to opt in.

5. How We Store Your Information

We store information securely using trusted cloud-based business systems, including but not limited to:

  • Xero
  • Hubdoc
  • Stripe
  • Google Workspace
  • HubSpot
  • Other software platforms used to provide our services

Access to client information is restricted to authorised personnel and contractors who require access to perform services on your behalf and who are bound by confidentiality obligations.

All systems use encryption, password protection and industry-standard security practices.

We do not store:

  • Credit card information
  • Tax File Numbers (TFNs), unless they are contained within documents you provide

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

6. Artificial Intelligence (AI)

Bookeeper may use reputable AI-powered software to assist with administrative tasks, document processing, drafting communications and improving operational efficiency.

Where AI tools are used, we take reasonable steps to ensure your information remains protected and is handled in accordance with this Privacy Policy. We do not use AI to make decisions about you without appropriate human oversight.

7. Disclosure of Information

We only disclose your information to:

  • Your nominated accountant, registered BAS Agent or authorised adviser
  • Our partnered BAS lodgement firm (where you request this service)
  • Trusted technology providers including Xero, Hubdoc, Stripe, Google Workspace and HubSpot
  • Government, regulatory or law enforcement authorities where required by law

We do not:

  • Sell your information
  • Share your information with marketing companies
  • Disclose your information without lawful authority or your consent

8. Overseas Disclosure

Some of our software providers may store information on servers located outside Australia, including the United States and the European Union.

We only use reputable providers that maintain strong privacy and security standards.

9. Cookies & Website Tracking

Our website may use:

  • Cookies
  • Google Analytics
  • Basic session tracking
  • Meta (Facebook) Pixel (where enabled)

These technologies help us understand website usage, improve performance and enhance your experience.

You may disable cookies through your browser settings if you prefer.

10. Access & Correction

You may request:

  • Access to your personal information
  • Correction of inaccurate or outdated information
  • Deletion of non-essential information where legally permitted

Requests can be made by contacting:

Email: customer@bookeeper.com.au

11. Data Retention

We retain bookkeeping records for at least five (5) years in accordance with Australian legal and regulatory requirements.

Where appropriate, we may retain records for longer where required for legal, regulatory or legitimate business purposes.

When information is no longer required, it will be securely deleted or permanently de-identified.

12. Complaints

If you believe we have breached your privacy, please contact us:

Email: customer@bookeeper.com.au

We aim to acknowledge and respond to privacy complaints within seven (7) business days.

If you are not satisfied with our response, you may lodge a complaint with the Office of the Australian Information Commissioner (OAIC).

13. Changes to this Privacy Policy

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

The most current version will always be available on our website.