Privacy Policy
Last Updated: 15 January 2025
At selantrivoxa, we actually care about how your information is handled. This isn't one of those privacy policies written by lawyers for lawyers. We're a business taxation consulting firm based in Parramatta, and we understand that when you share financial details with us, you need to know exactly what happens with that information.
Who We Are
selantrivoxa operates from Shop 3015, Level 3 Westfield Parramatta in New South Wales. We provide business taxation consulting services to Australian businesses, which means we handle sensitive financial information regularly. We're governed by the Privacy Act 1988 and the Australian Privacy Principles, but honestly, we'd protect your data carefully regardless of what the law says.
What Information We Collect
The nature of taxation consulting means we need specific information to do our job properly. Here's what we typically collect and why:
| Information Type | Why We Need It |
|---|---|
| Business details and ABN | Required for ATO compliance and proper tax filings |
| Contact information | So we can reach you about your tax matters and send documents |
| Financial records | Essential for preparing accurate tax returns and advice |
| Bank account details | Needed for tax lodgement and refund processing |
| Employee information | Required for payroll tax and superannuation obligations |
| Previous tax returns | Helps us understand your tax history and identify opportunities |
We collect this directly from you through consultations, email exchanges, document uploads, and our client portal. Sometimes we might receive information from the ATO or other government agencies as part of the normal taxation process.
How We Use Your Information
Your information serves specific purposes in our work together. We don't use it for anything outside the scope of our professional relationship.
Primary Uses
- Preparing and lodging your tax returns with the ATO
- Providing taxation advice specific to your business circumstances
- Handling ATO correspondence and audits on your behalf
- Managing your ongoing compliance obligations throughout the year
- Identifying legitimate tax deductions and planning opportunities
Administrative Uses
- Sending appointment reminders and deadline notifications
- Processing payments for our services
- Maintaining our professional indemnity insurance
- Meeting our legal obligations as registered tax agents
We never sell your information to third parties. We're not in that business. We're tax consultants, and your data stays within that context.
Who We Share Information With
Sometimes we need to share your information with specific parties to complete our work. This isn't random sharing – it's carefully controlled and only happens when necessary.
Government Agencies
The Australian Taxation Office receives information as part of lodging your returns and managing your tax affairs. This is the whole point of our service. Occasionally, other agencies like ASIC or state revenue offices might need information for specific compliance matters.
Professional Service Providers
Our cloud accounting software provider hosts your financial data securely. We use Australian-based servers where possible. Our document management system stores files with encryption. Payment processors handle billing information when you pay for our services.
Professional Advisors
Sometimes complex matters require specialist input. We might consult with barristers on tax law questions, engage auditors for specific compliance needs, or work with financial planners when tax planning intersects with broader financial strategy. We only share what's necessary and ensure they're bound by similar confidentiality obligations.
How We Protect Your Information
Security isn't just about technology for us, though that matters too. It's about building systems and practices that keep your information safe at every point.
All client data is encrypted both when stored and when transmitted. Our systems use bank-grade encryption standards, and we regularly update security protocols to address emerging threats.
Physical Security
Our Parramatta office has controlled access. Paper documents are stored in locked cabinets when not in use. We shred documents before disposal. Staff members can only access files relevant to their work.
Digital Security
Our systems require strong passwords that change regularly. We use two-factor authentication for sensitive systems. Staff receive ongoing training about phishing and security threats. Our network has firewalls and intrusion detection. We maintain regular backups stored in separate secure locations.
When Things Go Wrong
If we ever experience a data breach that might affect you, we'll notify you promptly. We're required to report serious breaches to the Office of the Australian Information Commissioner, and we'd tell you what happened, what information was involved, and what steps we're taking. Transparency matters when mistakes happen.
Your Rights and Choices
This is your information. You have specific rights about how it's handled, and we respect those rights genuinely, not just legally.
Access Your Information
You can request copies of the personal information we hold about you. We'll provide this within 30 days, usually faster. There's no fee for reasonable requests. If you want your complete file, that might take slightly longer to compile, but we'll keep you updated.
Correct Your Information
Spotted an error in your details? Let us know and we'll fix it promptly. Accurate information matters for tax compliance, so we're motivated to get this right. If we disagree about whether something needs correcting, we'll note your request on the file.
Request Deletion
Once you're no longer our client, you can request deletion of your information. However, we're legally required to retain taxation records for seven years under Australian tax law. After that retention period, we can delete everything unless there's an ongoing legal matter requiring retention.
Withdraw Consent
For activities where we rely on your consent rather than legal obligation, you can withdraw that consent. This might affect our ability to provide certain services, but it's your choice.
Complain About Our Practices
If you're unhappy with how we've handled your information, please tell us first so we can address it. Contact our privacy officer using the details below. We'll investigate and respond within 30 days. If you're not satisfied with our response, you can lodge a complaint with the Office of the Australian Information Commissioner.
How Long We Keep Information
Retention periods depend on legal requirements and practical needs. Tax records must be kept for seven years from the date of lodgement – that's ATO policy, not ours. Communication records are usually retained for the same period for context.
After you stop being our client, we keep your information for the required retention period. Once that period expires and there are no outstanding matters, we securely delete or destroy your information. If you come back as a client after leaving, we start fresh rather than retrieving old deleted records.
Cookies and Website Data
Our website uses basic cookies to function properly. These remember your session when you're logged into our client portal and help us understand which pages people visit most often. We don't use tracking cookies that follow you around the internet.
Our website analytics tell us general usage patterns like which services pages get the most views, but we can't identify individual visitors from this data. You can disable cookies in your browser settings, though this might affect your ability to use our client portal.
Changes to This Policy
Privacy laws change. Our practices might evolve. Technology creates new considerations. When we update this policy, we'll post the new version here with an updated date. For significant changes that affect how we handle your information, we'll email current clients directly.
We recommend checking this page occasionally if you're curious about our current practices. The date at the top shows when we last made changes.
Contact Our Privacy Officer
Questions about this policy? Concerns about how we've handled your information? Want to exercise your privacy rights? Get in touch:
We aim to respond to privacy inquiries within three business days, though complex requests might take slightly longer. We'll keep you informed about progress.