Last updated: February 2026
Scale Suite Pty Ltd (ABN: 16 684 424 771) ("Scale Suite", "we", "us", or "our") is committed to safeguarding the privacy of your personal information and ensuring it remains secure.
Scale Suite complies with the Australian Privacy Principles ("APPs") under the Privacy Act 1988 (Cth) ("Privacy Act") and other applicable laws, regulations, and codes when collecting, using, disclosing, securing, and providing access to personal information.
As a registered BAS Agent with the Tax Practitioners Board and holder of a Certificate of Public Practice with Chartered Accountants Australia and New Zealand, we are subject to additional professional obligations regarding the handling and security of client information.
1. Information We Collect
We collect personal information that is reasonably necessary for providing our services and operating our business.
From clients and their employees:
- Names, dates of birth, and contact details (email, phone, postal and business addresses)
- Australian Business Number (ABN) and Australian Company Number (ACN)
- Bank account details and financial records
- Employment details, including salary, superannuation, leave balances, and tax file numbers (for payroll services)
- Business records, invoices, receipts, and transaction data
- Details of business associates, suppliers, and customers
From website visitors:
- Information you provide through enquiry forms (name, email, phone number, business details)
- Website usage data collected through analytics tools (see Section 8)
- IP address and browser information
From prospective clients:
- Contact information provided through our website, email, or other communication channels
- Business details relevant to preparing a proposal
You are not legally required to provide personal information to us. However, if you do not provide the information we reasonably require, we may not be able to deliver the services you have requested.
2. How We Collect Information
We collect personal information directly from you or your authorised representatives in most cases. This includes information provided during onboarding, through day-to-day service delivery (e.g., via email, or shared systems), or through our website enquiry forms.
We may also collect information from third-party sources where you have authorised us to do so, including from your accounting software (e.g., Xero), banking platforms, payroll systems, and the Australian Taxation Office.
3. How We Use Your Information
We collect and use personal information for the following purposes:
- Providing our finance and HR services, including bookkeeping, BAS preparation and lodgement, payroll processing, financial reporting, and advisory services
- Communicating with you about your engagement, including through our workspace, email, phone, and video
- Preparing and lodging documents with regulatory bodies on your behalf (e.g., the ATO, ASIC)
- Managing our business relationship with you, including billing and payment processing
- Complying with our legal and regulatory obligations, including our professional obligations as BAS agents and Chartered Accountants
- Improving our services and website
- Responding to enquiries and providing information about our services
We will not use your personal information for purposes other than those outlined above without your consent, unless required or authorised by law.
4. Sharing Your Information
We will not disclose your personal information to third parties except in the following circumstances:
- Where it is necessary to deliver a service you have requested (e.g., lodging BAS with the ATO, processing payroll through Xero, or submitting documents to ASIC)
- To third-party contractors engaged by Scale Suite to assist with service delivery, who are bound by strict confidentiality obligations
- To our payment processor (GoCardless) for the purpose of processing direct debit payments
- Where required by law, regulation, or court order
- Where authorised by law (e.g., to prevent a serious threat to life, health, or safety)
- Where you have provided explicit consent
We will never sell your personal information to third parties.
5. Data Retention
We retain personal information only for as long as it is needed for the purposes for which it was collected, or as required by law.
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BAS and tax records: Minimum 5 years after lodgement, in accordance with our obligations as a registered BAS agent under the Tax Agent Services Act 2009
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Payroll records: 7 years in accordance with the Fair Work Act 2009
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General client records: Retained for the duration of the engagement and for a reasonable period thereafter (typically 7 years) for legal and professional purposes
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Website enquiry data: 2 years, unless you become a client, in which case it is retained as part of your client file
When personal information is no longer required, we will take reasonable steps to destroy or de-identify it.
6. Your Rights
Under the Privacy Act, you have the right to:
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Access your personal information held by us, subject to any exceptions permitted by law
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Request correction of any personal information that is inaccurate, out of date, incomplete, irrelevant, or misleading
Request deletion of personal information where it is no longer needed for the purpose for which it was collected, subject to our legal retention obligations
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Withdraw consent for the use of your personal information for specific purposes, though this may affect our ability to deliver services
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Make a complaint if you believe we have breached the APPs (see Section 10)
To exercise any of these rights, please contact us in writing at
hello@scalesuite.com.au. We may need to verify your identity before processing your request. We will respond within 30 days.
7. Data Security
We take reasonable steps to protect your personal information from misuse, interference, loss, unauthorised access, modification, and disclosure. For full details on our security measures, professional compliance standards, and quality assurance program, please refer to our Data Security and Compliance page at
scalesuite.com.au/data-security-and-compliance.
8. Cookies and Analytics
Our website uses Google Analytics to collect anonymised data about how visitors use our site. This helps us understand website traffic patterns and improve user experience.Google Analytics may collect information including your IP address (anonymised), browser type, device type, pages visited, and time spent on the site.
Google Analytics uses cookies (small text files stored on your device) to collect this data.
You can control or disable cookies through your browser settings. Disabling cookies may affect your experience of our website but will not prevent you from accessing it.We do not use cookies for advertising or remarketing purposes.
For more information on how Google processes data, please refer to Google's Privacy Policy at
https://policies.google.com/privacy.
9. Data Breach Notification
In the event of an eligible data breach (as defined under the Notifiable Data Breaches scheme in the Privacy Act), we will notify affected individuals and the Office of the Australian Information Commissioner (OAIC) as required by law. We will also take reasonable steps to contain and remediate any breach.
We aim to notify affected parties within 72 hours of becoming aware of an eligible data breach.
10. Complaints
If you believe we have breached the APPs or mishandled your personal information, you may lodge a complaint by contacting us at
hello@scalesuite.com.au. We will investigate your complaint and respond within 30 days.
If you are not satisfied with our response, you may escalate your complaint to the Office of the Australian Information Commissioner (OAIC) at
www.oaic.gov.au.
11. Third-Party Services
We use a number of third-party services to deliver our services and operate our business, including Xero, Google Workspace, Slack, GoCardless, and Webflow. Each of these providers has their own privacy and security policies. We select providers that maintain appropriate security standards, but we are not responsible for their privacy practices.
12. Changes to This Privacy Policy
Scale Suite reserves the right to amend this Privacy Policy at any time. Updated versions will be published on our website with the date of the most recent revision.If we make material changes to how we handle personal information, we will notify existing clients by email.
13. Contact Us
Scale Suite welcomes your feedback and questions about this Privacy Policy.
Scale Suite Pty Ltd
ABN: 16 684 424 771
Email:
hello@scalesuite.com.au
Website:
www.scalesuite.com.au
