VMG Accounting Pty Ltd (ABN 74 055 022 037) understands that privacy is important to you & protecting your personal information is important to us.

This policy explains how VMG Accounting will handle personal information and comply with the requirements of the Privacy Act 1988 (‘Privacy Act’). The policy deals with VMG Accounting's collection and handling of personal information that is covered by the Privacy Act. It does not cover personal information that is not covered by the Privacy Act.

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Collection of personal information

VMG Accounting collects and holds personal information from clients, customers, employees, contractors and other people. VMG Accounting collects and holds this information when it is necessary for business purposes.

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Personal information which VMG Accounting collects includes but is not limited to name, address, job title, tax file numbers, financial institution details, phone numbers, email addresses and shareholding balances. In the course of providing tax, audit, accounting, business services, share registry and related services to our clients, we may collect and hold more detailed personal information, including financial information.

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Personal information is obtained when we first deal with you. We may collect personal information during a phone call or in-person meeting or via an application or other form completed by you. We also collect personal information during subsequent face to face meetings, email messages, telephone conversations and from third parties. For instance, if you telephone us we may keep a record of that contact.

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How we use your personal information

VMG Accounting only uses your personal information for the purpose for which it was collected and to offer and provide related services that are connected to that purpose.  

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The purposes for which we collect, hold, use and disclose personal information include:

• to provide our services to you

• to respond to your requests

• to maintain contact with you

• to keep clients and other contacts informed of the services we offer and industry developments and seminars that may be of interest to you

• to administer your security holding

• for general management and reporting purposes, such as invoicing and account management

• for recruiting purposes

• for purposes relating to the employment of our personnel and providing internal services to our employees

• for other purposes related to our business, such as auditing, business planning, billing, record keeping, compliance with legislation, and for the purpose of potential legal proceedings.

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We may collect, hold or use information about individuals to market our services, including by email.  When you become our client, you consent to receiving marketing email.  However, you may opt out of marketing services at any time by writing to the Office Manager, VMG Accounting Pty Ltd, PO Box 31 Bendigo, 3552 or emailing us at admin@vmgaccounting.com.au.  Please allow 28 days for us to process your request. If we contact you by email, you may send a return email to notify us that you do not want to receive further marketing information from us via email. We will process that request as soon as practicable.

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Security of personal information

VMG Accounting only collects information in a way that is lawful, fair and is not unreasonably intrusive.

We will endeavor to take reasonable precautions to ensure the security of your personal information, whether electronically or in hard copy, from such risks as loss or unauthorised access, destruction, misuse, modification or disclosure. We retain your personal information electronically or in hard copy files on-site. When your hard copy documents are no longer required, we either arrange for them to be destroyed securely or returned to you.

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VMG Accounting aims to achieve industry best practice in the security of personal information which it holds. Wherever possible, we destroy or de-identify personal information once there is no longer a legal or business need for us to retain it. Sometimes, however, it is impossible to irrevocably destroy or de-identify information completely, because such information is intermingled with data which we are legally obliged to retain. An example of this is when we archive an electronic file but the information in the files remains on the hard drive of a computer which we use to store other files. It is not possible to completely sanitise the computer’s hard drive in such circumstances. Nevertheless, we use all reasonable endeavors to ensure that such data is not readily accessible or identifiable.

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Will we provide your personal information to anyone else?

VMG Accounting does not disclose personal information to other people or organisations unless:

• use or disclosure is permitted by this policy

• we believe it is necessary to provide you with a product or service which you have requested (or as an employee is necessary in managing you in your role at VMG Accounting)

• you give consent

• such disclosure is required by law, regulation, rule or professional standard. For example, under Chapter 2C of the Corporations Act 2001 (Cth), certain information about you as a security holder (including your name, address and details of securities you hold) must be included in the public register of the entity in which you hold securities, and this information will therefore be disclosed to anyone who requests to inspect it

• we engage a third party to help us deliver our products and service to you.

VMG Accounting uses service providers to help us maximise the quality and efficiency of our services and business operations, and personal information may sometimes be disclosed to those contractors or service providers. For example, personal information may be disclosed to IT service providers, off-site security storage facilities, debt collection agencies, print or mail services. We require our service providers to adhere to our privacy policy and not to keep this information or use it for any unauthorised purposes.

We do not sell to or trade personal information with third parties.

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Disclosure of Personal Information Overseas

Where we engage third-party providers who are located overseas, your information may be shared with these providers for the purpose of delivering our services to you. Prior to engaging offshore providers, we take reasonable steps to ensure that the provider has measures in place to comply with the Australian Privacy Principles. We currently engage business support providers who are based in the Philippines. In any case, VMG Accounting’s policy is to comply with the requirements of the Privacy Act that apply to cross border disclosures of personal information, as well as with any legal requirements applicable in the relevant jurisdiction.

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Website

VMG Accounting may also collect personal information from you via its website www.vmgaccounting.com.au

We use cookies on our online services to monitor your use of the Website, to measure usage sessions accurately and to provide you a more effective service. Cookies are also used to improve the functionality of the Website. If you prefer not to enable us to use cookies most browsers have a facility that will allow you to disable cookies altogether, please refer to your browser’s help menu to find out how to do this. Doing so may affect your browsing experience and certain functions of the Website may not work.

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CCTV

VMG Accounting uses closed-circuit television (CCTV) systems to record images to assist in the provision of a safe and secure environment for the benefit of those who work at and visit our office.

CCTV cameras are located at entry and exit points to our office building.

Access to CCTV footage is strictly controlled to authorised personnel who require it to investigate an alleged crime, security incident or operational matter.

We will only disclose CCTV data in compliance with the Privacy Act, this may include third parties under specific conditions, such as when required by law, or to police for the investigation of criminal activities.

Recordings are held securely, and we will take all reasonable precautions to protect this data from misuse, interference, loss, unauthorised access, modification or disclosure.

CCTV images will be retained for approx. 30 days, any copies of recordings will only be retained for as long as necessary to fulfil stated purpose. 

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