Privacy Policy

Poniris & Co Accountants

Last updated: 26 October 2026

1. Our commitment to privacy

Poniris & Co Accountants is committed to protecting the privacy and confidentiality of personal information provided by our clients.

We handle personal information in accordance with applicable Australian privacy legislation, including the Privacy Act 1988, the Australian Privacy Principles where applicable, the Privacy (Tax File Number) Rule 2015, and our obligations under the Anti-Money Laundering and Counter-Terrorism Financing Act 2006.

We also comply with our professional confidentiality obligations as registered tax practitioners.

2. Personal information we collect

In providing accounting, taxation and related professional services, we may collect:

• Names, addresses, dates of birth and contact details.
• Tax file numbers (TFNs), Australian Business Numbers (ABNs) and other taxation identifiers.
• Employment, income, banking and financial information.
• Tax returns, financial statements and supporting records.
• Superannuation and SMSF information.
• Company, trust, directorship and beneficial ownership information.
• Information required to verify identities and comply with anti-money laundering and counter-terrorism financing requirements.
• Other personal information reasonably necessary to provide our services.

We may also collect information about family members, beneficiaries, employees, business associates and other individuals where relevant to the services provided.

3. How we collect information

We generally collect personal information directly from clients, including through meetings, telephone conversations, emails, documents and electronic correspondence.

Where authorised or permitted by law, we may also obtain information from the Australian Taxation Office (ATO), Australian Securities and Investments Commission (ASIC), financial institutions, superannuation funds and other relevant organisations.

We collect only the information reasonably necessary for our services or required by law.

4. How we use personal information

We collect, hold and use personal information to:

• Prepare and lodge income tax returns, BAS and other taxation forms.
• Prepare financial statements and provide accounting services.
• Administer and report on self-managed superannuation funds.
• Establish companies and trusts and provide associated corporate services.
• Maintain company and trust compliance records.
• Verify client identities.
• Meet our obligations under Australian taxation, corporations, superannuation and AML/CTF legislation.
• Communicate with clients and respond to enquiries.
• Maintain accurate professional records and meet our regulatory obligations.

We do not sell client personal information to third parties.

5. Identity verification and AML/CTF obligations

Poniris & Co Accountants may be required to verify the identity of clients and other relevant individuals under Australian anti-money laundering and counter-terrorism financing legislation.

We may request identification documents, including driver's licences and passports, to establish and verify identity.

Our usual practice is to sight identification documents without photographing, scanning or retaining copies.

We may record relevant identification details, the verification process and its outcome, along with other information necessary to meet our legal obligations.

Relevant identification and compliance records are retained for the periods required by law.

We may be required to disclose information to AUSTRAC or other authorised government agencies. Certain disclosures may be subject to legal confidentiality restrictions.

6. Disclosure of personal information

We may disclose personal information where reasonably necessary to provide our services, where authorised by the client, or where required or permitted by law.

This may include disclosure to:

• The Australian Taxation Office (ATO).
• The Australian Securities and Investments Commission (ASIC).
• AUSTRAC and other government or regulatory authorities.
• Superannuation funds, SMSF auditors and financial institutions.
• Professional advisers and service providers involved in providing authorised services.
• Accounting, taxation, corporate compliance and document management software providers.

We take reasonable steps to ensure personal information is handled appropriately when using external service providers.

7. Software, electronic storage and overseas information handling

We use professional software and electronic systems to provide our services and manage client records. These include:

• Access HandiTax for taxation and accounting-related information.
• BGL Simple Fund 360 for SMSF accounting and administration.
• NowInfinity for company and trust establishment and related compliance services.
• Dropbox for electronic document storage and file management.

Some service providers use cloud infrastructure, overseas service providers or international backup and disaster recovery facilities.

As a result, personal information may be stored, processed or accessed outside Australia, including in the United States, Japan and other countries where our service providers operate.

We take reasonable steps, as required by applicable privacy law, to assess and protect personal information handled by third-party providers.

8. Security of personal information

We take reasonable measures to protect personal information from misuse, interference, loss, and unauthorised access, modification or disclosure.

These measures include appropriate access restrictions, electronic security controls, confidentiality procedures and the use of professional software and storage systems.

Access to client information is limited to authorised personnel and relevant service providers.

Although reasonable precautions are taken, no electronic transmission or storage system can be guaranteed to be completely secure.

9. Retention of records

We retain taxation, accounting, corporate and compliance records for the periods required under applicable Australian legislation and professional obligations.

AML/CTF records are generally retained for seven years, subject to the requirements applicable to the particular record.

When personal information is no longer required and there is no legal obligation or other lawful reason to retain it, we take reasonable steps to securely destroy or de-identify it.

10. Access to and correction of personal information

Clients may contact us to request access to personal information we hold about them or to request correction of information that is inaccurate, incomplete or out of date.

We will consider requests in accordance with applicable privacy legislation and professional obligations.

Access may be restricted in certain circumstances permitted or required by law.

11. Privacy enquiries and complaints

If you have any questions or concerns about how we handle personal information, please contact Poniris & Co Accountants using the contact Kara at kara@ponirisandco.com.au.

We will review privacy complaints and endeavour to provide a response within 30 days.

If you are dissatisfied with our response, you may be entitled to contact the Office of the Australian Information Commissioner (OAIC).

Website: www.oaic.gov.au

12. Changes to this policy

We may update this Privacy Policy from time to time to reflect changes in legislation, technology or our business practices.