Privacy policy

1. Who we are

Dhan Services Pty Ltd trading as Dhan Accountants (ABN 12 934 023 558), "we", prepares SMSF accounts, year-end accounts, bookkeeping and tax returns for Australian accounting and financial planning firms.

This policy explains how we handle personal information: about the people at the firms we work for, about those firms' clients, about visitors to dhan.com and about people who apply to work with us. We follow the Australian Privacy Principles in full and, for tax file numbers, the Privacy (Tax File Number) Rule 2015.

2. The personal information we hold

About the firms' clients (the largest part, sent to us by the firms we work for):

names, addresses, dates of birth and contact details of individuals, trustees, members and beneficiaries
tax file numbers
financial records: bank statements, investment, property and loan records, income and expense details, contributions, pensions and member balances
occasionally information about a person's health, where it bears on a super fund's benefit payments or on a tax return. This is sensitive information, and we collect it only when the work needs it.

About the people at the firms we work for: names, roles, work email addresses and phone numbers, and the records of our dealings with you.

About visitors to dhan.com: what you write in the enquiry form (name, firm, email, phone if given, the number of funds or clients if given, your message), and the technical details any website receives: your IP address, browser and the pages you asked for.

We keep each enquiry, with the IP address it was sent from, in our list of enquiries, and email it to our team so we can reply.
A message our spam checks catch is kept for up to 30 days without being emailed, so a real one isn't lost.
dhan.com uses only the cookies it needs to work and to keep the form secure. The service that protects the site from attacks may set its own security cookies.
dhan.com runs no advertising or analytics tags.

About people who apply to work with us: your CV, your note to us and what we learn in interviews.

3. How we collect it

Most of what we hold about a firm's clients comes from the firm, not from the person. The firm is responsible for telling its clients that their information may be sent to a firm like ours.
From you directly, when you send the enquiry form, email or call us, or apply for a role.
From public registers, such as ABN Lookup and the Tax Practitioners Board register, when we check a firm.

4. Why we use it

to do the work a firm has engaged us for, and to lodge returns where we are asked to
to answer your enquiry and, if you go ahead, set up and manage our work with your firm
to meet our duties under tax, super and other laws, and as a registered tax agent
to keep our systems and records secure
to consider you for a role, if you apply

We don't use the information for anything else unless you agree, or the law allows or requires it. We don't sell it.

The firm that sent us the work, and the people at that firm working on it.
The Australian Taxation Office, when we lodge or deal with a return.
An actuary, when the firm asks us to arrange an actuarial certificate.
The providers of the accounting software the work is done in.
Our own service providers, who keep or carry information for us (section 8).
Our professional advisers and insurers, when needed, under a duty of confidence.
Regulators and courts, when the law requires.

6. Direct marketing

We don't add anyone to a mailing list. We reply to the enquiry you sent and nothing more. If we ever start a newsletter, we'll only send it to people who ask for it, with an unsubscribe link in every issue.

7. How we protect it

We ask firms to send records through our client portal, over an encrypted connection, not by plain email.
We keep the firms' and their clients' records confidential.
We keep records only as long as we need them for the work and the law. Then we delete or de-identify them.

8. Information that goes overseas (APP 8)

Some of the services we use to run our websites and email may store information outside Australia.

9. Tax file numbers

We are a registered tax agent (number 24702003 on the Tax Practitioners Board register), and we collect tax file numbers only to do tax and super work the law allows. Under the Privacy (Tax File Number) Rule 2015 we:

use and disclose a TFN only for a tax, super or other purpose the law allows
never use a TFN to identify a person or to match records, beyond what the law permits
protect TFN records with the same security as the rest of our systems, and limit who can see them
delete or de-identify a TFN when it is no longer needed for a lawful purpose.

It is not an offence to choose not to give your TFN. Without it, some tax or super work may not be possible.

10. Data breaches

If personal information we hold is lost or seen by someone who shouldn't see it, and the breach is likely to cause serious harm, we tell the people affected and the Office of the Australian Information Commissioner, as the Notifiable Data Breaches scheme requires. We also tell the firm whose clients are affected.

11. Seeing and correcting your information

You may ask to see the personal information we hold about you, or to correct it. Email [email protected] with your name and what you'd like. We'll reply within 30 days. There's no charge for asking.

If you're a client of a firm we work for, it is usually quickest to ask your firm, which holds the main record. If we refuse, we'll tell you why in writing and how to complain.

12. Complaints

If you think we have mishandled your personal information, please tell us first: email [email protected] or write to PO Box 3470, Helensvale Town Centre QLD 4212. We'll look into it and give you our answer.

If you're not satisfied, you can complain to the Office of the Australian Information Commissioner: oaic.gov.au, 1300 363 992. A complaint about our conduct as a tax agent can also go to the Tax Practitioners Board: tpb.gov.au.

13. Job applicants

We use your application only to consider you for a role. The people deciding on the role may see it. If you're not offered a role, we delete your application when we no longer need it, or sooner if you ask.

14. Changes to this policy

We'll update this policy when how we handle information changes, and show the date at the top.

15. Contact us about privacy

Email [email protected], call 1300 707 325 or write to PO Box 3470, Helensvale Town Centre QLD 4212.