Privacy Policy

Last updated: December 5, 2025

Square Penny (“we”, “our”, “us”) is committed to protecting the privacy of your personal information. This Privacy Policy explains how we collect, use, store and disclose your information in accordance with the Privacy Act 1988 (Cth) and the Australian Privacy Principles.

By using our website, services or providing your information to us, you agree to the terms of this Privacy Policy.

1. Information We Collect

We collect personal and business information that enables us to deliver bookkeeping, compliance, financial advisory and virtual CFO services. This may include:

Personal Information

  • Name
  • Email address
  • Phone number
  • Job title or role
  • Postal or business address

Business & Financial Information

  • Business name and ABN
  • Accounting software access (e.g., Xero)
  • Payroll information
  • Financial statements, bank transactions and reconciliations
  • Tax, superannuation and compliance-related data
  • Internal workflows or financial processes relevant to our work

Website & Technical Data

When you visit our website, we may automatically collect:

  • IP address
  • Browser type
  • Pages visited
  • Cookies or analytics data

You can disable cookies via your browser, but some features of the website may not function properly.

2. How We Collect Your Information

We collect information directly from you when you:

  • Submit an enquiry through our website
  • Contact us via phone or email
  • Engage us for services
  • Provide access to accounting or business systems
  • Participate in meetings or onboarding sessions

We may also receive information from:

  • Your accountant or financial advisor (with your consent)
  • Third-party systems (e.g., Xero, Employment Hero)
  • Publicly available sources such as ASIC or ABR data

3. How We Use Your Information

We use your information to:

  • Deliver bookkeeping, compliance and virtual CFO services
  • Prepare BAS/IAS lodgements and meet ATO obligations
  • Manage payroll, creditor and debtor functions
  • Provide financial reporting, forecasting and insights
  • Communicate with you about your account or service needs
  • Improve our services, processes and website
  • Meet regulatory, legal and insurance requirements
  • Send newsletters or resources (you can opt out at any time)

We do not sell your personal information under any circumstances.

4. Disclosure of Your Information

We may share your information with:

  • Your nominated accountant or financial advisor
  • ATO or other government bodies where required
  • Software providers such as Xero, Employment Hero, HubSpot, Microsoft 365 or similar platforms
  • External contractors who assist with our operations (e.g., IT support), subject to confidentiality obligations
  • Professional advisers (lawyers, insurers, auditors)
  • As required by law, regulation or court order

All third-party providers must comply with relevant privacy and security standards.

5. Storing and Protecting Your Information

We take reasonable steps to keep your information secure, including:

  • Multi-factor authentication for financial systems
  • Encrypted data storage and secure cloud environments
  • Access controls based on role and necessity
  • Staff training on confidentiality and privacy
  • Regular review of security practices and platforms

Despite our efforts, no method of electronic storage is completely risk-free, and we cannot guarantee absolute security.

6. Access to and Correction of Your Information

You have the right to:

  • Request access to the information we hold about you
  • Ask us to correct inaccurate or incomplete information

To make a request, contact us at info@squarepenny.com.au.
We will respond within a reasonable timeframe, in line with the Privacy Act.

7. Overseas Disclosure

Some software platforms we use may store data on servers located outside Australia (e.g., the US, EU or Asia).
Where this occurs, we take reasonable steps to ensure those providers comply with equivalent privacy standards.

8. Marketing Communications

We may send you updates, resources or service information relevant to your business.
You can unsubscribe at any time using the link provided or by contacting us directly.

9. Links to Other Websites

Our website may contain links to external websites.
We are not responsible for the privacy practices of those third parties.

10. Changes to This Privacy Policy

We may update this policy from time to time. The most recent version will always be published on our website with an updated date.

11. Contact Us

If you have questions or concerns about this Privacy Policy, or wish to make a complaint, please contact us:

Square Penny
Email: info@squarepenny.com.au
Phone: 1300 472 412
Address: 51 High St, Glen Iris VIC 3146

We take privacy concerns seriously and will respond promptly.