Privacy Policy

1. The kinds of personal information we collect

Depending on how you interact with us, we may collect:

• Account and contact information – such as your name, email address, phone number, firm name, role and login credentials.
• Enquiry information – information you provide when you use our contact form, sign up, or communicate with us.
• Billing information – details necessary to process payments and issue tax invoices (payment card details are handled by our payment provider, not stored by us).
• Usage and technical information – such as IP address, device and browser type, pages visited, and interactions with the Service, collected automatically including through cookies and analytics tools.
• Advertising and campaign information – information about how you interact with our advertising and marketing, including which ads or campaigns led you to our website, cookie and advertising identifiers, and the pages and actions you complete on our site. See sections 4, 5 and 6.
• Content you submit – documents, workpapers and files you upload for review (“Customer Data”), which may contain personal information about your clients and other individuals. See section 7.

2. How we collect personal information

We collect personal information directly from you when you register, contact us, use the Service or submit documents; automatically through your use of our website and platform; and, where relevant, from your Authorised Users. Where you submit documents containing personal information about third parties (such as your clients), you collect that information on your own account and disclose it to us for processing on your behalf.

We may also receive information indirectly from advertising and analytics providers, such as aggregated or de-identified reports about how our advertising campaigns are performing.

3. Why we collect, hold, use and disclose personal information

We collect and use personal information to:

• provide, operate, maintain and improve the Service;
• create and manage accounts and authenticate users;
• run automated checks and AI analysis on documents you submit and return Output to you;
• respond to enquiries and provide customer support;
• process payments and manage billing;
• maintain the security, integrity and performance of the Service;
• measure, target and improve our advertising and marketing, including on Meta platforms (see section 6);
• comply with our legal obligations; and
• with your consent or where otherwise permitted, send you service updates and marketing communications.

4. Cookies, consent and similar technologies

Our website uses cookies, pixels, tags, local storage and similar technologies (together, “cookies”) to make the site work, remember your preferences, understand how the site is used, and measure and target our advertising. Cookies may be set by us or by third parties on our behalf.

We group cookies into the following categories:

• Strictly necessary – required for the website and platform to function, including security, load balancing and session management. These are always active and cannot be switched off.
• Analytics and performance – help us understand how visitors find and use our website so we can improve it. These include Google Analytics cookies (see section 5).
• Advertising and targeting – used to measure the effectiveness of our advertising and to show you relevant ads on third-party platforms. These include the Meta Pixel and its associated cookies (see section 6).

Your consent. Strictly necessary cookies are set automatically. Analytics and advertising cookies — including Google Analytics and the Meta Pixel — are set only where you have consented through the cookie notice presented when you first visit our website, or where we are otherwise permitted by law to set them. You can accept all cookies, reject non-essential cookies, or choose which categories you allow.

Changing or withdrawing your consent. You can change your cookie choices, or withdraw your consent, at any time using the cookie settings link in our website footer. Withdrawing consent stops further collection through those cookies but does not undo collection that has already occurred. You can also block or delete cookies through your browser settings, and most browsers let you refuse third-party cookies altogether. Disabling some cookies may affect how the website functions.

Our cookie notice and settings tool describe the specific cookies in use, their purpose and how long they last. We keep a record of the consent choices you make.

5. Google and other third-party services

We use reputable third-party providers to help operate our website and Service. These may include:

• Google Analytics – we use Google Analytics 4 to understand how our website is used, including which pages are visited and how visitors arrive. It may collect information such as your IP address, device and browser information, and your interactions with our site. Google processes this information in accordance with its own privacy policy, available at policies.google.com/privacy. You can opt out of Google Analytics across all websites using the browser add-on at tools.google.com/dlpage/gaoptout.
• Other Google services – we may use Google security and infrastructure tools, such as reCAPTCHA, to protect our forms and services from abuse. Where these are in use, they are described in our cookie notice.
• Meta Platforms – we use Meta advertising and tracking tools. These are described separately in section 6.
• Amazon Web Services (AWS) – cloud hosting and infrastructure on which the Service runs.
• Payment and communication providers – to process payments and deliver emails and notifications.

We only share the information necessary for these providers to perform their services, and we require them to protect personal information consistently with this Policy and applicable law. We do not sell your personal information, and we do not use your Customer Data to train third-party AI models.

6. Meta advertising and tracking tools

We advertise Taxpartna on Meta platforms, including Facebook and Instagram, and we use Meta business tools on our website. These tools are provided by Meta Platforms, Inc. and its affiliates, including Meta Platforms Ireland Limited (together, “Meta”).

What we use and what it collects

We use the Meta Pixel — a small piece of code placed on the pages of our public marketing website. When it is active, it records certain interactions, known as “events”, such as page views, content viewed, form submissions, enquiries and sign-up completions.

The information collected through these tools may include:

• your IP address, browser type, operating system, device information and general location derived from your IP address;
• the referring website or advertisement that brought you to our site, including Meta click identifiers where present;
• the pages and content you view on our website, the links you click and the actions you complete;
• cookie and advertising identifiers, including the Meta _fbp and _fbc cookies, which allow your activity to be linked across visits; and
• where you submit an enquiry or sign-up form, limited contact details such as an email address, which may be converted into a hashed (irreversible) identifier used only for matching purposes.

Why we use it

We use Meta tools to:

• measure whether our advertising is working — for example, how many people who saw an ad went on to visit our site or make an enquiry;
• understand which campaigns, ads and pages are effective so we can improve them and avoid wasting spend;
• build and refine advertising audiences, including custom audiences (based on website visitors or our contact lists) and lookalike audiences (people with similar characteristics), so our advertising reaches Australian accounting and tax professionals more likely to find Taxpartna relevant;
• show follow-up or reminder advertising to people who have previously visited our website; and
• exclude existing customers or particular groups from campaigns where that is appropriate.

Disclosure of information to Meta

Information collected by these tools is disclosed to and collected directly by Meta. This is a disclosure of personal information to a third party. In relation to that information, we and Meta each have our own responsibilities: we use it to measure and target our advertising, and Meta also uses it for its own purposes, including operating, measuring and improving its advertising systems and services.

Meta may combine the information it receives with information it already holds about you — for example, if you have a Facebook or Instagram account — and may use it to personalise the advertising and content you see on Meta platforms.

Where we upload contact lists to create custom audiences, we do so only where we are permitted to, and email addresses are hashed before transmission so that Meta cannot read them directly.

We never include Customer Data in any Meta tool. The documents, workpapers, tax returns and client information you submit to the Taxpartna platform are never disclosed to Meta and are never used for advertising. Meta tools operate only on our public marketing website and are not present on the authenticated Taxpartna platform.

Meta handles the information it receives in accordance with its own terms and privacy policy, available at facebook.com/privacy/policy. Meta’s use of information through its business tools is also governed by its Business Tools Terms and Data Processing Terms.

Overseas handling

Meta is located outside Australia and stores and processes information overseas, including in the United States and Ireland. By continuing to use our website while these tools are active, you acknowledge that information collected through them may be disclosed to and processed by Meta outside Australia. Where we disclose personal information to Meta, we take reasonable steps to ensure it is handled consistently with the Australian Privacy Principles, including by relying on the contractual protections in Meta’s business tools and data processing terms.

Your choices

You can control the use of Meta tools in the following ways:

• decline or withdraw consent for advertising cookies using our cookie notice or the cookie settings link in our website footer (see section 4);
• adjust your Meta ad preferences, and review or disconnect off-platform activity Meta has received about you, in your Facebook or Instagram account settings — see facebook.com/adpreferences;
• block or delete third-party cookies through your browser settings; and
• use industry opt-out tools, such as the Australian consumer opt-out at youronlinechoices.com.au.

Declining advertising cookies will not prevent you from using our website or the Service, and will not affect the quality of the Service you receive.

7. Documents you submit and how we handle them

The Service is designed to protect the sensitive information in the documents you submit:

• files are encrypted in transit (TLS 1.3) and at rest (AES-256);
• documents are processed within a secured, isolated environment;
• we operate a self-contained AI pipeline and do not share your Customer Data with third-party large language model providers;
• submitted files are retained and purged according to the retention settings you choose for your account, and you may configure those settings or request that files be purged at your discretion; and
• for users of the Performance Dashboard, certain non-sensitive metadata may be retained securely on AWS to provide reporting functionality.

Because your documents may contain personal information about your clients and other individuals, you are responsible for ensuring you have the authority and any necessary consents to disclose that information to us. In respect of Customer Data, we act as a processor on your behalf and handle it in accordance with your instructions and this Policy. Because whether and when files are purged depends on the retention settings you choose, you are responsible for keeping your own copies and backups of any Customer Data and Output you need.

Customer Data is never used for advertising. We do not use Customer Data for marketing or advertising purposes, and we do not disclose it to any advertising or analytics provider.

8. Disclosure of personal information

We may disclose personal information to: our service providers and contractors (such as those listed in sections 5 and 6) who assist us in operating the Service or in measuring and delivering our advertising; professional advisers; a purchaser or successor in the event of a business sale or reorganisation; and government or regulatory bodies or other parties where required or authorised by law. We do not sell personal information.

9. Overseas disclosure

Our processing pipeline and infrastructure providers, including AWS, may store or process data — including personal information contained in the documents you submit — in data centres located in Australia and, in some cases, overseas. Our advertising and analytics providers, including Google and Meta, also process information overseas, including in the United States and Ireland. Where personal information is disclosed to, processed by or stored by providers outside Australia, we take reasonable steps to ensure it is handled consistently with the Australian Privacy Principles. By using the Service, you acknowledge that some information may be processed outside Australia.

10. Data security

We take reasonable steps to protect personal information from misuse, interference and loss, and from unauthorised access, modification or disclosure. Our measures include encryption in transit and at rest, mandatory multi-factor authentication, role-based access controls, continuous monitoring, and hosting on SOC 2 Type 2 certified AWS infrastructure. However, no method of transmission or storage is completely secure, and we cannot guarantee absolute security.

11. Data quality and retention

We take reasonable steps to ensure the personal information we hold is accurate, up to date and complete. We retain personal information only for as long as necessary for the purposes for which it was collected, to comply with our legal obligations, or to resolve disputes, and we then take reasonable steps to destroy or de-identify it. Submitted documents are retained and purged according to your account’s retention settings, as described in section 7.

Information collected through cookies and advertising tools is retained for the periods described in our cookie notice, or for the retention periods applied by the relevant provider.

You control your records – purge on request. You may, at your choice and at any time, request that we purge all records associated with your account, including any retained metadata and account information. On request we will permanently delete those records within a reasonable period and confirm once this is done, except to the extent we are required to retain certain information to comply with our legal obligations. You remain responsible for keeping your own copies of any Customer Data and Output you need, in line with the retention settings you have chosen.

12. Direct marketing

We may send you marketing communications about the Service where you have consented or where otherwise permitted by law. You can opt out at any time by using the unsubscribe link in our emails or by contacting us. We do not use sensitive information for direct marketing without your consent.

We may also deliver advertising to you on third-party platforms, including Meta platforms, as described in section 6. Opting out of our email marketing does not automatically stop platform advertising — to control that, use the choices set out in sections 4 and 6.

13. Accessing and correcting your personal information

You have the right to request access to the personal information we hold about you, and to ask us to correct it if it is inaccurate, out of date or incomplete. To make a request, contact our Privacy Officer using the details below. We will respond within a reasonable time. There is generally no charge for making a request, although we may charge a reasonable fee for providing access in some cases. If we refuse access or correction, we will explain why and how you can complain.

Some information collected through advertising tools is held by the relevant provider rather than by us. Where that is the case, we will tell you and, where practicable, direct you to the provider’s own access and controls.

14. Data breaches

We maintain procedures to detect, assess and respond to data breaches. If a data breach that is likely to result in serious harm occurs, we will notify affected individuals and the Office of the Australian Information Commissioner (OAIC) as required under the Notifiable Data Breaches scheme.

15. Children

The Service is intended for businesses and is not directed at children. We do not knowingly collect personal information from children under 16.

16. Complaints

If you have a concern or complaint about how we have handled your personal information, please contact our Privacy Officer using the details below. We will investigate and respond within a reasonable time. If you are not satisfied with our response, you can contact the Office of the Australian Information Commissioner (OAIC) at oaic.gov.au or on 1300 363 992.

17. Changes to this Policy

We may update this Privacy Policy from time to time. The current version will always be available on our website, with the effective date shown at the top. We encourage you to review it periodically.

18. Contact us

Privacy Officer
Partna AI Pty Ltd (ABN 82 696 001 555; ACN 696 001 555), trading as Taxpartna.
Contact: taxpartna.com.au/contact