Privacy and Data Sharing Policy

Last updated 19 October 2026

About this policy

I, Helen Parkinson (“I”, “me”, “my”), keep your personal and financial information confidential and use it only to provide the services you engage me for. This policy explains what I collect, how I use and store it, and who I share it with.

As a registered tax agent (TAN 72235007) and a Fellow of the Institute of Public Accountants (IPA), I am bound by:

• the Privacy Act 1988 (Cth) and the Australian Privacy Principles (APPs)
• the Privacy (Tax File Number) Rule 2015
• the Code of Professional Conduct in the Tax Agent Services Act 2009 (TASA), including the duty not to disclose client information to a third party without your permission unless I have a legal duty to do so
• the Tax Agent Services (Code of Professional Conduct) Determination 2024, including my obligations to keep proper client records and protect them from unauthorised access
• the professional and ethical standards that apply to IPA members, including the confidentiality requirements of APES 110 Code of Ethics for Professional Accountants

This policy applies to clients, prospective clients and anyone whose information I receive in the course of my work (for example, directors, beneficiaries, employees or family members of my clients).

What information I collect

I collect only the information I need to provide my services. Depending on the work, this may include:

• Identity and contact details – name, date of birth, address, phone, email, and identity documents used to verify who you are
• Tax identifiers – tax file numbers (TFNs), ABNs, ACNs and myGov or ATO account details
• Financial information – income, expenses, bank statements, assets, investments, loans, payroll, superannuation and business accounting records
• Entity information – company, trust, partnership and SMSF details, including directors, shareholders, trustees and beneficiaries
• Sensitive information – only where needed for a tax outcome, such as medical expenses or disability information relevant to an offset or deduction, and only with your consent
• Correspondence – emails, file notes and records of my advice and communications with you and government agencies

Tax file numbers. I collect and use TFNs only for purposes permitted by tax, superannuation and personal assistance law. You are not legally required to give me your TFN, but I may be unable to lodge returns or act for you with the ATO without it.

Dealing with me anonymously. Because of identification and lodgment requirements, I generally cannot act for you under a pseudonym or anonymously.

How I collect and use your information

I collect information directly from you wherever possible – in meetings, by email, through my secure file-sharing links and from documents you give me. With your authority, I also collect it from:

• the ATO, ASIC and other government agencies (for example, through the ATO’s online services for agents and pre-fill reports)
• your bank feeds, accounting software and payroll software
• your other advisers, such as financial planners, lawyers, mortgage brokers and previous accountants

I use your information to:

1. prepare and lodge tax returns, activity statements and other forms
2. provide tax, accounting, bookkeeping and business advisory services
3. act on your behalf with the ATO and other agencies
4. verify your identity and meet my legal and professional obligations
5. manage my relationship with you, including billing
6. tell you about deadlines, law changes and services relevant to you (you can opt out of general updates at any time)

I do not sell your information, and I do not use it for any purpose unrelated to my services without your consent.

Who I share your information with

I share your information only with your permission, or where the law requires or allows it. By engaging me, you consent to the disclosures described in this section.

Government and regulators. I disclose information to the ATO, ASIC, state revenue offices and other agencies when acting for you. I may also be required to provide information to the Tax Practitioners Board, my professional body or a court under a legal obligation.

Professional body quality reviews. As a member of the IPA, my practice may be selected for review under the IPA’s quality review program, and a reviewer may examine client files. Reviewers are bound by confidentiality and use the information only for the review.

Anti-money laundering obligations. Some services I provide, such as setting up companies and trusts, are regulated under the Anti-Money Laundering and Counter-Terrorism Financing Act 2006. For those services, I must collect and verify information about you and anyone who owns or controls your entities, and keep records of it. I may be required to report information to AUSTRAC, and the law may prevent me from telling you that a report has been made.

Your other advisers. I share information with your financial planner, lawyer, bank, broker or other adviser only when you ask me to or authorise it.

Confirmations you ask me to provide. If you ask me to, I can confirm details such as your income or employment to a third party – for example, a real estate agent or landlord assessing a rental application, or a lender assessing a loan. I will only do this with your authority, and I will disclose only the information needed for that purpose.

My software and service providers. I use the following trusted third-party platforms to store and process client information. Each is used only to deliver my services, and each is bound by its own privacy and security commitments.

Employees. My employees are bound by confidentiality obligations no less strict than mine. I do not engage contractors or outsource client work.

I take reasonable steps to ensure that every provider I use protects your information to a standard consistent with the APPs.

Overseas storage and artificial intelligence

Overseas disclosure. The platforms I use may store your information on servers outside Australia, or allow their staff or support providers outside Australia to access it. This includes the United States and other countries where these providers operate. Where this happens, I choose established providers with strong security and privacy commitments. By engaging me, you consent to your information being stored overseas on this basis. If you do not want your information stored overseas, please tell me – it may limit the services or software I can use for you.

How I use AI. I use Claude, an AI assistant provided by Anthropic, to help with drafting, research, analysis and administrative tasks. I use it on these terms:

• I use a Claude Team business account under Anthropic’s commercial terms, under which my inputs are not used to train Anthropic’s AI models.
• I give the AI only the information needed for the task, and remove or de-identify personal details where practical.
• I do not enter TFNs into AI tools.
• I review all AI-assisted work myself. Advice and lodgments remain my professional responsibility – AI never makes decisions about your affairs.

If you would prefer that I do not use AI tools on your work, tell me and I will note this on your file.

Security, retention and destruction

I protect your information with:

• multi-factor authentication on my software, cloud storage and email accounts
• access limited to me and my employees who need it for your work
• encrypted, password-protected or expiring links when sharing files, rather than sending sensitive documents as open email attachments where practical
• up-to-date devices, security software and regular backups
• secure storage and shredding for any paper records
• confidentiality obligations for all my employees

Retention. I keep client records for at least five years after the work is completed, or longer where the law requires it (for example, where an amendment period or dispute is open). This is consistent with my record-keeping obligations as a registered tax agent.

Destruction. When I no longer need your information and the law does not require me to keep it, I securely destroy it or permanently de-identify it.

Data breaches

If I suspect a data breach involving your information, I will act quickly to contain it and assess the risk. Where a breach is likely to cause serious harm, I will notify you and the Office of the Australian Information Commissioner (OAIC) under the Notifiable Data Breaches scheme. Where TFNs or ATO-linked credentials are involved, I will also notify the ATO so it can protect your tax account.

Accessing and correcting your information

You can ask to see the personal information I hold about you, or ask me to correct it, at any time. I will respond within 30 days. I will not charge for a request, but may charge a reasonable fee for copying large volumes of records. If I refuse a request, I will tell you why in writing.

Please tell me promptly if your contact details, bank details or circumstances change.

Complaints

If you have a concern about how I have handled your information, please contact me first. I will acknowledge your complaint within 7 days and aim to resolve it within 30 days.

If you are not satisfied with my response, you can contact:

• the Office of the Australian Information Commissioner – oaic.gov.au or 1300 363 992
• the Tax Practitioners Board, for concerns about my conduct as a tax agent – tpb.gov.au
• the Institute of Public Accountants, for concerns about my professional conduct as an IPA member – publicaccountants.org.au

Contact me

Helen Parkinson FIPA, Registered Tax Agent (TAN 72235007)
Suite 6, 31 Brighton Street, Freshwater NSW 2096
Phone: 02 9905 4997

Changes to this policy

I review this policy at least once a year and when my systems or the law change. The current version is always available on my website or on request.