Privacy Policy
CLOUDY ("CLOUDY", "we", "us" or "our") respects your privacy and is committed to protecting the personal information entrusted to us.
This Privacy Policy explains how we collect, hold, use and disclose personal information in connection with our bookkeeping and business services, website, resources, products, marketing and other interactions with CLOUDY.
This policy applies to personal information we collect about our clients, prospective clients, individuals whose information we access while providing services to our clients, website visitors, subscribers, customers and anyone else who interacts with CLOUDY.
Who we are
CLOUDY is operated by:
H Meyers Pty Ltd trading as CLOUDY
ABN: 33 632 123 098
Email: hannah@cloudybookkeeping.com.au
What personal information we collect
The personal information we collect depends on how you interact with us and the services we provide.
This may include:
your name and contact details
your business name and business details
email addresses and phone numbers
billing and payment information
financial and accounting information
bank account and transaction information
invoices, bills, receipts and other financial records
payroll and employment information
employee and contractor details
pay rates, hours worked, leave, superannuation and payroll records
Tax File Numbers where required for the services we provide
Australian Business Numbers and other government-related identifiers
information contained within accounting, payroll and bookkeeping systems
information provided through forms, questionnaires, emails or correspondence
information required to communicate with the Australian Taxation Office, superannuation funds or other authorities on your behalf
information you provide when enquiring about, purchasing or using our products, courses, resources or services
information about your interaction with our website, emails and digital content.
In some circumstances, the information we access while providing services may include sensitive information. We only collect, access or use this information where it is reasonably necessary for the services being provided or otherwise permitted by law.
Information we may collect about other people
When providing bookkeeping, payroll and related services to our clients, we may receive or access personal information about people who are not themselves clients of CLOUDY.
This may include information about a client's:
employees
contractors
customers
suppliers
directors
shareholders
business partners
other authorised representatives.
We use this information only to the extent reasonably necessary to provide our services or meet applicable legal and regulatory requirements.
Where you provide us with personal information about another person, you are responsible for ensuring you are authorised to provide that information to us where required.
How we collect personal information
We may collect personal information:
directly from you
through our website
through enquiry, registration, download or sign-up forms
when you subscribe to our email list
when you download one of our resources, guides, checklists or templates
when you register for training, webinars, courses, memberships or events
through email, telephone, video meetings, social media or other communications
from your employees, contractors or authorised representatives
from your accountant, tax agent or other professional adviser where authorised
through accounting, payroll, bookkeeping and document-management platforms that you give us access to
from financial records and documents you provide to us
from the Australian Taxation Office or other government bodies where we are authorised to access that information
from banks, superannuation funds, payroll providers and other service providers where appropriate and authorised
from third-party platforms and service providers used to operate our business.
Where reasonable and practicable, we collect personal information directly from the individual concerned.
Why we collect and use personal information
We collect, hold and use personal information so that we can provide our services and operate CLOUDY.
This may include:
providing bookkeeping services
processing payroll
processing superannuation
preparing and lodging Business Activity Statements and other permitted lodgements
reconciling accounts and financial records
managing accounts payable and accounts receivable
processing or preparing payments
preparing financial and management reports
communicating with clients about their accounts and financial records
liaising with accountants, tax agents, the ATO, superannuation funds and other authorised parties
responding to enquiries
preparing proposals and onboarding new clients
managing our client relationships
invoicing and receiving payment for our services
providing products, resources, courses, training or other services you have requested
maintaining appropriate business, compliance and professional records
improving our systems, services, resources and processes
communicating information about CLOUDY and our services where you have agreed to receive those communications
meeting our legal, professional and regulatory obligations.
If we are unable to collect information that is reasonably necessary to provide a service, we may not be able to provide that service to you.
Tax File Numbers
As part of providing payroll, bookkeeping and related services, we may have access to Tax File Number ("TFN") information.
We only collect, access, use and disclose TFN information where permitted for taxation, superannuation, payroll or other authorised purposes.
TFN information is treated as confidential and access is restricted to authorised people who require that information to perform their role.
We do not use TFNs as a general means of identifying individuals or for purposes unrelated to the reason the TFN information was provided to us.
We take reasonable steps to protect TFN information from loss, misuse, interference, unauthorised access, modification and disclosure.
Marketing, resources and enquiries
We also collect personal information from people who are not clients of CLOUDY.
This includes people who:
subscribe to our email list
download a resource, guide, checklist or template
submit an enquiry
register for a webinar, event or training session
enquire about or purchase a course, membership, product or other service.
This information may include your name, email address, telephone number, business name and other information you choose to provide.
We may use this information to:
provide the resource, information, product or service you requested
respond to your enquiry
communicate with you about your registration or purchase
send educational content, bookkeeping information, resources and updates
tell you about CLOUDY products, services, courses, events and offers
understand how people interact with our content
improve our products, resources and services.
You can unsubscribe from marketing emails at any time using the unsubscribe link included in our emails or by contacting us.
Unsubscribing from marketing communications will not prevent us from sending you communications that are reasonably necessary to provide a service you have requested or to manage an existing client or customer relationship.
Who we may disclose personal information to
We do not sell personal information.
We may disclose personal information where reasonably necessary to provide our services, operate our business, where you have authorised us to do so, or where disclosure is otherwise permitted or required by law.
Depending on the circumstances, this may include disclosure to:
the Australian Taxation Office
your accountant or tax agent
superannuation funds and superannuation payment providers
banks and financial institutions
accounting and payroll software providers
document management and cloud storage providers
payment processors
email and communications providers
customer relationship management and marketing platforms
workflow and practice-management systems
technology and IT service providers
professional advisers
contractors, employees and authorised CLOUDY team members
government agencies, regulators or law enforcement bodies where required or permitted by law.
We limit access to personal information to people and service providers who reasonably require that information for their role or the services they provide.
Our team and overseas recipients
To assist us in providing bookkeeping and administrative services, authorised CLOUDY team members located outside Australia may access personal information where reasonably necessary to perform their role.
Our overseas team members are currently located in the Philippines.
Overseas team members may assist with functions including:
bookkeeping
payroll administration
accounts payable and receivable
transaction processing and reconciliation
document processing
administrative support
other functions necessary to provide our services.
We take reasonable steps to ensure team members who have access to personal information understand their confidentiality and privacy obligations and only access information required to perform their role.
We also use cloud-based software and technology providers in operating CLOUDY. Some providers may store, process or provide access to information from locations outside Australia.
The countries used by individual technology providers may change depending on their infrastructure and service arrangements.
Where personal information is disclosed to an overseas recipient, we take reasonable steps appropriate to the circumstances to ensure that the information is handled appropriately.
Third-party software and service providers
CLOUDY uses third-party technology and cloud-based systems to provide our services and operate our business.
These may include accounting, bookkeeping, payroll, document management, email, communication, cloud storage, workflow, marketing, payment and practice-management systems.
We use cloud-based platforms including Xero, Dext and Google Workspace. These providers may store or process information in countries including Australia, the United States, the United Kingdom and other countries where the provider operates infrastructure. The specific countries used may change from time to time depending on each provider's infrastructure arrangements.
Information provided to these platforms is also subject to the security and privacy practices of those providers.
We take reasonable steps when selecting and using third-party service providers to ensure they are appropriate for the information and services involved.
How we protect personal information
We take reasonable steps to protect personal information from misuse, interference, loss and unauthorised access, modification or disclosure.
Depending on the circumstances, these measures may include:
password-protected systems
multi-factor authentication
restricted access to client information
role-based access controls
secure cloud-based systems
confidentiality obligations for team members
secure password-management practices
cybersecurity and information-handling procedures
limiting access to information to people who require it to perform their role
removing or updating system access when roles change or team members leave.
While we take reasonable precautions to protect personal information, no electronic transmission or storage system can be guaranteed to be completely secure.
If a data breach occurs, we will assess and respond to the incident and comply with any notification obligations that apply to us.
How long we keep personal information
We retain personal information for as long as reasonably necessary for the purpose for which it was collected and to:
provide our services
maintain appropriate business and professional records
comply with taxation, accounting, regulatory and other legal requirements
manage our relationship with clients and customers
resolve disputes
respond to enquiries or legal claims.
When personal information is no longer required and we are not required by law or another legitimate reason to retain it, we take reasonable steps to securely destroy or de-identify it.
Website, cookies and analytics
When you visit our website or interact with our digital content, certain information may be collected automatically.
This may include:
your IP address
device and browser information
pages viewed
links clicked
the date and time of your visit
information about how you arrived at or interacted with our website.
Our website and third-party providers may use cookies, pixels or similar technologies to operate our website, understand how our content is used, measure marketing activity and improve our website and services.
You can generally manage or disable cookies through your browser settings. Some website functionality may not operate as intended if cookies are disabled.
Accessing your personal information
You may request access to personal information we hold about you.
To make a request, contact us at hannah@cloudybookkeeping.com.au.
We may need to verify your identity before providing access to personal information.
In some circumstances, we may be permitted or required to refuse access to particular information. Where appropriate and required, we will explain the reason for doing so.
Correcting your personal information
We take reasonable steps to ensure the personal information we hold is accurate, up to date, complete and relevant.
If you believe personal information we hold about you is incorrect or needs to be updated, please contact us at hannah@cloudybookkeeping.com.au.
We may need to verify your identity before making changes.
Privacy complaints
If you have a concern about the way we have handled your personal information, please contact us so that we can investigate the matter.
Please provide sufficient information for us to understand your concern and how you would like it resolved.
We will consider your complaint and respond within a reasonable period.
If your complaint relates to obligations regulated by the Office of the Australian Information Commissioner and you are not satisfied with our response, you may be entitled to contact the Office of the Australian Information Commissioner (OAIC).
Information about making a privacy complaint is available at oaic.gov.au.
Third-party websites and links
Our website, emails, resources or other content may contain links to websites or services operated by third parties.
CLOUDY is not responsible for the privacy practices of third-party websites or organisations. We encourage you to review their privacy policies before providing personal information to them.
Changes to this Privacy Policy
We may update this Privacy Policy from time to time to reflect changes to our business, services, technology, team structure, legal obligations or information-handling practices.
The current version will be made available through our website and will show the date it was last updated.
Contact us
If you have a question about this Privacy Policy, would like to access or correct your personal information, or have a concern about how your personal information has been handled, please contact:
CLOUDY
H Meyers Pty Ltd trading as CLOUDY
ABN: 33 632 123 098
Email: hannah@cloudybookkeeping.com.au