Privacy Policy

Last updated: August 2026

Equity Flare Pty Ltd respects the privacy of our clients, prospective clients, website visitors and other individuals whose personal information we handle.

This Privacy Policy explains how Equity Flare collects, holds, uses, discloses and protects personal information and how individuals may access or correct their personal information or raise a privacy concern.

We are committed to handling personal information responsibly and, where applicable, in accordance with the Privacy Act 1988 (Cth) and the Australian Privacy Principles (APPs).

1. Personal Information We May Collect

The personal information we collect depends on the nature of our relationship with you and the services we provide.

This may include:

• name, address, telephone number and email address
• date of birth and other identification information
• Australian Business Number (ABN) and business information
• Tax File Number (TFN) and taxation information where required to provide our services
• employment and income information
• financial, accounting and transaction information
• bank account and payment information
• information about companies, trusts, partnerships and other business structures
• payroll and employee information where we provide bookkeeping or payroll services
• correspondence and information you provide when communicating with us
• information necessary to provide accounting, taxation, bookkeeping, payroll, business advisory and related professional services.

Where reasonably necessary for our services and permitted by law, we may also collect sensitive information.

2. How We Collect Personal Information

We generally collect personal information directly from you when you:

• engage Equity Flare to provide professional services
• contact us by telephone, email, online form or in person
• provide documents or financial records
• use our website
• subscribe to communications or request information from us
• communicate with members of our team.

Where permitted or required, we may also receive information from third parties such as your authorised representatives, employers, financial institutions, government agencies, professional advisers, accounting software providers or other parties involved in providing services to you.

3. Why We Collect and Use Personal Information

We may collect, hold and use personal information to:

• provide accounting and taxation services
• prepare tax returns and other financial documentation
• provide bookkeeping and payroll services
• provide business consulting and advisory services
• communicate with clients and respond to enquiries
• administer client accounts and engagements
• meet our professional, regulatory, taxation and legal obligations
• maintain and improve our services and business operations
• manage billing and payments
• protect our systems and prevent misuse or fraud
• provide information about relevant services where permitted by law.

We will generally only use personal information for the purpose for which it was collected or for another purpose permitted by law.

4. Disclosure of Personal Information

Where necessary to provide our services or conduct our business, personal information may be disclosed to appropriate third parties.

These may include:

• the Australian Taxation Office and other government authorities
• banks and financial institutions
• accounting, bookkeeping and payroll software providers
• cloud storage and information technology providers
• professional advisers and consultants
• auditors, insurers and regulatory bodies
• contractors and service providers assisting Equity Flare
• other parties authorised by you
• other recipients where required or permitted by law.

We take reasonable steps to ensure personal information is disclosed appropriately and only where necessary for legitimate business, professional or legal purposes.

5. Artificial Intelligence and Technology Assisted Services

Equity Flare may use artificial intelligence (AI), automation and other technology assisted tools to support certain administrative, analytical, communication and business functions.

Depending on the technology and its approved use, these tools may assist with activities such as document processing, summarisation, research, drafting, data analysis, workflow automation and improving the efficiency of our services.

Where the use of an AI or technology assisted service involves personal information, we take reasonable steps to ensure that the information is handled appropriately and in accordance with applicable privacy obligations.

We consider the privacy and security implications of technology providers used by our business and seek to limit personal information provided to AI systems to what is reasonably necessary and appropriate for the relevant purpose.

We do not intentionally provide sensitive or confidential client information to publicly available generative AI services where doing so would be inappropriate or inconsistent with our privacy, confidentiality or professional obligations.

AI generated information may be subject to human review where appropriate. AI tools are intended to assist our business and professional processes and do not replace the professional judgement and responsibilities of our team.

Where an AI provider or other technology provider may have access to personal information processed through its systems, that handling may also be subject to the provider’s privacy, security and data processing arrangements.

The OAIC specifically recommends that organisations be transparent about AI use and warns against entering personal information, particularly sensitive information, into publicly available generative AI tools because of the associated privacy risks. 

6. Cloud Services and Overseas Disclosure

Equity Flare uses software, cloud based systems and third party technology providers in conducting its business.

Some service providers may store or process information using infrastructure located outside Australia.

Where personal information is disclosed to an overseas recipient, we will take reasonable steps as required by applicable privacy laws to ensure that the information is appropriately handled.

Where practicable, information about countries in which overseas recipients are likely to be located will be made available where required.

Important: I would have Equity Flare confirm which systems they actually use and where their data is processed before finalising this paragraph. APP 8 contains specific requirements concerning cross-border disclosure.

7. Security of Personal Information

Equity Flare takes reasonable steps to protect personal information from misuse, interference, loss and unauthorised access, modification or disclosure.

These measures may include appropriate physical, administrative and technological safeguards.

While we take reasonable precautions to protect information, no method of electronic transmission or storage can be guaranteed to be completely secure.

Where personal information is no longer required to be retained, we will take reasonable steps to destroy or de-identify it where required and permitted by law.

These protections reflect APP 11’s requirements concerning the security of personal information. 

8. Website and Cookies

When you visit our website, certain technical information may be collected automatically, such as your IP address, browser type, device information, pages visited and general website usage information.

Our website may use cookies and analytics technologies to help us understand website usage, maintain website functionality and improve our online services.

You may be able to control cookies through your browser settings, although disabling certain cookies may affect website functionality.

9. Marketing Communications

Where permitted by law, we may use personal information to communicate information about Equity Flare services that may be relevant to you.

You may request to stop receiving marketing communications from us at any time by using an unsubscribe facility where provided or contacting us directly.

The Australian Privacy Principles impose conditions on the use and disclosure of personal information for direct marketing and require appropriate opt-out mechanisms. 

10. Accessing and Correcting Your Personal Information

You may contact Equity Flare to request access to personal information we hold about you or to request that inaccurate, incomplete, out-of-date, irrelevant or misleading information be corrected.

We will respond to requests in accordance with applicable privacy requirements.

In some circumstances, we may be permitted or required to refuse access or correction. Where applicable, we will provide reasons and information about available complaint mechanisms.

The APPs provide rights concerning access and correction of personal information. 

11. Privacy Complaints

If you have a question or concern about how Equity Flare has handled your personal information, please contact us.

We will review privacy complaints and endeavour to respond within a reasonable period.

If you are not satisfied with our response, you may be entitled to contact the Office of the Australian Information Commissioner (OAIC).

⁠Office of the Australian Information Commissioner

12. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes to our business practices, technology, legal requirements or the way we handle personal information.

The current version will be published on our website with the date it was last updated.

The OAIC states that organisations should keep their privacy policies up to date when their information-handling practices change. 

13. Contact Equity Flare

For questions about this Privacy Policy, requests to access or correct personal information, or privacy complaints, please contact:

Equity Flare Pty Ltd
10 Hurtle Parade
Mawson Lakes SA 5095
Australia

Phone: (08) 8359 7320
Email: admin@equityflare.com.au