Numbers in Motion Accounting
Privacy Policy
How we collect, use, hold and protect personal information
Last reviewed and updated: 18 September 2026
1. Our commitment to privacy
Numbers in Motion Accounting Pty Ltd, trading as Numbers in Motion Accounting, values and respects the privacy of the people we work with. We are committed to protecting your personal information and complying with the Privacy Act 1988 (Cth), the Australian Privacy Principles and other applicable privacy laws and regulations.
This Privacy Policy explains how we collect, hold, use and disclose personal information, how we keep it secure, and how you can contact us about access, correction or privacy concerns.
2. What is personal information?
Personal information means information or an opinion about an identified individual, or an individual who is reasonably identifiable, whether the information or opinion is true or not and whether it is recorded in a material form or not.
3. What personal information we collect
The information we collect depends on your relationship with us and the services you ask us to provide. It may include:
identity and contact details, such as your name, date of birth, email address, phone number, postal address and proof of identity documents;
business and financial information, such as ABNs, ACNs, business names, accounting records, bank statements, invoices, receipts, payroll records, superannuation details, loan information and financial reports;
taxation and regulatory details, such as tax file numbers, client identifiers, ATO correspondence, BAS, GST, PAYG, income tax, fringe benefits tax and other lodgement information;
details about your business goals, plans, operations, employees, contractors and advisers where relevant to our services;
payment and billing information;
website and communication information, such as enquiries submitted through our website, email correspondence, meeting notes and online booking details; and
information required to comply with our legal, professional and risk management obligations.
We may also collect sensitive information where it is reasonably necessary for our services or obligations and where we have your consent or are otherwise permitted by law. Examples may include membership of a professional body, health information contained in payroll or employment records, or other information you provide to us in the course of our work.
4. If you do not provide information
Where practical, you may deal with us anonymously or using a pseudonym. However, because accounting and tax services usually require accurate identification and financial information, we may not be able to provide services, meet regulatory obligations or communicate with you properly if you choose not to provide the information requested.
5. How we collect personal information
We usually collect personal information directly from you, including when you:
make an enquiry through our website, email, phone, online forms or social media channels;
attend a consultation, discovery call, onboarding meeting or client meeting;
provide documents, accounting records or access to accounting software;
sign an engagement proposal, authority, consent or onboarding form;
subscribe to our mailing list or download a resource;
respond to surveys or provide feedback; or
apply to work with us as an employee, contractor or service provider.
We may collect personal information from third parties or publicly available sources where relevant to our services, including the Australian Taxation Office, Australian Securities and Investments Commission, Tax Practitioners Board, accounting or payroll software, bookkeepers, lawyers, financial advisers, banks, lenders, insurers, government agencies, employers, contractors or other authorised representatives.
6. Why we use personal information
We collect, hold, use and disclose personal information for purposes connected with operating our practice and providing services, including to:
respond to enquiries and assess whether we are a good fit to work together;
provide accounting, tax, compliance, reporting and advisory services;
prepare and lodge tax returns, activity statements and other regulatory documents;
communicate with you about your business, deadlines, obligations and service matters;
verify identity, manage risk and comply with legal, professional and ethical obligations;
manage billing, payments, client administration and records;
improve our services, website, processes and client experience;
send useful updates, resources or marketing communications where permitted; and
protect our systems, data, clients and business from security risks, fraud or misuse.
7. Disclosure to third parties
We may disclose personal information where reasonably necessary for the purposes described in this Policy, including to:
the Australian Taxation Office, Australian Securities and Investments Commission, Tax Practitioners Board and other regulators or government agencies;
software, cloud, hosting, secure document exchange, electronic signature, practice management, payment processing, email, IT, cybersecurity and data storage providers;
professional advisers, including lawyers, auditors, insurers, consultants and specialist tax or accounting advisers;
your authorised representatives, such as bookkeepers, financial advisers, lawyers, lenders or other advisers;
debt collection, dispute resolution, legal or enforcement bodies where required; and
other parties where you consent, where you would reasonably expect us to disclose the information, or where required or authorised by law.
We do not sell personal information.
If we restructure or sell part or all of our business, personal information held by us may be transferred to the purchaser or successor entity as a business asset, subject to the Australian Privacy Principles.
8. Overseas disclosure and cloud services
Some technology and service providers we use may store, process or access information from outside Australia. Based on our current technology and service arrangements, the countries in which overseas recipients are likely to be located include the United States, New Zealand, the United Kingdom, member states of the European Union, and Singapore. These countries may change from time to time as our technology and service arrangements evolve.
Where we disclose personal information overseas, we will take reasonable steps to ensure appropriate privacy and security practices are maintained, unless an exception applies under Australian privacy law. This may include using reputable providers, contractual protections, security controls and limiting access to what is necessary.
9. Website, cookies and analytics
Our website may use cookies, analytics and similar technologies to help the website work properly, understand visitor traffic and improve the online experience. A cookie is a small file placed on your device by a website. You can usually adjust your browser settings to refuse or delete cookies, although some website features may not work as intended.
If you submit an enquiry form, subscribe to updates, book a call or interact with website content, we may collect the information you provide and related technical information, such as your IP address, browser type, device information and pages visited.
10. Government-related identifiers
We collect government-related identifiers, such as tax file numbers, only where required or authorised by law or where it is reasonably necessary to verify identity or fulfil our obligations. We will not use or disclose a government-related identifier unless it is reasonably necessary to verify your identity, to fulfil our obligations to a government agency, or as otherwise required or authorised by law. We will not adopt a government-related identifier as our own identifier for you.
11. Direct marketing
We may send you updates, resources or information about our services where you have requested or consented to receive them, or where otherwise permitted by law. You can opt out of marketing emails at any time by using the unsubscribe link in the email or by contacting us. We will still send service, compliance or administrative communications where needed for our relationship with you.
12. Automated decision making
We do not currently use substantially automated systems to make decisions that could significantly affect your rights or interests. If this changes, we will update this Policy to describe the types of decisions involved, the personal information used and how you can request a review of an automated decision. This section is included in anticipation of requirements under the Privacy and Other Legislation Amendment Act 2024 (Cth) commencing on 10 December 2026.
13. How we protect personal information
We take reasonable steps to protect personal information from misuse, interference and loss, and from unauthorised access, modification or disclosure. Depending on the information and the systems involved, these steps may include:
using secure cloud-based systems and reputable professional service providers;
restricting access to personal information to people who need it to perform their role;
using authentication, password management and access controls;
maintaining cybersecurity measures such as anti-malware, monitoring, updates and secure configurations;
using secure methods to exchange documents and avoid unnecessary transfer of sensitive information by email;
maintaining confidentiality obligations with staff, contractors and service providers;
backing up data and maintaining business continuity practices; and
reviewing security practices as our practice and technology stack evolves.
14. Data breach notification
If we experience a data breach involving personal information that is likely to result in serious harm to any affected individuals, we will notify those individuals and the Office of the Australian Information Commissioner as required under the Notifiable Data Breaches scheme in Part IIIC of the Privacy Act 1988 (Cth). Our notification will include a description of the breach, the kinds of information involved and recommendations about the steps you can take in response.5
15. Retention and destruction
We keep personal information for as long as needed for the purposes for which it was collected, including to provide services, manage our relationship with you, comply with legal and professional obligations, resolve disputes and keep appropriate business records. For accounting and tax records, minimum retention periods are generally five to seven years as required under taxation, corporations and professional conduct legislation.
When personal information is no longer required, we will take reasonable steps to destroy it or de-identify it, unless we are required or permitted by law to retain it. Accounting and tax records may need to be retained for statutory, professional or risk management reasons.
16. Access and correction
We aim to keep personal information accurate, complete and up to date. You can ask us to access or correct the personal information we hold about you by contacting us using the details below.
Before responding, we may need to verify your identity and ask for enough information to locate the relevant records. We will respond within a reasonable time and may refuse access or correction where permitted by law. If we refuse a request, we will explain the reason where it is reasonable to do so.
17. Privacy complaints
If you have a concern about how we handle personal information, please contact us first so we can try to resolve it. Please include enough detail for us to understand your concern and investigate it properly. We may ask you to verify your identity before discussing personal information.
We will acknowledge and respond to privacy complaints within a reasonable time. If you are not satisfied with our response, you may contact the Office of the Australian Information Commissioner at oaic.gov.au.
18. Links to third-party websites
Our website may contain links to third-party websites, tools or platforms. We are not responsible for the privacy practices or content of third-party websites. We encourage you to review their privacy policies before providing personal information.
19. Updates to this Policy
We may update this Privacy Policy from time to time to reflect changes to our services, technology, legal obligations or business practices. The current version will be available on our website or by request.
20. How to contact us
Business
Numbers in Motion Accounting Pty Ltd trading as Numbers in Motion Accounting
Privacy contact
Tegan Horwood / Privacy Officer
hello@numbersinmotionaccounting.com.au
Phone / post
0485 836 991 | PO Box 148 CROWS NEST NSW 2065