Client Data Management Policy

At Accounting Services Australia (ASA), protecting the privacy and security of our clients’ data is a top priority. We recognise the sensitive nature of the information we handle and are committed to maintaining the highest standards of data protection.

Our Approach to Client Data Management

Cloud-Only Accounting

ASA uses only cloud-based accounting and business platforms for all client work. This ensures your data is accessible, secure, and managed in accordance with the latest industry standards.

Where and How Your Data is Stored

Your personal and business information may be stored both on-site and on secure servers located in Australia and overseas, through trusted third-party cloud providers. Our main providers and their data storage locations include:

Provider	Headquarters	Data Location	Security Standard
Microsoft 365	USA	Australia	ISO 27001
Microsoft Teams	USA	Singapore, Hong Kong	ISO 27001
Xero	New Zealand	USA (Amazon Web Services)	SOC 2 Type II
Infinity Now	Australia	Australia	ISO 27001
Kloud Connect	Australia	Australia	ISO 27001
Mailchimp	USA	USA	SOC 2 Type II

We may also use other reputable cloud service providers as required to deliver our services.

Data Security Measures

• All data is protected by enterprise-grade security, including antivirus, antimalware, and unified threat protection.
• Remote access is secured with two-factor authentication.
• All email communications are protected by Microsoft Exchange Online Protection Suite.
• Regular data backups are performed and tested to ensure recoverability.

Privacy and Confidentiality

All information acquired during our engagement is subject to strict confidentiality requirements and will not be disclosed except as required by law, with your express consent, or as outlined in our engagement terms. We comply with the Privacy Act 1988 (Cth) and all relevant professional standards. Your data may be accessed by our staff, external consultants, or cloud service providers only to the extent necessary to perform our services.

Electronic Documents and Signatures

We deliver documents electronically via secure platforms such as FuseSign. Electronic signatures are legally binding and comply with Australian law. You are responsible for retaining copies of all electronically signed documents for the required period (typically 5 years).

Your Rights and Responsibilities

• You have the right to request access to your data and to withdraw consent for electronic document delivery at any time.
• You are responsible for providing accurate and complete information and for maintaining your own records as required by law.

Data Retention

We retain your information as required by law and our professional obligations, including for quality control and compliance purposes.

Use of Data for Service Delivery

To perform our services, we may provide third-party providers with access to your data, strictly as required and in accordance with our privacy policy. Your data may be stored in Australia or overseas, depending on the provider’s infrastructure.

Complaints and Enquiries

If you have any concerns regarding the privacy or security of your data, please contact our team on 07 4168 1422. You can also refer to our Privacy Collection Statement and Privacy Policy for further information.