Privacy Policy

 

Simply Secretarial (ABN: 23 667 474 294)

1. Commitment to Privacy

Simply Secretarial is committed to managing personal information in accordance with the Privacy Act 1988 (Cth) and the Australian Privacy Principles (APPs). This policy outlines how we collect, hold, use, disclose, and protect personal and sensitive information.

2. Information We Collect

  • Direct Client Information: Names, business names, ABNs, email addresses, phone numbers, billing details, and communication records collected directly during enquiries, onboarding, and service delivery.

  • Client-Supplied Third-Party Information: In providing payroll, transcription, and administrative services, clients may provide us with access to personal data relating to their employees, contractors, or customers. This may include names, contact details, wage rates, bank account information, superannuation details, and voice recordings.

3. Purpose and Legal Basis of Collection

We collect and process personal information strictly to:

  • Deliver contracted virtual administrative, payroll processing, and transcription services;

  • Verify client instructions and process upfront invoicing;

  • Comply with statutory tax, accounting, and Fair Work reporting requirements.

We do not sell, rent, or trade personal information to any third party for marketing purposes.

4. Data Storage, Security and Credentials

We maintain technical and organisational safeguards to protect information against loss, unauthorised access, modification, or disclosure:

  • Client passwords and login credentials must be shared and stored exclusively through encrypted credential management software utilising end-to-end encryption. Credentials are never recorded in plain text.

  • All devices and business accounts are secured with multi-factor authentication (MFA) and hard-drive encryption.

  • Payroll and sensitive employee records are processed directly within the client’s designated cloud accounting environment and are not downloaded or retained on local devices unless strictly necessary for processing.

5. Overseas Cloud Disclosures

Simply Secretarial utilises commercial cloud-based service providers (such as accounting software, secure cloud storage, and email hosting) to perform administrative functions. While we prioritise Australian-hosted servers where available, some data may be stored on secured servers located overseas. By engaging our services, you consent to this transfer on the condition that these providers maintain industry-standard security and encryption protocols.

6. Data Retention and Destruction

  • Routine Project Files & Audio: Source audio recordings and draft transcription files are permanently deleted within thirty (30) days of final delivery and invoice clearance, unless otherwise instructed in writing.

  • Statutory Records: Financial records, invoices, and signed client approvals will be securely retained for seven (7) years to satisfy Australian statutory taxation and commercial record-keeping obligations.

  • Access Handover: Upon termination of services, shared platform permissions will be removed and any client credentials held in our secure vault will be permanently purged upon request.

7. Access, Corrections and Complaints

You have the right to request access to the personal information Simply Secretarial holds about you, or to request corrections if it is inaccurate or out of date.

If you have questions or wish to lodge a privacy complaint, contact:

  • Privacy Officer: Simply Secretarial

  • Email: admin@simplysecretarial.com.au

We will investigate and respond to any written complaint within thirty (30) days. If you are unsatisfied with our response, you may escalate the matter to the Office of the Australian Information Commissioner (OAIC) at www.oaic.gov.au.

Last updated: September 2026