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Privacy Policy

Last updated: July 2026

AI for Accountants handles personal information in accordance with the Australian Privacy Act 1988 (Cth) and the Australian Privacy Principles (APPs). This policy explains what we collect, why, and what you can do about it. Because our customers are accounting and bookkeeping practices, we distinguish throughout between firm data (information about your practice and its staff) and client data (information about your clients that you process through our service).

1. Information We Collect

Firm data you provide directly: name, email address, phone number, practice name, role, and the content of any message you send us via our contact form or by email.

Client data you process through the service: when you connect a ledger (Xero, MYOB, or QuickBooks) or a document source, we access and process the accounting records needed to deliver the service. This can include supplier and customer names, ABNs, invoices and receipts, line items, GST treatment, account codes, bank transaction lines, and the contact details of people we chase documents from on your behalf.

Usage data: log data about how your firm uses the service, including access times, actions taken, approvals given, and corrections made to AI suggestions. This forms part of the audit trail behind every coding decision.

2. How We Use Your Information

We use information to:

  • Provide the service: reading and extracting data from documents, proposing account codes and GST treatment, pre-matching bank lines, chasing outstanding source documents, and assembling BAS preparation working papers
  • Improve suggestion quality for your firm, by learning from the coding decisions and corrections your team makes
  • Respond to your enquiries and provide support
  • Maintain an audit trail of AI suggestions, human approvals, and corrections
  • Send service and security notices relevant to your account
  • Comply with our legal and record-keeping obligations

We do not sell personal information. We do not use your client data to train models used for other customers.

3. Your Role and Ours

Your practice remains the entity with the direct relationship with your clients and with any engagement letter or privacy obligations owed to them. We process client data on your instruction and only to deliver the service to you. You should ensure your own client engagement terms and privacy collection notices cover the use of third-party software providers such as us.

AI for Accountants is not a registered tax or BAS agent and does not provide taxation advice. The service prepares and packages administrative work; review, professional judgement, sign-off, and lodgement remain with your TPB-registered agent.

4. Data Security

We encrypt data in transit and at rest, restrict access to personnel who need it to operate or support the service, log access, and review our security controls regularly. Ledger connections use each provider’s standard authorisation flow — we never ask for or store your ledger password. Our infrastructure is hosted in Australian data centres where practicable. No system is perfectly secure, but we treat your client data with the same care we would expect of our own accountant.

5. Data Sharing and Disclosure

We may share data with trusted service providers who help us operate the service — hosting, infrastructure, error monitoring, analytics, and the ledger and document platforms you have connected. These providers are bound by confidentiality obligations and may only use data to provide services to us. When we integrate with your accounting software or document capture tools, data is exchanged only as necessary to deliver the service you have configured.

Some providers may store or process data outside Australia. Where that occurs, we take reasonable steps to ensure the recipient handles the information consistently with the Australian Privacy Principles. We may also disclose information where required by law, or to establish or defend a legal claim.

6. Data Retention

We retain firm and client data for as long as your account is active and for the period afterwards needed to meet legal, audit, and record-keeping obligations. On request following termination, we will delete or de-identify data we are not required to retain. Note that your own record-keeping obligations for client records sit with your practice, not with us — do not treat our service as your system of record.

7. Your Rights

Under the Australian Privacy Act 1988 you have the right to request access to the personal information we hold about you, to ask us to correct it if it is inaccurate, and to complain if you believe we have mishandled it. Contact us at hello@ai-accounting.au to exercise these rights. We will respond within a reasonable period.

If you are unhappy with our response to a privacy complaint, you may refer the matter to the Office of the Australian Information Commissioner (OAIC) at oaic.gov.au.

8. Notifiable Data Breaches

If we become aware of an eligible data breach likely to result in serious harm, we will notify affected parties and the OAIC as required by the Notifiable Data Breaches scheme under the Privacy Act 1988, and we will tell your firm promptly so you can meet your own obligations to your clients.

9. Cookies & Analytics

We use Google Analytics 4 to understand how visitors use this website. This involves cookies that collect anonymised usage data such as pages viewed and time on site. You can opt out via your browser settings or by using Google’s opt-out tools. This website analytics data is entirely separate from the client data processed inside the service.

10. Changes to This Policy

We may update this policy from time to time. The date at the top of this page shows when it was last revised. If we make a material change affecting how we handle your data, we will notify account holders directly.

11. Contact

For privacy enquiries, access requests, or complaints, contact us at hello@ai-accounting.au or call +61 3 9999 7398. We are based in Melbourne, Victoria, Australia.