Our Privacy Policy
Privacy Policy
Virtually Sorted Business Services
Effective Date: 1st June 2025
At Virtually Sorted Business Services ("we", "us", "our"), your privacy is important to us. This Privacy Policy outlines how we collect, use, store, and disclose your personal information in accordance with the Australian Privacy Principles (APPs) contained in the Privacy Act 1988 (Cth).
1. What Personal Information We Collect
We may collect and hold personal information including, but not limited to:
Full name, address, phone number, email address
Date of birth, ABN, and business registration details
Financial information (bank statements, invoices, receipts, BAS statements)
Tax file numbers (TFNs), where necessary
Details of your business transactions, accounting software access, and payroll information
2. How We Collect Your Information
We collect personal information in a number of ways, including:
When you engage us for bookkeeping or related services
Through email, phone, website forms, or face-to-face meetings
From third-party providers with your consent (e.g., your accountant, ATO, or software platforms like Xero, MYOB, Dext, Hubdoc)
3. Why We Collect and Use Your Information
We collect and use your information for purposes including:
Providing bookkeeping, BAS, payroll, and financial administration services
Meeting our legal and regulatory obligations (e.g., ATO compliance)
Communicating with you and responding to your enquiries
Maintaining internal records and improving our services
4. Disclosure of Personal Information
We may disclose your information to:
Accountants, tax agents, or financial advisors (with your consent)
Software providers (e.g., Xero, MYOB, Dext, Hubdoc) that assist with service delivery
The Australian Taxation Office and other regulatory bodies, where required by law
Our professional advisors (e.g., IT, legal) where necessary and bound by confidentiality
We do not sell or trade your personal information to third parties.
5. Data Storage and Security
We take reasonable steps to protect the security and confidentiality of your information, including:
Using secure cloud-based systems with encryption
Limiting access to authorised personnel only
Regular backups and software updates
However, no system is completely secure, and we cannot guarantee absolute protection of your information.
6. Access and Correction
You have the right to:
Access the personal information we hold about you
Request correction of any inaccurate, incomplete, or outdated information
Please contact us in writing to request access or changes. We will respond within a reasonable time frame.
7. Data Retention
We retain personal information for as long as necessary to provide our services and meet our legal obligations. We may securely archive or delete data after the required retention period.
8. Complaints
If you believe we have breached your privacy rights, you can contact us at the details below. We take all complaints seriously and will respond promptly. If you're not satisfied with our response, you can lodge a complaint with the Office of the Australian Information Commissioner (OAIC) at www.oaic.gov.au.
9. Contact Us
If you have any questions about this Privacy Policy or wish to access or update your information, please contact us here.
We reserve the right to update this Privacy Policy from time to time. The latest version will be available on our website.
Website Privacy Policy
This Privacy Policy applies to all personal information collected by Virtually Sorted Business Services (we, us or our) via the website located at www.virtuallysorted.com.au (Website).
1. What information do we collect
The kind of personal information that we collect from you will depend on how you use the website. The personal information which we collect and hold about you may include your name, email address and phone number, along with the details you send via the message service.
2. Types of information
The Privacy Act 1998 (Cth) (Privacy Act) defines types of information, including Personal Information and Sensitive Information.
Personal Information means information or an option about an identified individual or an individual who is reasonably identifiable:
(a) Whether the information or opinion is true or not; and
(b) Whether the information or opinion is recorded in a material form or not.
If the information does not disclose your identify or enable your identity to be ascertained, it will in most cases not be classified as ‘Personal Information’ and will not be subject to this privacy policy.
Sensitive Information is defined in the Privacy Act as including information or opinion about such things as an individual’s racial or ethnic origin, political opinions, membership of a political association, religious or philosophical beliefs, membership of a trade union or other professional body, criminal record or health information.
Sensitive Information will be used by us only:
(a) For the primary purpose for which it was obtained;
(b) For a secondary purpose that is directly related to the primary purpose; and
(c) With your consent or where required or authorised by law.
3. How we collect your Personal Information
(a) We may collect Personal Information from you whenever you input such information into the website, related app or provide it to Us in any other way.
(b) We may also collect cookies from your computer which enable us to tell when you use the website, and also to help customise your Website experience. As a general rule, however, it is no possible to identify you personally from our use of cookies.
(c) We generally don’t’ collect Sensitive Information from a third party, in cases like this we will take steps to make you aware of the information from a third party, in cases like this we will take steps to make you aware of the information that was provided by a third party.
4. Purpose of collection
(a) We collect Personal Information to provide you with the best service experience possible on the website and keep in touch with you about developments in our business.
(b) We customarily only disclose Personal Information to our service providers who assist us in operating the Website. Your Personal information may also be exposed from time to time to maintenance and support personnel acting in the normal course of their duties.
(c) By using our website, you consent to the receipt of direct marketing material. We will only use your Personal Information for this purpose if we have collected such information direct from you, and if it is material of a type which you would reasonably expect to receive from use. We do not use sensitive Personal Information in direct marketing activity. Our direct marketing material will include a simple means by which you can request not to receive further communications of this nature, such as an unsubscribe button link.
5. Security, Access and correction
(a) We store your Personal Information in a way that reasonable protects it from unauthorised access, misuse, modification or disclosure. When we no longer require your Personal Information for the purpose for which we obtained in, we will take reasonable steps to destroy and anonymise or de-identify it. Most of the Personal Information that is stored in our client files and records will be kept for a maximum of 5 years to fulfill our record keeping obligations.
(b) The Australian Privacy Principles:
a. Permit you to obtain access to the Personal Information we hold about you in certain circumstances (Australian Privacy Principle 1); and
b. Allow you to correct inaccurate Personal Information subject to certain exceptions (Australian Privacy Principle 13).
(c) Where you would like to obtain such access, please contact us in writing on the contact details set out at the bottom of this privacy policy.
6. Complaint Procedure
If you have a complaint concerning the manner in which we maintain the privacy of your Personal Information, please contact us as on the contact details via our contact us page. All complaints will be considered by our office and we may seek further information from you to clarify your concerns. If we agree that your complaint is well founded, we will, in consultation with you, take appropriate steps to rectify the problem. If you remain dissatisfied with the outcome, you may refer the matter to the Office of the Australian Information Commissioner.
7. How to contact us about privacy
If you have any queries, you can contact us through our contact us page on this site.
Disclosure
We are a registered BAS Agent and are required in order to provide BAS Services (including advice, interpretation, interactions with the ATO, and lodgement of forms in respect to GST, BAS, Payroll & Superannuation Guarantee). Any practitioner providing these services must be a registered BAS Agent or Tax Agent.
We are subject to the Code of Conduct prescribed in the Tax Agent Services Act 2009 and additional determinations. The Tax Practitioners Board (the board) are the regulator of Registered Agents. We are also required to adhere to the requirements of the ATO in our interactions with their Online Services and use of other relevant software.
We advise as follows:
We advise that to the best of our knowledge and based on all information known to us, we
Have not had our registration suspended or terminated by the Board.
Are not and have not been an undischarged bankrupt or been put into external administration.
Have not been convicted of a serious taxation offence or an offence involving fraud or dishonesty.
Have not been sentenced to a term of imprisonment in Australia for 6 months or more.
Have not been otherwise penalised, subject to an injunction, or been subject to an order requiring disclosure.
Are not subject to any conditions upon our registration.
Do not engage with other TASA disqualified persons.
We are not aware of any matter that we have not otherwise discussed or presented to you that would significantly influence your decision to engage or continue to engage our services. If there is anything you would like to discuss, please contact us.
Register of Tax Agents and BAS Agents
The Board maintains a public register of Tax Agents and BAS Agents.
The register contains registration details of registered, suspended and deregistered Tax and BAS Agents.
The register is available at https://www.tpb.gov.au/public-register
Guidance on how to use the register is available at https://www.tpb.gov.au/help-using-tpb-register
Complaints
We note that we hope that any concerns you may have with our service are able to be discussed with us first to ensure we are able to respond to any misunderstanding or any performance issues.
Complaints about the services you receive can be made directly to the Board.
The Board’s complaints process is explained, and the online form is available at https://www.tpb.gov.au/complaints
This information is required to be provided by TASA 2009 Sn 45(2) and is required when an entity is considering engaging or re-engaging a registered Tax Agent or BAS Agent or upon request.
This information is true and correct at the time of making this statement. Any change to this information must be updated within 30 days of us becoming aware of any change matter.
Statements made to the ATO
In our role of providing services to you, the law states:
We must not make a statement, prepare a statement, or permit an entity to make or prepare a statement to the commissioner that:
a. Is false, incorrect or misleading in a material particular.
b. Omits anything that causes the statement to be misleading.
If, after making a statement, based on subsequent information, it is apparent that the statement is false or misleading in a material particular, then we should discuss any further information that indicates the statement is not, in fact, incorrect.
If we have reasonable grounds to believe that the false or misleading nature of the statement resulted from:
Failure to rake reasonable care in connection with the preparation or making of the statement; or
Recklessness as to the operation of a taxation law; or
Intentional disregard of a taxation law.
Then we must advise you:
1. That the statement should be corrected.
2. The possible consequences of not taking action to correct the statement.
3. Our responsibility to take further steps if required.
If the statement is not corrected, we may have to withdraw from providing any future services.
We also note that in the event that the statement is not corrected and the false or misleading statement has caused or will cause “substantial harm” to the interests of others, the law requires us to notify the ATO that a statement that has been made should be corrected.
This information is required to be provided by TASA 2009 Sn 45(2) and is required when an entity is considering engaging or re-engaging a registered Tax Agent or BAS Agent or upon request.
This information is true and correct at the time of making this statement. Any change to this information must be updated within 30 days of us becoming aware of any change matter.