Privacy Policy

Effective Date: 1 January 2025

Ajaka & Co. ("we", "our", or "us") is committed to protecting your privacy and ensuring the security of your personal information. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you visit our website or engage our services.

1. Information We Collect

We may collect the following types of personal information:

• Contact information — your name, email address, phone number, and postal address.
• Financial information — information necessary to provide our accounting and tax services, including income details, tax file numbers, and financial records.
• Business information — details about your business, including ABN, business structure, and financial performance.
• Website usage data — information about how you interact with our website, including IP addresses and browser type (collected via cookies).
• Communications — records of any correspondence between you and our team.

2. How We Use Your Information

We use the information we collect to:

• Provide, operate, and improve our accounting and advisory services.
• Prepare and lodge tax returns, financial statements, and other regulatory documents on your behalf.
• Communicate with you about your account and our services.
• Respond to inquiries and provide customer support.
• Send newsletters and service updates (you can opt out at any time).
• Comply with legal and regulatory obligations.

3. How We Share Your Information

We do not sell your personal information to third parties. We may share your information with:

• Government agencies — including the Australian Taxation Office (ATO) and ASIC, as required by law.
• Service providers — trusted third-party providers who assist us in delivering our services (such as cloud software providers, Xero, MYOB), who are contractually obligated to protect your information.
• Professional advisors — such as lawyers or auditors, where necessary for our services.
• Law enforcement — where required by law or to protect the rights of Ajaka & Co. or others.

4. Data Security

Your data security is a top priority. We implement appropriate technical and organizational measures to protect your personal information, including:

• Bank-level encryption on our cloud-based servers.
• Secure access controls and authentication.
• Regular security assessments of our systems.
• Staff training on data protection obligations.

While we take all reasonable steps to protect your information, no method of transmission over the internet is 100% secure. If you believe your data has been compromised, please contact us immediately.

5. Data Retention

We retain your personal information for as long as necessary to provide our services and meet our legal obligations. For tax and financial records, we retain information for a minimum of seven (7) years as required by Australian tax law. When data is no longer needed, it is securely deleted or anonymized.

6. Cookies

Our website uses cookies to enhance your browsing experience and analyze site traffic. Cookies are small text files stored on your device. You can control cookie settings in your browser; however, disabling cookies may affect the functionality of our website.

7. Third-Party Websites

Our website may contain links to third-party websites. We are not responsible for the privacy practices or content of those sites. We encourage you to review the privacy policies of any external sites you visit.

8. Children's Privacy

Our services are not directed at individuals under the age of 18. We do not knowingly collect personal information from children. If you believe we have inadvertently collected information from a minor, please contact us and we will promptly delete it.

9. Your Rights

Under the Australian Privacy Act 1988, you have the right to:

• Access the personal information we hold about you.
• Request correction of inaccurate or incomplete information.
• Request deletion of your information (subject to our legal retention obligations).
• Opt out of marketing communications.
• Lodge a complaint with the Office of the Australian Information Commissioner (OAIC).

10. Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in our practices or legal requirements. We will notify you of significant changes by posting the updated policy on our website with a revised effective date.

11. Contact Us

If you have any questions, concerns, or requests regarding this Privacy Policy or your personal information, please contact our Privacy Officer: