Privacy Policy

Information we collect

The information we collect depends on how you interact with Capital Status.

Contact and business information. Your name, email address, telephone number, business name, ABN, business structure and other details you provide when making an enquiry, downloading a resource or engaging our services.

Financial and operational information. Where you engage us, we may access information held in Xero and other systems you authorise us to use. This may include transactions, bank records, invoices, payroll information, employee records, supplier and customer details, financial statements, tax-related information and supporting documents. Some of this information relates to people who are not directly engaging Capital Status, including your employees, contractors and customers.

Identity information. Where reasonably required and legally permitted, we or the relevant registered practitioner may request information needed to establish identity or meet legal and regulatory obligations, such as identity documents, dates of birth and tax file numbers. Tax file numbers carry additional legal protections and are only collected, used and disclosed where authorised by law.

Payment information. Payments made when booking are handled by Stripe. We receive the information needed to identify and reconcile a payment, but we do not ordinarily receive or store full card numbers.

Website information. Our website may collect information about your browser, device, the pages you visit, how you arrived and how you interact with the site, through Squarespace and any enabled analytics or cookie technologies.

How information reaches us

We generally collect information directly from you when you download our guide or subscribe to emails, submit an enquiry or complete a questionnaire, book and pay for the Xero Audit, accept a proposal or enter an engagement, give us access to Xero or other business systems, or communicate with us by email, form, phone or another agreed channel.

We may also receive information from other sources where authorised or otherwise permitted by law, including your employees, accountants, registered tax practitioners, previous service providers and connected accounting systems. Where practical, we collect personal information directly from the person it relates to.

If you give us access to information about other people, you are responsible for making sure you have the authority to do so.

How we use information

We use information to operate Capital Status and deliver the services you ask for, including to review financial records and complete the Xero Audit, prepare proposals and establish engagements, deliver onboarding, bookkeeping and financial operations services, coordinate with registered tax practitioners where regulated services are required, communicate with you about your business, our work and relevant obligations, process payments and keep business records, manage access to software and financial systems, meet legal and regulatory requirements, improve our website, processes and services, and send resources and marketing communications where permitted.

We do not sell personal information. We use and disclose it for the purposes it was collected for, other permitted purposes, or where required or authorised by law.

Our calculators

The Dream Life Budget, Margin and Markup, Price for Profit and Offer Comparison calculators perform their calculations directly in your browser. The figures you enter are not collected or kept by Capital Status through the calculators. General website analytics may still record visits to those pages, so we recommend not entering identifying or confidential information into any public website tool.

Who we share information with

We share information where reasonably necessary to deliver our services, run the practice or meet legal obligations. Depending on the engagement, this may include:

Registered tax practitioners. Where tax agent or BAS services are required, relevant information may be provided to the registered practitioner responsible for those services, under the applicable authority and engagement arrangements.

Technology providers. We use established platforms to run the practice: Xero for accounting records and authorised access, Karbon for workflow and practice management, Google Workspace for email and documents, Dubsado for proposals, agreements and onboarding, Stripe for payments, Flodesk for email, and Squarespace for our website.

Professional service providers. Accountants, advisers, administrative support or other specialists we engage where necessary and permitted for the work.

Regulators and government authorities. Including the Australian Taxation Office, where required or authorised by law.

We limit what we share to what is reasonably necessary and apply appropriate confidentiality and access arrangements.

Overseas storage and access

Some of the platforms we use may store, process or make information accessible outside Australia, including in the United States. Where personal information is disclosed overseas, we take reasonable steps, appropriate to the circumstances, to protect it. If you would like to know how a particular platform handles information, please ask before giving us access.

Emails

If you download our guide, we use your details to send it to you, along with a short series of follow-up emails about our work and the Xero Audit, and occasional emails after that. Every marketing email identifies Capital Status and includes a way to unsubscribe, and unsubscribe requests are actioned promptly in line with the Spam Act 2003 (Cth). Unsubscribing does not stop the communications we need to send to manage an existing engagement.

How information is protected

We use access-controlled business systems, account security measures and careful internal processes to reduce the risk of unauthorised access, loss, misuse or disclosure. Access to client information is limited to those who need it for authorised work, and includes multi-factor authentication and restricted permissions where available.

Xero access is given through authorised user permissions, which an authorised person in your Xero organisation can manage or remove at any time. No electronic system can be guaranteed to be completely secure. If we become aware of a data incident, we will assess it and take appropriate action, including notifying affected people and regulators where the law requires it.

How long information is kept

We keep information for as long as reasonably necessary for the purpose it was collected for, to manage our engagements, resolve disputes and meet legal, professional and record-keeping obligations. When it is no longer needed, we take reasonable steps to delete, de-identify or securely dispose of it.

Access and correction

You can ask to see the personal information we hold about you, or ask us to correct anything inaccurate, out of date or incomplete. We aim to respond within 30 days. If we can't give access, for example where it would affect someone else's privacy or is restricted by law, we will explain why where appropriate.

Concerns

If you have a question or concern about how your personal information has been handled, email admin@capitalstatus.com.au. We aim to respond within 30 days. If your concern isn't resolved, you may be able to contact the Office of the Australian Information Commissioner at oaic.gov.au.

Changes to this policy

We may update this policy as our services, systems or legal obligations change. The current version will always be on this page with its effective date.