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Privacy Policy

Last updated: 6 September 2026

1. Who we are

That Tax Place ("we", "us", "the firm") is a registered tax agent practice. Grow My Wealth Pty Ltd ATF Freeman Family Trust (ABN 95 493 932 053, Registered Tax Agent No. 25595995 — see our TPB Client Information page) operates the client portal at thattaxplace.com.au ("the Portal") to collect information needed to prepare and lodge tax returns, and — for clients engaging company or trust formation services — to carry out identity verification required by anti-money laundering law.

This policy explains what personal information the Portal collects, why, how it's stored, and your rights under the Privacy Act 1988 (Cth) and the Australian Privacy Principles (APPs).

2. Information we collect

  • Account information: your email address and a hashed password (we never store your password itself).
  • Personal details: name, date of birth, address, phone number.
  • Tax file number (TFN): collected only where needed to prepare and lodge your return, handled under the additional protections described in section 6.
  • Tax return information: income, deductions, and other details you enter into the intake form.
  • Supporting documents: payslips, receipts, bank statements, and similar files you upload.
  • Identity verification information: for clients engaging company or trust formation services, we are legally required to verify your identity (and, for entity formations, the identity of directors, shareholders, trustees, and beneficiaries) before providing those services. See section 7.

We only collect what's needed for the purpose it's collected for (Australian Privacy Principle 3) — we don't collect personal information speculatively "in case it's useful later."

3. How we use your information

We use your information to:

  • prepare and lodge your tax return, and communicate with you about it;
  • meet our obligations as a registered tax agent, including proof-of-identity checks required by the Tax Practitioners Board;
  • where you engage company or trust formation services, verify identity and ownership as required by Australian anti-money laundering and counter-terrorism financing (AML/CTF) law; and
  • maintain records as required by tax and other law.

We do not use your information for marketing without your separate consent, and we do not sell your information.

4. Who we share your information with

  • Regulators and authorities — the Australian Taxation Office, AUSTRAC, the Tax Practitioners Board, and other bodies where required or authorised by law.
  • Technology and service providers — see below.

Overseas disclosure and technology providers

That Tax Place uses a range of technology and service providers to operate the practice and provide professional services. These may include cloud hosting, accounting and practice-management systems, communications, appointment booking, document management, identity verification, artificial intelligence and other professional technology services.

Some of these providers are Australian-based and some are international organisations. Their systems, support personnel, affiliates or subprocessors may be located in Australia or overseas.

Accordingly, personal information may in some circumstances be disclosed to, accessed by, stored with or processed by overseas recipients.

Where it is practicable to identify the countries in which overseas recipients are likely to be located, That Tax Place will provide or maintain that information. Provider infrastructure and subprocessors may change from time to time, so overseas locations may also change.

That Tax Place currently uses or may use services provided by organisations including Microsoft, Xero, Square, Meta and other technology providers appropriate to the operation of the practice. The use of any provider does not necessarily mean that all client information is disclosed to that provider.

Before disclosing client information to a third-party service provider, That Tax Place will consider its obligations under Australian privacy law and its professional confidentiality obligations as a registered tax agent. Where client permission is required, that permission will be obtained through the engagement terms or another appropriate consent process.

That Tax Place takes reasonable steps to select and use providers with appropriate privacy, confidentiality and information-security safeguards. We also review technology arrangements from time to time as services, providers and regulatory requirements change.

No technology environment can be guaranteed to be completely secure. However, That Tax Place will continue to take reasonable steps to protect client information and to use technology in a manner consistent with applicable privacy, confidentiality and professional obligations.

No offshore outsourcing of professional work

While That Tax Place uses a number of technology and cloud service providers, we do not outsource the preparation of client tax or accounting work to offshore accounting service teams. Professional tax and accounting work is undertaken by That Tax Place and its authorised personnel, subject to our professional and confidentiality obligations.

Use of international technology providers does not mean that client accounting or tax work is outsourced overseas. Where specialist professional work is referred to another professional under a specific engagement, this occurs only with your consent as set out in the applicable engagement terms.

5. How we protect your information

We apply technical and organisational safeguards appropriate to the sensitivity of your information (Australian Privacy Principle 11), including encryption in transit and at rest, access controls, and additional encryption for your TFN specifically (section 6). No system is completely immune to risk; see section 9 for what happens if something goes wrong.

6. Your Tax File Number

Your TFN is handled under the Privacy (Tax File Number) Rule 2015, which is stricter than our general privacy obligations:

  • it is encrypted and access to it is restricted to what's needed to prepare your return or meet our legal obligations;
  • it is never used as an account identifier, never shown in full in the Portal after you enter it (only the last 4 digits are displayed), and never included in analytics, support tooling, or system logs; and
  • it is securely destroyed or de-identified once we're no longer required to keep it (see section 8).

7. Identity verification (AML/CTF)

If you engage us for company or trust formation services, Australian law requires us to verify your identity, and the identity of anyone with a role in the entity (directors, shareholders, trustees, appointors, beneficiaries), before we can provide that service. This may involve checking your details electronically against government-held records.

We only keep the result of that check (what was verified, when, and by what method) — not copies of the identity documents themselves, which are used only for the duration of the check and then deleted. This record is kept for 7 years after our relationship with you ends, as required by AML/CTF record-keeping law.

8. How long we keep your information

  • Tax return records are generally kept for 5 years from lodgement (longer for capital gains tax assets, depreciating assets, carried-forward losses, or anything under active ATO dispute), per ATO record-keeping requirements.
  • Identity verification records (section 7) are kept for 7 years from the end of our client relationship, as required by AML/CTF law — a different period to the ATO rule above.
  • Once information is no longer required for any of these purposes, we securely destroy or de-identify it (Australian Privacy Principle 11) rather than keeping it indefinitely.

9. Data breaches

If we become aware of a data breach involving your personal information that is likely to result in serious harm, we will assess it under the Notifiable Data Breaches scheme and, where required, notify you and the Office of the Australian Information Commissioner (OAIC).

10. Accessing or correcting your information

You can ask us for access to the personal information we hold about you, or ask us to correct it, at any time (Australian Privacy Principles 12 and 13). Contact us using the details in section 12.

11. Cookies and portal sessions

The Portal uses a single essential cookie to keep you securely logged in. It does not carry any of your personal or tax information, and we don't use it for advertising or tracking.

12. Contact us

Questions or complaints about how we handle your personal information can be sent to:

Ceri Joanne Freeman, Director & AML/CTF Compliance Officer, That Tax Place ceri@thattaxplace.com.au Unit 4, 1 Lae Street, Beenleigh QLD 4207

If you're not satisfied with our response, you can contact the OAIC at oaic.gov.au.

13. Changes to this policy

Our technology providers and service arrangements may change from time to time as the practice adopts or replaces systems. We will update this Privacy Policy where our information-handling practices materially change.

We may update this policy from time to time. The current version is always available on the Portal, with the effective date shown at the top.