Privacy Policy
Whitebooks Pty Ltd (ABN 17 702 506 303) · Last updated 18 October 2026
Whitebooks Pty Ltd ("Whitebooks", "we", "us") is a Sydney accounting practice. We take the privacy of our clients and website visitors seriously and handle personal information in line with the Privacy Act 1988 (Cth) and the Australian Privacy Principles. This policy explains what we collect, why, how we keep it safe, and how you can contact us about it.
1. What we collect
- Contact details: your name, business name, phone number, email address and postal address.
- Business and financial information you give us so we can do your accounting, bookkeeping, payroll and compliance work, such as bank statements, invoices, receipts, payroll records, ABN and ACN details.
- Identity and tax information required by law for the services you engage us for, such as tax file numbers and identity documents. We collect these only through secure channels, never through this website's forms or chat.
- Messages you send us by email, through the website chat and contact forms, and on WhatsApp (see section 3).
- Website data: basic technical information such as browser type and pages visited, used only to keep the site running and improve it.
2. Why we collect it
We collect personal information so we can provide accounting and advisory services, prepare and lodge documents you ask us to prepare, communicate with you about your work, meet our legal and professional obligations, and respond to your enquiries. We do not sell personal information and we do not use it for marketing you have not asked for.
3. WhatsApp messages
Whitebooks uses WhatsApp, a service provided by Meta Platforms, on our business number 0468 456 642 so clients can send us documents and questions quickly.
- When you message that number, we receive your phone number, the name on your WhatsApp profile, the text of your message and any photos or files you attach.
- Documents you send are saved to your secure client file in our Microsoft 365 system so they are not lost when WhatsApp media expires.
- Some routine replies on this number, such as confirming we have received a document, may be prepared with the help of automated tools. Any advice, figures or decisions are always reviewed by your accountant.
- Please do not send tax file numbers, passwords or full bank login details by WhatsApp. We will give you a secure way to provide those.
- WhatsApp messages are also subject to WhatsApp's own privacy policy. You can stop receiving messages from us at any time by telling us, or by blocking the number.
4. Who we share it with
We share personal information only when needed to do your work or when the law requires it: the Australian Taxation Office, ASIC and other regulators; software providers we use to run the practice (Microsoft 365, Xero, Meta for WhatsApp, Netlify for this website, Formspree and Tawk.to for the contact form and chat); and professional advisers such as lawyers or insolvency practitioners when you ask us to work with them. Our providers may store data outside Australia, mainly in the United States, and are bound by their own privacy commitments.
5. How we keep it safe
Client files are stored in Microsoft 365 with multi-factor authentication and access limited to Whitebooks staff who need them. We keep records for as long as the law and our professional obligations require, generally at least five years after the work is done, and then delete or de-identify them securely.
6. Access, correction and deletion
You can ask us at any time to see the personal information we hold about you, correct it, or delete it where we are not legally required to keep it. To request deletion of data we received through WhatsApp or this website, email contact@whitebooks.com.au with "Data deletion request" in the subject line. We respond within 30 days.
7. Complaints
If you are unhappy with how we have handled your information, contact us first and we will do our best to fix it. If you are still not satisfied you can complain to the Office of the Australian Information Commissioner at oaic.gov.au.
8. Contact
Whitebooks Pty Ltd
Email: contact@whitebooks.com.au
Phone / WhatsApp: 0468 456 642
We may update this policy from time to time. The latest version is always at whitebooks.com.au/privacy.html.