Privacy Policy Statement

This privacy policy sets out how we use and protect any information that you give us when you use this website. We are committed to ensuring that your privacy is protected. Should we ask you to provide certain information by which you can be identified when using this website, then you can be assured that it will only be used in accordance with this privacy statement. We adhere to the Privacy Act 1988, and the Privacy Amendment (Enhancing Privacy Protection) Act 2012 and the Privacy Regulations 2013 commencing 12 March 2014.

It is critical to note that no supplier will make contact with your clients, be it the SMSF Audit Entity – Seamless SMSF Pty Ltd, or those contractor entities offering back office labour support from Vietnam, Philippines, India or Sri Lanka at your direction via the online workflow portal.  All communication is between your staff and the staff of Seamless SMSF which employs only Australian staff, all of whom are domiciled in Australia (Head Office in Geelong, Victoria).  Any suppliers providing back-office support services via our workflow portal will only communicate with you via the online workflow portal.

Confidentiality and security are sufficiently addressed to meet the new Privacy requirements, together with requirements expected by the Professional Accounting and Taxation governing bodies in Australia.

What we collect

We may collect the following information:

• Name
• Contact information including email address
• Demographic information such as postcode, preferences and interests
• Other information relevant to customer surveys and/or offers

What we do with the information we gather

We require this information to understand your needs and provide you with a better service, and in particular for the following reasons:

• We may use the information to improve our products and services
• We may periodically send relevant emails about new Workflow Portal developments, Workflow matters, SMSF updates, SMSF announcements or other information which we think you may find interesting using the email address which you have provided from time to time.  We may also use your information to contact you for market research purposes.

We may contact you by email, phone, postal mail, or social media.  We may use the information to customise the website according to your interests.

How we use cookies

A cookie is a small file which asks permission to be placed on your computer’s hard drive. Once you agree, the file is added and the cookie helps analyse web traffic or lets you know when you visit a particular site. Cookies allow web applications to respond to you as an individual. The web application can tailor its operations to your needs, likes and dislikes by gathering and remembering information about your preferences. We use traffic log cookies to identify which pages are being used. This helps us analyse data about webpage traffic and improve our website in order to tailor it to customer needs. We only use this information for statistical analysis purposes and then the data is removed from the system.

Overall, cookies help us provide you with a better website, by enabling us to monitor which pages you find useful and which you do not. A cookie in no way gives us access to your computer or any information about you, other than the data you choose to share with us.

You can choose to accept or decline cookies. Most web browsers automatically accept cookies, but you can usually modify your browser setting to decline cookies if you prefer. This may prevent you from taking full advantage of the website.

Links to other websites

Our website may contain links to other websites of interest. However, once you have used these links to leave the site, you should note that we do not have any control over that other website. Therefore, we cannot be responsible for the protection and privacy of any information which you provide whilst visiting such sites and such sites are not governed by this privacy statement. You should exercise caution and look at the privacy statement applicable to the website in question.

Controlling your personal information

We will not sell, distribute or lease your personal information to third parties unless we have your permission or are required by law to do so. We may use your personal information to send you promotional information about third parties which we think you may find interesting if you tell us that you wish this to happen.

If you believe that any information we are holding on you is incorrect or incomplete, please write to or email our team as soon as possible, at the above address. We will promptly correct any information found to be incorrect.

Quality Policy Statement

Seamless SMSF is an Australian, privately owned Self Managed Superannuation Fund (SMSF) Audit Firm that offers SMSF Audit services to Accounting firms.  Having built a Live, Fully Integrated Workflow Portal, Accountants can access contractors who supply back-office labour to assist them with functions necessary to run their Accounting business successfully. 

It is our mission to be an outstanding business and valued supporter to our clients, a business we can be proud of because of how we care for our clients, commit to our values and conduct ourselves in business.

Seamless SMSF has implemented a management system that is consistent with the AS/NZS ISO 9001:2016 standards and requirements which includes, but is not limited to, client focus, output evaluation and improvement, and compliance with legal and regulatory requirements.

Through a focus on regular review and improvement of systems, process and strategy, Seamless SMSF will continue to provide an outstanding service to clients and achieve success.

It is the responsibility of all staff to ensure the quality of their work and commitment, and the responsibility of the Management team to review the quality systems regularly and report to the Director on the system’s effectiveness and ongoing applicability.

INFORMATION SECURITY POLICY STATEMENT

We are committed to ensuring that your information is secure. In order to prevent unauthorised access or disclosure we have put in place suitable physical, electronic and managerial procedures to safeguard and secure the information collected online.

Seamless SMSF’s objective for information security is to ensure systems and procedures are implemented to:

1. Maintain confidentiality by preventing unauthorised access of client data;
2. Ensure the relevant information and resources are available to employees;
3. Maintain integrity of documents and information through document controls and security; and
4. Adhere to protocol under Australian privacy rules and Accounting Professional ethical requirements.

Seamless SMSF has implemented an information security system that is consistent with the AS ISO/IEC 27001:2015 standards and requirements which includes, but is not limited to, security and privacy of data in all offices owned by Seamless SMSF, identifying, assessing and planning for risks, and complying with legal and regulatory requirements.

This policy will give Seamless SMSF’s client comfort around the use of their client’s data and assist with any potential discussions Seamless SMSF’s client may have with their client, with respect to the considered approach to using Seamless SMSF’s services.

INTEGRITY AND SECURITY OF DATA

The security standards deployed in our office and the offices of any contractors offering back office labour support engaged by your Accounting Firm via the Workflow Portal far exceed those of any Australian firm and must meet ISO standards 9001:2015 and 27001:2015 for which Seamless SMSF Pty Ltd has been accredited.

Outlined below are the security measures implemented (Internet, Operational, Building and Office), which are superior to most measures deployed in Accounting offices around the country with respect to staff access rights to data and use of external devices.

Internet security

A third-party IT contractor manages all IT protocols.

Our internal upload system operates under the security of 256Bit SSL Encryption and the Content Management System (CMS) is updated regularly.
Portal access and all communications are password protected. Password policies are routinely updated.
In house systems are protected by a firewall and the latest computer and internet security packages.

Operational security

Restricted access to client data is maintained at all times and computer USB drives are disabled, printing and internet restrictions are in place, and the office is completely paperless.
A clear desktop and desk policy is in place. Saving items to desktop is prohibited. Documents can be saved in secure locations and accountants can only access their current workload.
Mobile phones, tablets, laptops, cameras and any other electronic transmitting devices are not permitted in secure areas of the offices.
Seamless SMSF has adopted a secure system where access to all applications, information and data is restricted and employees can only access them within the office, and with individual logins. Management can view the specific location of each person and application accessed at any time.

Building security

Any third party offshore labour provider must be ISO compliant, with 24 hour building security to prevent access of unauthorised personnel.  Australian offices are locked with only authorised staff given access to sensitive areas.

Office security

All office entry/exit points are locked at all times, and only authorised employees are able to access the office. All other employees can only enter within business hours which are Mon-Fri between 8:30am and 5pm (excluding Public Holidays). Visitors are unable to enter the office until an employee unlocks the door.

It is the responsibility of all staff to adhere to the information security requirements, and the responsibility of the assigned person responsible for Information Technology to review this policy on a regular basis, plan for improvement on the information security management system, and report to the Director.
We may change these policies from time to time by updating this page. You should check this page from time to time to ensure that you are happy with any changes.