Privacy Policy

1. Introduction

At NFPAS, we value your privacy and are committed to protecting your personal information. This policy explains how we collect, use, and safeguard the personal information of our clients and their employees, as well as job applicants and other external stakeholders.

We comply with the Privacy Act 1988 (Cth), the Australian Privacy Principles (APPs), and other relevant privacy legislation. If you have any questions, please contact us at director@nfpas.com.au.

2. Who this policy applies to

This policy applies to:

• all clients of NFPAS
• employees of our clients where we handle their personal information
• job applicants and potential employees of NFPAS
• website visitors and other external stakeholders

3. What kinds of information do we collect?

Depending on your relationship with NFPAS, we may collect:

• contact details (name, mailing address, email address, phone number)
• identification and verification documents
• payroll data (tax file numbers, superannuation information, bank account details)
• employment history and job application materials (resumes, references)
• information provided via our website (including cookies and usage data)
• any other information necessary to provide our services or respond to your queries

The type of personal information we collect can vary depending on the nature of the engagement and interactions with NFPAS.  For more information about what is considered personal or sensitive information, you can visit the Office of the Australian Information Commissioner (OAIC) website: What is personal information? – OAIC

4. Collection methods

We collect personal information through:

• correspondence with clients
• website forms and usage (including cookies)
• job applications and recruitment processes
• documentation and forms relating to our services

Your information is held in secure storage, either within Microsoft’s ecosystem or within our secure document management software.

5. Purpose of collection

We collect personal information to:

• provide services to our clients and their employees
• verify and identify individuals for service provision
• respond to queries and requests
• assess applications for employment with NFPAS
• fulfil legal and regulatory obligations

6. Use and disclosure

Your personal information is used for the purposes for which it was collected and may be disclosed to:

• the Australian Taxation Office (ATO)
• other government entities (such as for background checks)
• professional advisors (such as auditors, legal counsel)
• third-party providers based in Australia and the Philippines

We may store, back up, or process your personal information on servers located overseas. Due to the nature of cloud-based systems, it may not be practicable to identify the specific countries those servers are located.

7. Access to your information

You have the right to access and correct your personal information. Clients and their employees can request access or corrections by contacting their Client Account Manager.  For job applicants and other stakeholders, please contact director@nfpas.com.au.  We will respond promptly and respectfully.

8. Complaints

If you have concerns about how your personal information is handled, please contact our CEO or email director@nfpas.com.au.  We are committed to resolving complaints fairly and promptly.

9. Use of government related identifiers

We will not use government agency identifiers (for example, tax file numbers) as a means of identifying you in our systems.

10. Anonymity and pseudonymity

Where possible, NFPAS allows individuals to interact with us anonymously or using a pseudonym. However, in many contexts, it may not be practicable due to legal and operational requirements.

11. Unsolicited personal information

If NFPAS receives unsolicited personal information, we will determine whether it could have been collected under the APPs. If not, we will destroy or de-identify the information as soon as practicable.

12. Direct marketing

NFPAS may use your personal information to provide information about services that may be of interest to you, unless you opt out of receiving such communications.

13. Quality and security of personal information

We take reasonable steps to ensure the personal information we hold is accurate, complete, and up to date.

To protect personal information from misuse, interference, loss, or unauthorised access, we implement a range of security measures, including secure cloud-based systems, role-based access controls, encryption, and staff training.

14. Websites and cookies

Cookies are used to track how users navigate and use our website.  Cookies identify the browser, not you personally.  You can disable cookies in your browser settings.

15. Breach notification

If a data breach occurs, NFPAS will assess the breach and, if required, notify affected individuals under the Notifiable Data Breaches (NDB) scheme.

16. Retention of personal information

We retain personal information for as long as required to fulfil the purposes for which it was collected, or as required by law. When no longer needed, we securely destroy or de-identify the information.

17. Changes to this policy

We may update this policy from time to time. The latest version will always be available on our website. For further information or questions, please email director@nfpas.com.au.