WEBSITE PRIVACY POLICY

Last Updated: 1 November 2025

This Privacy Policy applies to all personal information collected by Samantha Karin Waters T/as Book Smart Reconciliations ABN 83 731 493 162 (“we,” “us,” or “our”) via the website located at www.booksmartreconciliations.com.au (“Website”).

1. Collection Notice

When you provide Personal Information to us via the Website (e.g., through the contact form), we collect it for specific purposes, and you should be aware of the consequences of providing—or not providing—this information.

Data Collected Purpose Mandatory/Optional Consequence if not provided

Name To identify and address you personally Mandatory We may not be able to respond to your inquiry or provide services

Email To respond to your inquiries and send follow-up communications Mandatory We may not be able to respond to your inquiry.

Phone number To contact you for clarification or optional follow-up Mandatory. We may not be able to respond to your inquiry or provide services

Other information (if provided) To personalise your service delivery Optional. Information may not be used for personalisation

Personal Information may be shared with third-party service providers to enable Website functionality or provide services on our behalf. We only share the minimum necessary data, and data processing agreements are in place with each provider.

2. Types of Information We Collect

Personal Information - “Personal Information” means information or opinion about an identified individual, or someone who is reasonably identifiable. This includes name, email, phone number, and any other information you provide.

Sensitive Information - We generally do not collect Sensitive Information. If we do, it will only be used for the primary purpose for which it was collected, a directly related secondary purpose, or where consent or law permits.

3. How We Collect Information

Directly from you: When you submit forms, contact us, or interact with the Website.

Cookies: Small text files stored on your device to recognise your browser, customise your Website experience, and collect usage information. Non-essential cookies are only set after you provide consent via the Website’s cookie banner.

4. Cookies We Use

Cookie Type Purpose Retention

Essential Necessary for Website function, security, accessibility Session or persistent as needed

Performance Measure Website usage and improve performance Up to 12 months

Functionality Remember user preferences and enhance experience Up to 12 months

Analytics Understand user behaviour and traffic Up to 12 months

Third-Party Provided by external services (Squarespare, Google, Meta) Up to 12 months, or as per provider

Managing Cookies:

  • Consent can be withdrawn at any time via the cookie banner or browser settings.

  • Previously collected non-essential cookie data will be anonymised or deleted within 30 days of withdrawal.

  • Blocking or deleting cookies may affect some Website features.

5. Third-Party Information Sharing

We may share limited categories of Personal Information with third-party service providers to enable Website functionality, analytics, and communication. The role of each provider under the Privacy Act is specified below:

  • Squarespace (Website host) – acts as a processor on our behalf. Squarespace receives technical information such as your IP address, browser type, and usage data to host and display the Website securely. Squarespace Privacy Policy

  • Google (Analytics and advertising services) – acts as a controller for the analytics data collected through its services and as a processor for Personal Information we provide to Google. This includes anonymised or pseudonymised usage data. Google Privacy Policy

  • Meta / Facebook and Instagram (social media integrations) – act as controllers for the information collected via embedded social plugins, such as “like” or “share” actions, which may be used for their own purposes. Facebook Privacy Policy| Instagram Privacy Policy

We only share the minimum amount of Personal Information necessary for the provision of each service. We take reasonable steps to ensure appropriate contractual or data processing agreements are in place with providers acting as processors to safeguard your Personal Information.

6. Purpose of Collection

We collect Personal Information to:

  • Respond to your inquiries

  • Provide services requested

  • Maintain Website functionality

  • Improve user experience

We will not use Personal Information for marketing unless you explicitly opt in during client onboarding via a signed form. You can manage marketing preferences via email or by contacting our Privacy Officer.

7. Security, Access, and Correction

We implement industry-standard security measures including encryption, access controls, and secure data storage.

Personal Information is destroyed or anonymised once no longer required, generally after 7 years for client records.

You may request access or correction of your Personal Information in accordance with Australian Privacy Principles 12 and 13.

8. Complaint Procedure

Contact us at hello@booksmartreconciliations.com.au for privacy concerns.

Complaints will be acknowledged within 2 business days and resolved within 5 business days.

If unresolved, complaints may be referred to the Office of the Australian Information Commissioner.

9. Overseas Transfers

Some Personal Information may be transferred to or stored outside Australia, including the United States and European Union, with the following recipients and safeguards:

Country/Region Third-Party Recipient Purpose Safeguards

United States Google LLC - Analytics & advertising Pseudonymised where possible, contractual commitments to comply with Australian Privacy Principles

United States Meta Platforms, Inc. (Facebook & Instagram) - Social media integrations Contractual obligations to comply with Australian Privacy Principles, minimum necessary Personal Information shared

United States Squarespace, Inc. - Website hosting Contractual obligations to comply with Australian Privacy Principles, only technical data shared

European Union Google Ireland Limited - Analytics services Covered by General Data Protection Regulation, contractual commitments to maintain Australian Privacy Principles-level protections

We take reasonable steps to ensure overseas recipients provide safeguards equivalent to Australian Privacy Principles. Where local laws are less protective, contractual commitments require recipients to comply with Australian Privacy Principles, limit Personal Information use, and delete/anonymise data when no longer required.

10. Updates to This Policy

We may update this Privacy Policy to reflect changes in our business practices or law. The latest version will always be available on our Website. Material changes will be notified via the Website or via email 30 days prior to changes taking effect.

Contact: hello@booksmartreconciliations.com.au