Privacy Policy
Contact Information
Address: 333 Collins Street, Level 28, Melbourne, VIC 3000, Australia
Phone: +61 3 9528 4173
Email: [email protected]
Our Commitment to Your Privacy
At Vertex Quill, we take your privacy seriously. This Privacy Policy explains how we collect, use, protect, and handle your personal information when you use our website and services. We are committed to transparency and ensuring you have control over your data.
We understand that when you trust us with your financial information, you're placing confidence in our ability to keep it secure. This policy outlines our practices and your rights regarding your personal data.
Last Updated: November 15, 2025
Information We Collect
Information You Provide to Us
When you interact with our website or use our services, you may provide us with personal information including:
• Contact Information: Name, email address, phone number, and business address
• Business Information: Company name, business type, industry, and service requirements
• Financial Information: Financial records, transaction data, and accounting information (when you become a client)
• Communication Records: Messages, inquiries, and correspondence with our team
Information Collected Automatically
When you visit our website, we automatically collect certain information including:
• Device Information: IP address, browser type, operating system, and device identifiers
• Usage Data: Pages visited, time spent on pages, links clicked, and navigation patterns
• Location Data: Approximate geographic location based on IP address
• Cookie Data: Information stored through cookies and similar technologies (see our Cookie Policy)
Information from Third Parties
We may receive information from:
• Analytics providers who help us understand website usage
• Marketing platforms that facilitate our communications
• Professional referrals or business partners who connect you to our services
How We Use Your Information
Providing Our Services
We use your information to deliver accounting and bookkeeping services, respond to inquiries, process transactions, and maintain accurate financial records on your behalf.
Communication and Support
We use your contact information to respond to your questions, provide updates about our services, send important notifications, and maintain our professional relationship.
Website Improvement and Analytics
We analyze usage patterns to improve our website functionality, understand user preferences, identify technical issues, and enhance the overall user experience.
Marketing and Business Development
With your consent, we may use your information to send relevant service updates, industry insights, and information about services that might interest you. You can opt out at any time.
Legal Compliance and Security
We process your data to comply with legal obligations, prevent fraud, protect our rights and property, and ensure the security of our systems and your information.
Legal Basis for Processing Your Data
We process your personal data based on the following legal grounds:
• Contractual Necessity: Processing is necessary to fulfill our service agreement with you
• Legitimate Interests: Processing is necessary for our legitimate business interests, such as improving our services and preventing fraud
• Legal Obligation: Processing is required to comply with applicable laws and regulations
• Consent: You have given explicit permission for specific processing activities, such as marketing communications
How We Share Your Information
We do not sell your personal information. We may share your data with:
Service Providers
We work with trusted third-party service providers who help us operate our business, such as cloud storage providers, analytics platforms, and communication tools. These providers are contractually obligated to protect your data and use it only for the purposes we specify.
Professional Advisors
We may share information with lawyers, auditors, insurers, and other professional advisors when necessary for legal, accounting, or business purposes.
Legal Requirements
We may disclose your information when required by law, legal process, or government request, or when necessary to protect our rights, your safety, or the safety of others.
Business Transfers
In the event of a merger, acquisition, or sale of assets, your information may be transferred to the acquiring entity, subject to the same privacy protections.
How We Protect Your Information
We implement comprehensive security measures to protect your personal information:
• Encryption: We use industry-standard encryption for data transmission and storage
• Access Controls: Only authorized personnel have access to personal information, limited to what's necessary for their role
• Secure Systems: We maintain secure servers, firewalls, and regular security audits
• Data Monitoring: We continuously monitor for security threats and unauthorized access
• Breach Procedures: We have established procedures to respond to and notify you of any data breaches as required by law
While we implement strong security measures, no system is completely secure. We encourage you to protect your account credentials and notify us immediately of any suspected unauthorized access.
Data Retention
We retain your personal information for as long as necessary to:
• Provide our services to you
• Comply with legal, regulatory, and accounting requirements
• Resolve disputes and enforce our agreements
• Maintain business records and support our legitimate business interests
For accounting and financial services, we typically retain records for seven years after the end of our service relationship, in accordance with Australian tax and accounting regulations. When data is no longer needed, we securely delete or anonymize it.
Your Privacy Rights
You have the following rights regarding your personal information:
Right to Access
You can request a copy of the personal information we hold about you
Right to Rectification
You can request that we correct inaccurate or incomplete personal information
Right to Erasure
You can request deletion of your personal information, subject to legal retention requirements
Right to Data Portability
You can request to receive your data in a structured, commonly used format
Right to Object
You can object to certain types of processing, including direct marketing
Right to Restrict Processing
You can request that we limit how we use your personal information
Right to Withdraw Consent
Where processing is based on consent, you can withdraw it at any time
To exercise any of these rights, please contact us using the details provided at the end of this policy. We will respond to your request within 30 days.
Your Rights and Opt-Out Instructions
You are not required to provide any personal information when using this website. If you prefer not to share your data, you may:
• Avoid filling out contact forms, account registrations, or any data-submitting features
• Disable cookies through your browser settings (see our Cookie Policy for more details)
• Contact us directly to request the deletion of any previously shared personal data
We respect your privacy choices. If you would like us to delete your data, please reach out to us at the contact details provided on our Contact page. We will process your request promptly.
Children's Privacy
Our services are designed for businesses and professionals. We do not knowingly collect personal information from individuals under 18 years of age. If we discover that we have collected information from a minor, we will promptly delete it.
International Data Transfers
While we are based in Australia, we may transfer your information to service providers located in other countries. When we do so, we ensure appropriate safeguards are in place to protect your data, including:
• Using service providers in countries with adequate data protection laws
• Implementing standard contractual clauses approved by regulatory authorities
• Ensuring service providers maintain appropriate security measures
Changes to This Privacy Policy
We may update this Privacy Policy from time to time to reflect changes in our practices, technology, legal requirements, or other factors. When we make significant changes, we will:
• Update the "Last Updated" date at the top of this policy
• Notify you via email if you're a client or have subscribed to our communications
• Display a prominent notice on our website
We encourage you to review this policy periodically to stay informed about how we protect your information.
Contact Us About Privacy
If you have questions about this Privacy Policy, wish to exercise your privacy rights, or have concerns about how we handle your personal information, please contact us:
Email: [email protected]
Phone: +61 3 9528 4173
Address: 333 Collins Street, Level 28, Melbourne, VIC 3000, Australia
We aim to respond to all privacy-related inquiries within 30 days. Your privacy is important to us, and we're committed to addressing your concerns promptly and professionally.