1. Who we are

Prokopi Advisory Pty Ltd (ABN: 12 695 789 523) (“Prokopi Advisory”, “we”, “us” or “our”) provides Virtual CFO, strategic finance and business advisory services to Australian businesses.

We are committed to handling personal information in a transparent and responsible way, consistent with the Australian Privacy Principles under the Privacy Act 1988 (Cth).

2. What this policy covers

This Privacy Policy explains how we collect, hold, use, disclose and protect personal information, and how you can contact us to access or correct your information or make a privacy complaint.

3. The kinds of personal information we collect

The personal information we collect will depend on the nature of your interaction with us, but may include:

• your name

• business name and job title

• email address

• phone number

• postal address

• information you provide through our website contact form, email enquiries or discovery calls

• information about your business, operations and service needs

• financial and business information you provide to us in connection with an engagement, which may include management reports, forecasts, budgets, cash flow information, debtor and creditor information, payroll-related information, and other financial records

• director and officer information where relevant to an engagement

• information about third parties (employees, customers, suppliers) contained within client records or systems you authorise us to access

• billing and payment information

• website usage information, such as IP address, browser type, device information and pages visited

• any other personal information you choose to provide to us

4. How we collect personal information

We may collect personal information:

• directly from you when you contact us, complete a website form, book a call, subscribe to updates, or engage us for services

• during meetings, calls, workshops and advisory engagements

• from documents and systems you authorise us to access

• from publicly available sources, such as LinkedIn or your business website

• automatically through cookies, analytics tools and similar technologies used on our website

5. Why we collect, hold, use and disclose personal information

We may collect, hold, use and disclose personal information to:

• respond to enquiries and provide information about our services

• assess whether our services are a good fit for your business

• provide Virtual CFO, financial advisory and related services

• communicate with you about your engagement

• prepare proposals, agreements, reports, recommendations and deliverables

• manage billing, payments and administration

• improve our website, services and client experience

• comply with legal, regulatory and professional obligations, including our obligations as a Chartered Accountant (CA ANZ)

• protect our legal rights and resolve complaints or disputes

6. What happens if you do not provide information

If you do not provide certain personal information, we may not be able to respond properly to your enquiry, assess your needs, or provide some or all of our services.

7. Disclosure of personal information

We may disclose personal information to trusted third parties where reasonably necessary for the purposes above, including:

• IT, cloud storage and software providers, including Microsoft 365 and Xero

• website hosting and analytics platform providers

• our professional advisers, such as lawyers, accountants or insurers where necessary to protect our legal rights or manage a claim

• payment providers

• contractors or service providers who assist us in delivering services

• regulators, government authorities, courts or tribunals where required or authorised by law

We do not sell personal information.

8. Overseas disclosure

Some of the third-party tools and service providers we use may store or process personal information outside Australia, including in the United States and United Kingdom (where providers such as Microsoft and Xero operate servers or infrastructure).

Where this occurs, we take reasonable steps to work with reputable providers and to ensure personal information is handled appropriately.

9. Website analytics, cookies and similar technologies

Our website may use cookies and similar technologies to help us understand website traffic and improve user experience.

These technologies may collect information such as your IP address, browser type, device information, pages visited and how you use the site. You can usually manage cookies through your browser settings, although disabling cookies may affect website functionality.

10. Sensitive and confidential business information

As part of our services, clients may provide us with confidential business information and financial records, which may include information about employees, customers, suppliers and other third parties. We treat this information with the same care as personal information and use it only for the purposes of delivering our services, managing our client relationship, and complying with applicable legal and professional obligations. We do not use confidential information for any other purpose.

10A. Confidentiality in advisory engagements

In addition to our obligations under this Privacy Policy, all client engagements are subject to confidentiality obligations. We do not disclose client financial information, business strategies, operational details or engagement outcomes to any third party without your consent, except where required by law or our professional obligations as a Chartered Accountant.

We may refer to the general nature of work undertaken (for example in anonymised case studies on our website) without disclosing identifying information about the client or their business.

11. How we store and protect personal information

We take reasonable steps to protect personal information from misuse, interference and loss, and from unauthorised access, modification or disclosure. These steps may include:

• secure cloud-based systems

• password protection and access controls

• multi-factor authentication where available

• device and account security measures

• limiting access to information on a need-to-know basis

• confidentiality obligations in our engagement agreements

• professional obligations as a Chartered Accountant (CA ANZ)

• secure disposal or de-identification where information is no longer required

No method of electronic transmission or storage is completely secure, so we cannot guarantee absolute security.

12. How long we keep personal information

We keep personal information only for as long as reasonably necessary for the purposes set out in this policy, including to provide services, meet legal, tax, accounting and professional record-keeping obligations, resolve disputes, and enforce agreements.

13. Access to and correction of personal information

You may request access to personal information we hold about you, and you may ask us to correct information that is inaccurate, out of date, incomplete, irrelevant or misleading.

To request access or correction, please contact us using the details below. We may need to verify your identity before responding.

14. Privacy complaints

If you have a complaint about how we have handled your personal information, please contact us in writing using the details below.

We will review your complaint and respond within a reasonable time.

If you are not satisfied with our response, you may be able to contact the Office of the Australian Information Commissioner (www.oaic.gov.au).

15. Contact us

For privacy enquiries, access or correction requests, or privacy complaints, please contact:

Prokopi Advisory Pty Ltd

ABN: 12 695 789 523

Email: info@prokopiadvisory.com.au

Location: Sydney, Australia

Website: prokopiadvisory.com.au

16. Changes to this policy

We may update this Privacy Policy from time to time to reflect changes to our services, technology, legal obligations or information handling practices. The latest version will be published on our website.