Privacy

What is collected

• A recording's transcript from a meeting about whether and how the practice serves a client: what was said.
• The client's name and contact email, as the practice enters them.
• The accountant's answers and decisions on the risk assessment, the rating, and who signed and when.
• An audit trail of who did what in the system. It holds identifiers and counts, never the words of a conversation.

Why

To carry out and record customer due diligence and risk assessment under the AML/CTF Act, and to show later that it was done. Nothing is used for marketing.

Who sees it

Only people at the practice who have been given access, and only the clients they are allowed to see. Each practice's information is kept apart from every other practice's by the database itself.

The AI drafting step

The assessment is drafted by an AI model so an accountant can check it rather than start from nothing. Before any text is sent, names, email addresses, phone numbers and similar details are replaced with placeholders, and only the parts of the transcript relevant to each question are sent. This lowers the exposure but does not make the text anonymous: it can still describe a person. The model is run by Anthropic, in the United States. [The practice to confirm which model service and region it has chosen.] A person always checks and signs; the AI's draft is never the record.

How long it is kept

• The transcript is deleted automatically after a set number of days (shown on the practice's Retention screen); the answers and citations stay.
• The signed assessment is kept for seven years, as the law requires, and then reviewed for destruction.

Where it is stored

[The practice to confirm the hosting region; the intended region is Australia.]

Seeing or correcting your information, and complaints

Ask the practice to see or correct what it holds about you. The law may require the practice to keep parts of an AML/CTF record even if you ask for deletion, and it will say so. If you are not satisfied with the answer, you can complain to the Office of the Australian Information Commissioner (oaic.gov.au).