Privacy Policy

Last updated: May 2026

Siace Partners ABN 51 912 766 180 ("we", "us", "our") is committed to protecting the privacy of the individuals and businesses we work with. This policy explains how we collect, use, disclose, and protect personal information in accordance with the Australian Privacy Act 1988 (Cth) and the Australian Privacy Principles (APPs).

1. Information We Collect

We may collect the following types of information:

• Contact details: names, email addresses, phone numbers of practice owners, staff, and authorised contacts
• Business financial data: accessed through Xero or equivalent accounting software, including transaction records, invoices, payroll data, BAS information, and bank feeds
• Operational practice data: appointment records, schedule data, provider productivity, and revenue metrics from practice management systems (e.g. Dental4Windows)
• Patient-related operational data: where provided by the clinic for the purposes of appointment management and recall campaigns. This includes names, contact details, and appointment history. Clinical records (medical histories, clinical notes, imaging) are explicitly excluded and never collected.
• Website enquiry data: names, emails, phone numbers, and messages submitted through our website contact forms

2. How We Collect Information

Information is collected through: direct provision by clients during onboarding and engagement; authorised access to client accounting software (Xero, MYOB, QuickBooks); authorised read-only access to practice management systems; website contact and discovery call forms; email and phone communications.

3. Why We Collect Information

We use personal and business information to: deliver bookkeeping, accounting, compliance, and advisory services; generate financial reports, KPIs, and performance analytics; identify and recover revenue leakage; operate AI-enabled receptionist and operational intelligence services; communicate with clients about their engagement; comply with legal and regulatory obligations.

4. Third-Party Service Providers

We use established third-party platforms to deliver our services, including: Xero (accounting software); cloud hosting providers with Australian data residency (Microsoft Azure, Australia East region); communication providers for AI receptionist and messaging services; email platforms for client communications. We evaluate the security and privacy practices of all third-party providers before adoption.

5. Overseas Access and Disclosure

Some operational services (bookkeeping, reconciliation) may be delivered by team members located outside Australia. Where this occurs, we ensure that appropriate contractual protections are in place and that data handling complies with the Australian Privacy Principles. All primary data storage remains in Australia.

6. Security Controls

We protect personal and business information through: encryption at rest (AES-256) and in transit (TLS 1.2 minimum); least-privilege access controls; clinic-level data isolation; regular access reviews; secure credential management. See our Data Security page for detailed information.

7. Data Retention and Deletion

Client data is retained for the duration of the engagement plus any legally required retention period. Upon termination of services, data is deleted within 90 days unless otherwise agreed in writing or required by law.

8. Access and Correction

You may request access to, or correction of, personal information we hold about you or your practice. Requests can be made by contacting us at hello@siacepartners.com. We will respond within 30 days.

9. Complaints

If you believe we have breached the Australian Privacy Principles, you may lodge a complaint by contacting us at hello@siacepartners.com. We will investigate and respond within 30 days. If you are not satisfied with our response, you may contact the Office of the Australian Information Commissioner (OAIC) at oaic.gov.au.

10. Contact

For privacy-related enquiries:
Siace Partners
Email: hello@siacepartners.com
Melbourne, Victoria, Australia