AUSTRALIA

Privacy Policy

The Odyssey

Odyssey Resources is fully committed to the Australian privacy legislation in the way it collects, uses, secures, transfers and discloses personal information. The privacy and confidentiality of all personal information is of paramount importance to us at all times.

We have created this Privacy & Security Policy as a summary of the guidelines under which we operate, as well as for our clients’ information in order to demonstrate our firm commitment to the principles of privacy protection, confidentiality and security.

Odyssey Resources is committed to the Privacy Act and the National Privacy Principles (NPP's) of Australia.

GDPR: The new European Union General Data Protection Regulation (GDPR) is the Regulation (EU) 2016/679 of the European Parliament and of the Council of 27 April 2016 on the protection of natural persons with regard to the processing of personal data and on the free movement of such data, coming into force on May 25, 2018. GDPR sets new standards and compliance requirements for every company that holds or processes personal data. It replaces the 1995 EU Data Protection Directive (European Directive 95/46/EC), strengthening the rights that EU individuals have over their data.

Odyssey officially confirms it has achieved GDPR-compliance for itself prior to May 25, 2018.

The Information we collect

• Odyssey Resources collects personal information (Information) in various circumstances and in various forms.
• By the very nature of the accounting and taxation work we perform, we will be provided with personal information relating to clients and their family members, suppliers and customers, business partners, contactors, agents, etc. All of this information is supplied to us by our clients or, in some circumstances, by other providers authorized by our clients.
• The Information we collect and hold will depend on the nature of the particular services we provide to a client. In addition to basic identity and contact details (such as name, address, age, phone numbers, email address, education, qualifications, etc) we will collect and store other personal information such as income, personal and business expenditure, as well as employment history.

How we use Information

• We use personal information primarily to be able to properly provide the professional services we have been contracted to provide for our clients. Without access to this Information, we will not be able to provide our accounting and taxation services.
• We do not collect Information that is irrelevant or unnecessary to our business.
• If at any time Odyssey Resources is required by law to release Information, Odyssey Resources must co-operate fully with the relevant authorities.
• The contact details (First and last name, email address and phone number) that you provide to us when you submit the Conversion form are only used to contact you during the course of the Conversion. We only share this information with Intuit, the makers of QuickBooks, in order to proceed with the Conversion service. Your contact details will never be shared with any other third parties.
• The Personal Data information that is contained in the Source data file is only used for the purpose of our Conversion service. It is only shared with Intuit, the makers of QuickBooks, during the Conversion process, and the result of the Conversion will be stored in Intuit servers in your QuickBooks Online file.
• In order to provide the best service possible to you, we may share with Intuit, the makers of QuickBooks, part or all of the email communication between Odyssey Resources and you, as it is relevant and on a case-by-case basis.
• We will unconditionally not sell, rent, trade, swap or otherwise supply to any third parties any personal information obtained from you, other than as explained in this Privacy Policy.
• In cases where there are technical issues with the import of your file, Odyssey may be required to work directly with Intuit in the resolution of the technical issues in order to move your data online. In this case, Odyssey will, as required, share the source data file with Intuit technical staff in order to resolve the technical issue. In uploading your file through our site, you confirm and acknowledge that we might be required to share the source data file with Intuit technical staff.

Data retention

• The contact details (First and last name, email address and phone number) that you provide to us when you fill the form will be stored securely to ensure that we are able to assist if you contact us even after the Conversion is complete.
• The Personal Data information that is contained in the Source data file will be automatically deleted from all our systems within the calendar month following the completion of the Conversion.

Access, Correction, Deletion of your personal information

• We respect your privacy rights and provide you with reasonable access to the Personal Data that you may have provided through your use of our Conversion Services.
• If you wish to access or amend any Personal Data we hold about you, or to request that we delete any information about you that we have obtained from our Conversion Services, you may contact us at [email protected]. At your request, we will have any reference to you deleted or anonymized in our database.
• Odyssey Resources will deal with all requests for access, correction or deletion of personal information in a prompt and timely manner, and will not charge for these services.

Data Controller and Data Processor

• Because Odyssey Resources is mandated by Intuit to process (using tools provided by Intuit) Source Data files for Conversion into QuickBooks Online, Odyssey Resources is not acting in the capacity of data controller in terms of the GDPR and does not have the associated responsibilities. Odyssey Resources should be considered only as a processor on behalf of Intuit as to any Source Data files containing Personal Data that is subject to the requirements of GDPR.
• The Client and Intuit are the data controller under the Directive for any Source Data file containing Personal Data, meaning that such party controls the manner such Personal Data is collected and used as well as the determination of the purposes and means of the processing of such Personal Data.
• Odyssey Resources is not responsible for the content of the Personal Data contained in the Source Data files stored on its servers at the discretion of the Client.

Information about Cookies

• A "cookie" is a packet of information that allows our Odyssey Resources server (the computer that hosts our web site) to identify and interact more effectively with your computer.
• Cookies are widely used by many internet sites including banks and airlines and hotel reservation systems, and their correct use is fundamental to the manner in which these websites work. When you access our web site, we send you a temporary cookie that gives you a unique identification number for that session. A different identification number is sent each time you use our web site. Cookies do not identify individual users and consequently we do not regard cookies as being personal information.
• Our cookies allow us to keep track of the pages you have accessed while visiting our web site. It also allows you to easily page back and forwards through our web site and return to pages you have already visited.
• Shortly after you end your interaction with our web site, the cookie expires or "crumbles". This means it cannot be used for any further identification.
• You can configure your internet browser to accept all cookies, reject all cookies or to notify you when a cookie is sent. Please refer to your internet browser's instructions or help screens to learn more about these functions. You should note however that you may not be able to use our website correctly if you have disabled cookies.

Security and protection

• We store, transfer and transmit Information in electronic and printed form and have security measures in place designed to protect against the loss, misuse and/or alteration of the Information under our control.
• Information in electronic form is stored and transmitted via our professionally managed computer system and communications network which makes use of modern systems protection technology and equipment.
• Because we are making use of the internet in order to communicate with clients, we encrypt or scramble sensitive document and file transfers so that they can not be intercepted and read or understood by any third party. To do this, we make use of 128/256-bit SSL encryption technology, the same as used by many large and reputable organizations that conduct business over the internet, including banks, airlines, and the retail giants in Australia and overseas.
• You will know when the information being sent between us is being encrypted, by the presence of the "key" or "lock" symbol in your browser screen. We automatically trigger SSL encryption when clients, suppliers and staff log into and use the Members area of our website, including during the transmission of source document files and completed work files.
• SSL encryption is simply intended to help ensure that your experience with Odyssey Resources is always safe and secure.
• You should note that general email communications may be subject to the same security risks as when you contact anyone else by email. For this reason, you should not include confidential information in any email to any person (and not just us). If you wish to securely communicate confidential information to us by email, we are happy to accommodate this if you can contact us in advance.
• We have a variety of additional physical security measures in place to protect personal information and client confidentiality:
  - our staff are assigned to work on specific clients and only have access to files and information relevant to their allocated clients
  - under no circumstances are staff allowed to remove client documentation in any form from our offices
  - our office computers have had their USB ports removed or disabled, so that personal information can not be copied to removable media
  - confidential waste paper is shredded in house, and under supervision
• Our Operations Centre in Ho Chi Minh City, Vietnam occupies professionally managed office facilities on a par with Western standards. The building and our offices are covered by 24/7 security personnel.

NPP 9 – Cross-border transfer of personal information

• Personal information may be sent outside of Australia under the National Privacy Principles, and Section 9 provides guidelines on these activities.
• Part of this provision is that Information may be sent overseas if the receiving organization is bound under contract to the National Privacy Principles. Odyssey Resources fully complies with the National Privacy Principles without exception, and we make this written commitment in all our client contracts and appointment letters.

Changes to this Privacy & Security Policy

Odyssey Resources will update this privacy policy as required over time. Our current Privacy Policy is always accessible on our Website so that you are always aware of the sort of information collected, how the information may be used, and under what circumstances it may be disclosed by Odyssey Resources.

Further information

If you would like any further information, or have any queries, problems or complaints in relation to this Privacy & Security Policy or our information handling practices in general, please contact us on [email protected]. You may obtain further general information about privacy issues from the Australian Government’s Office of the Federal Privacy Commissioner by visiting their website at www.privacy.gov.au or by phoning their Privacy Hotline in Australia on 1300-363-992.