Information Collection Statement

1. Purpose and Scope of Collection

We, ProActive QMS Pty Ltd (ABN: 90 695 119 576) ("We", "Us", "Our"), provide this Information Collection Statement to outline why we collect your personal information, what we collect, how we collect it, and who we share it with. We operate a Software-as-a-Service (SaaS) platform, ProActive QMS, which is designed to assist Australian accounting practices in establishing, maintaining, and documenting their Quality Management Systems (QMS) in accordance with applicable professional quality management standards and tax practitioner regulations. In operating this platform, we collect personal information and sensitive information about you and other individuals connected with your organisation, including directors, officers, shareholders, beneficial owners, controllers, authorised representatives, and other associated persons. This information is collected to facilitate early-access communications, user onboarding, manage subscriptions, enable the core features of the SaaS platform, and ensure our compliance with applicable professional and regulatory standards. We only collect personal information that is reasonably necessary to carry out the Services, for our functions and activities, and to maintain the security and integrity of our platform.

2. Methods of Collection and Third-Party Sources

We generally collect your personal information directly from you when you register to use our services, complete onboarding forms, upload information to our secure platform, or correspond with us. We may also collect personal information from other sources, such as your employer or the subscribing firm that has authorised you to access the platform, professional advisers, or public sources such as corporate registers and professional directories. If you provide us with personal information about another person, you confirm that you are authorised to do so and that you have taken all necessary steps to notify that person of the matters set out in this statement, and obtained any required consents, permissions, or rights, so that we may collect, use, and disclose that information for the purposes described.

3. Storage, Overseas Disclosure, and Consequences of Non-Provision

As part of our operations, personal information may be stored or processed outside Australia, including through Microsoft 365 collaboration environments, Amazon Web Services, or other approved third-party service providers. We implement robust technical safeguards and privacy controls in accordance with our data protection requirements. If you do not provide the requested personal information, or wish to remain anonymous, we may be unable to commence or continue providing our services, create or maintain your user account, or we may need to place restrictions on the scope of services and platform features we can provide to you. We handle and disclose personal information in accordance with applicable privacy laws, the privacy principles, and our Privacy Policy accessible here: ProActive QMS Privacy Policy. Our Privacy Policy tells you how to contact us, how to access and correct your personal information, how to make a complaint and how we will handle your personal information.

Statement Last Reviewed: 1 July 2026