Dream Admin Pty Ltd (ACN 630 470 834), trading as Dream Admin Services
Last updated: 11 September 2026
1. About this policy
Dream Admin Pty Ltd (ACN 630 470 834), trading as Dream Admin Services ("we", "us", "our"), provides bookkeeping, payroll, BAS agent, website, social and digital marketing, administration, and virtual reception services to businesses across Australia. We are based in Goulburn, New South Wales.
This policy explains how we collect, hold, use, and disclose personal information, including where we use automated processes and artificial intelligence (AI), and how you can access or correct your information or make a complaint.
We handle personal information in accordance with the Privacy Act 1988 (Cth), including the Australian Privacy Principles, and the Privacy (Tax File Number) Rule 2015.
2. Whose information we handle
Because we work inside our clients’ businesses, we handle personal information about several groups of people:
- our clients, including sole traders, business owners, directors, and their staff and representatives,
- employees and contractors of our clients, where we provide payroll services,
- customers, suppliers, and other contacts of our clients, whose details appear in the records we process or who contact our clients through our virtual reception services,
- people who apply to work with us, and the contractors we engage,
- people who visit our website, engage with us on social media, or appear in our content, including our podcast.
Where we handle personal information on behalf of a client, our client is generally responsible for letting the people involved know that their information will be shared with us.
3. The kinds of personal information we collect
Depending on how you deal with us, we may collect:
- identity and contact details, such as your name, business name, address, email address, and phone number,
- tax and government identifiers, such as tax file numbers and Australian Business Numbers,
- employment and payroll information, such as pay rates, hours worked, timesheets, leave balances, award classifications, superannuation fund details, and bank account details,
- financial and transaction records, such as bank statements, invoices, receipts, and accounting records,
- communications, such as emails, SMS, messaging app messages, call details, call recordings, and messages we take on behalf of our clients,
- payment information, such as the direct debit details you provide to pay our fees,
- website and technical information, such as your IP address, browser type, and the pages you visit,
- information you provide when applying to work with us, such as your resume and references.
Sensitive information
We do not seek to collect sensitive information, such as health information, racial or ethnic origin, religious beliefs, or union membership, unless it is reasonably necessary for our services. Sensitive information may be included in records we process for clients, for example union fees or medical certificates in payroll records, or health related details a caller shares with our virtual reception team when contacting a client such as an NDIS provider. We only collect sensitive information with consent or where otherwise permitted by law.
Call recordings
We record calls to and from Dream Admin Services, including calls our virtual reception team answers on behalf of our clients. Our greeting lets you know the call is being recorded. We use recordings to check the accuracy of the messages we pass on, maintain the quality of our service, train our team, and help resolve disputes. We use Google’s AI tools to transcribe some recorded calls for staff training. Transcripts are used only for training and are not kept afterwards.
If you tell us you do not want your call recorded, we will stop recording and will not keep any recording of your call. We keep call recordings for 360 days, after which they are deleted.
Payment card details
Where a virtual reception client asks us to collect card details from their customers, we send those details to our client using Password Pusher, which creates a secure link that expires after a set number of views or days. We do not store card details in our systems, and we pause call recording while card details are being given.
4. How we collect personal information
We collect personal information:
- directly from you, for example by phone, email, online forms, meetings, or through our website,
- from our clients, including through access to their accounting, payroll, banking, email, and other business systems,
- from third parties you or our clients have authorised, such as the Australian Taxation Office, superannuation funds, financial institutions, and software providers,
- from publicly available sources, such as the Australian Business Register and ASIC registers.
If you call or message one of our clients, your call or message may be answered by our virtual reception team, who will record your details and the reason for your contact and pass them on to that business.
Dealing with us anonymously
You can deal with us anonymously or using a pseudonym where it is lawful and practicable, for example when making a general enquiry. For most of our services we need to know who you are.
Unsolicited information
If we receive personal information we did not ask for, we will decide whether we could have collected it for one of our purposes. If not, we will destroy or de-identify it where it is lawful and reasonable to do so.
5. Why we collect, use, and disclose personal information
We collect, use, and disclose personal information to:
- provide and manage our bookkeeping, payroll, BAS agent, administration, and virtual reception services,
- meet our obligations as a registered BAS agent under the Tax Agent Services Act 2009 (Cth) and the Code of Professional Conduct,
- prepare and lodge statements and reports with the Australian Taxation Office and other government bodies,
- bill for and collect our fees,
- communicate with you and respond to your enquiries,
- recruit and manage our staff and contractors,
- check the quality of our work, train our team, and improve our services and systems,
- send you information about our services and content, as described in section 12,
- comply with our legal and regulatory obligations.
We only use and disclose personal information for these purposes, for related purposes you would reasonably expect, or as otherwise permitted or required by law.
6. Who we disclose personal information to
We may disclose personal information to:
- our clients, where the information relates to the services we provide to them,
- the Australian Taxation Office, the Tax Practitioners Board, and other government bodies, where required or authorised,
- superannuation funds, clearing houses, and financial institutions,
- our staff and the third-party contractors who help us deliver our services,
- IT, software, cloud, and AI service providers, including accounting, payroll, email, phone, messaging, and document management platforms such as Xero, MYOB, Microsoft, and Google,
- our payment provider, currently Pinch Payments, to process direct debits,
- our professional advisers and insurers,
- anyone else you authorise us to disclose it to.
We do not sell personal information.
7. Automated decision making and AI
We use software, including AI and AI-enabled features within our own systems and the third-party platforms we use, to help deliver our services. Some of these programs use personal information to make, or to do things substantially and directly related to making, decisions that could reasonably be expected to significantly affect an individual’s rights or interests.
Kinds of personal information used
- names and contact details,
- tax file numbers, superannuation fund details, and bank account details,
- employment details, such as pay rates, hours worked, leave balances, and award classifications,
- income, expense, and transaction records, including those of sole traders and other individual clients,
- emails, SMS, and other messages, call details, call recordings, and messages taken through our virtual reception services.
Kinds of decisions made or assisted
- calculating wages, PAYG withholding, superannuation, and leave entitlements for the employees of our payroll clients,
- preparing business activity statements and other lodgements that affect the tax obligations of sole traders and other individual clients,
- coding and reconciling transactions in client accounting records,
- sorting and prioritising emails and messages, and preparing draft responses,
- triaging and routing calls and messages received by our virtual reception team, and flagging missed calls for follow up.
Human oversight
Our systems are designed so that AI prepares a draft, the output is checked, and a member of our team approves it before it is finalised, lodged, sent, or entered into a client’s records. Using these programs does not change our responsibility for the accuracy of our work. If you would like more information about how automated processes affect you, please contact our Privacy Officer.
8. Disclosure outside Australia
Some of our IT, software, cloud, and AI service providers store or process information outside Australia. Most of these providers are based in, or store information in, the United States. Some may also process information in other countries where they or their own service providers operate. Our team, including our contractors, is based in Australia.
Before disclosing personal information overseas, we take reasonable steps to ensure the recipient handles it in a way that is consistent with the Australian Privacy Principles, including by using reputable business or enterprise grade providers with contractual confidentiality and security protections.
9. Tax file numbers
We only collect tax file numbers where permitted by taxation, superannuation, or personal assistance law, for example to process payroll or to lodge on a client’s behalf. We only use or disclose tax file numbers for those purposes, and we do not use them as a general identifier. We restrict access to staff who need it, protect tax file number information from misuse and loss, and securely destroy or de-identify it when it is no longer required by law.
10. How we store and protect personal information
We store personal information electronically in secure cloud platforms and our own systems, including servers located in Australia. We take reasonable steps to protect it from misuse, interference, loss, and unauthorised access, modification, or disclosure, including:
- restricting access to staff and contractors who need it for their role,
- using multifactor authentication and encryption where available,
- requiring our staff and contractors to sign confidentiality agreements,
- using secure, expiring links to share sensitive details,
- training our team in privacy and information security.
We generally keep records for seven years, in line with our legal, regulatory, and professional obligations. When information is no longer needed, we take reasonable steps to securely destroy or de-identify it.
11. Data breaches
If we become aware of a suspected data breach, we will act promptly to contain and assess it. Where a breach is likely to result in serious harm, we will notify the affected individuals and the Office of the Australian Information Commissioner (OAIC) as required under the Notifiable Data Breaches scheme. Where a breach affects information we hold on behalf of a client, we will also notify that client.
12. Direct marketing
We may send you information about our services, events, podcast, and other content. You can opt out at any time by using the unsubscribe link in our emails or by contacting us. We do not use personal information from our clients’ records, such as details of their customers or employees, for our own marketing.
13. Our website
Our website uses Google Tag Manager, a Google tool that manages the scripts and cookies on our site. Through it, we use Google Analytics to understand how visitors find and use our website, including the pages visited, time spent on the site, the type of device and browser used, and approximate location.
Our website also includes embedded YouTube videos. YouTube is owned by Google, and when you play a video it may set cookies and collect information about your device and viewing activity.
We also use the Meta Pixel, a tool from Meta, the owner of Facebook and Instagram. It records visits to our website and actions taken on it, so we can measure how our Facebook and Instagram advertising performs and show our ads to people who have visited our site.
Information collected through these tools is handled by Google and Meta under their own privacy policies and may be processed in the United States. We use website analytics in aggregate to improve our website and our advertising.
You can refuse cookies through your browser settings, or opt out of Google Analytics using the Google Analytics Opt-out Browser Add-on at tools.google.com/dlpage/gaoptout. You can also control how Meta uses your website activity for advertising through the ad preferences in your Facebook or Instagram account settings. Some parts of the website may not work as intended if cookies are disabled.
14. Accessing and correcting your information
You can ask to access the personal information we hold about you, or ask us to correct it, by contacting our Privacy Officer. We will respond within 30 days and may need to confirm your identity first. There is no charge to make a request, although we may charge a reasonable fee to cover the cost of providing access.
Where we hold information on behalf of a client, we may refer your request to that client. If we refuse a request, we will tell you why in writing and explain how you can complain.
15. Making a complaint
If you have a concern about how we have handled your personal information, please contact our Privacy Officer in writing with the details. We aim to acknowledge your complaint within 24 hours, and will always do so within five business days. We aim to resolve complaints within 30 days.
If you are not satisfied with our response, you can contact the Office of the Australian Information Commissioner at www.oaic.gov.au or on 1300 363 992.
16. Contact us
Privacy Officer (Business Operations Manager)
Dream Admin Services
PO Box 1137, Goulburn NSW 2580
Email: faye@dreamadmin.com.au
Phone: 02 4821 2559
17. Changes to this policy
We may update this policy from time to time. The current version will always be available on our website, with the date it was last updated shown at the top.