PRIVACY POLICY
Introduction
This Privacy Policy applies to Waive Pty Ltd (ABN 25 618 672 683) (Waive, we, us, our).
Waive operates a corporate compliance platform (the Waive Portal) and CleanID, an AML/CTF compliance platform for accounting firms. Our clients are accounting firms and other professional service providers (Subscribers) who use the Waive Portal to manage ASIC compliance obligations on behalf of their corporate clients.
We are committed to protecting your personal information in accordance with the Privacy Act 1988 (Cth) and the Australian Privacy Principles (APPs).
This Privacy Policy covers all personal information we collect about Subscribers, Users, and the directors and clients of Subscribers who interact with the Waive Portal. It does not cover identity verification conducted through CleanID for AML/CTF purposes. That is governed by the separate CleanID Verification Privacy Notice, available at https://www.waive.com.au/cleanid-privacy-policy/.
Our services are not directed to individuals under 18 years of age, and we do not knowingly collect personal information from children.
Definitions
Waive Portal means the client-facing platform through which Subscribers manage ASIC compliance tasks, payments, document signing, and other self-service functions.
CleanID means the AML/CTF compliance platform operated by Waive for use by accounting firm Subscribers.
Subscriber means the accounting firm or other professional service provider entity that has contracted with Waive to use the Waive Portal and/or CleanID.
User means an individual employee or representative of a Subscriber who accesses the Waive Portal or CleanID.
Visitor means a person who visits waive.com.au without being a Subscriber or User.
Services means all services provided by Waive through the Waive Portal, CleanID, or otherwise.
What Personal Information We Collect
Subscriber Information
Where the Subscriber is an individual, or in relation to the individuals who represent the Subscriber entity, we collect:
- Full name and contact details (email, phone, address)
- ABN and ASIC agent credentials
- Bank account, credit card, or debit card details and billing information
- Occupation and role
User Information
For individuals who access the Waive Portal on behalf of a Subscriber:
- Name, email address, phone number, and address
- ASIC credentials and portal access logs
- Role and permission level within the Subscriber account
Director and Client Information
For directors, shareholders, and clients of Subscribers who interact with the Waive Portal to complete compliance tasks:
- Name, email address, phone number, date of birth, and residential address
- Identity verification documents (transmitted to GreenID for verification — we do not retain copies after verification is complete)
- Bank account details (for dividend payment processing)
- Digital signatures
Visitor Information
For visitors to waive.com.au:
- Name, email address, phone number (if provided via contact forms or scheduling tools)
- Website usage data collected via cookies and analytics tools
How We Collect Personal Information
We collect personal information directly from you or in the course of our dealings with you, including through:
- Visits to waive.com.au and use of the Waive Portal
- Registration for and use of our Services as a Subscriber or User
- Directors and clients completing compliance tasks, making payments, uploading documents, or providing digital signatures through the Waive Portal
- Contact via email, telephone, or contact forms
- Booking and scheduling through Calendly
We also collect information from third parties including ASIC, our payments processor (Stripe), and our identity verification provider (GreenID) in connection with specific Services.
| Identity verification Where identity verification is required in connection with ASIC compliance workflows, we use the Document Verification Service (DVS) and GreenID to verify identity documents against government records. Identity documents are transmitted securely to GreenID for verification and storage. We do not retain copies after verification is complete. We do not allow anonymous or pseudonymous dealings where identification is required by law. |
Where you provide us with personal information about another individual, you warrant that you have referred them to this Privacy Policy and obtained their permission.
Why We Collect, Hold and Use Your Personal Information
We collect, hold, and use your personal information for the following purposes:
- Providing the Waive Portal and our Services to Subscribers and Users
- Making amendments and updates on ASIC registers on behalf of Subscribers
- Enabling directors and clients to complete compliance tasks, make payments, upload documents, and provide digital signatures
- Managing our relationship with you, including maintaining account profiles and responding to enquiries
- Processing authorised payments
- Ensuring the security of the Waive Portal and our Services
- Developing and improving our business, platform, and Services
- Monitoring, research, and analysis of platform usage to improve user experience
- Accounting, administration, insurance, and risk management
- Sales, marketing, and customer relationship management activities
- Any other purpose permitted or required by law
Disclosure to Third Parties
We disclose your personal information to third parties only as necessary to provide our Services or as required by law, including to:
- Government agencies and regulatory authorities (for example, ASIC) in connection with our Services
- Our partners, contractors, suppliers, and service providers who assist us in providing the Services
- Third-party software platforms listed below
- In accordance with applicable law or legal obligations
Waive is a related entity to Shelcom Corporate Services Australia Pty. Ltd. (ACN 052 129 352). Where necessary to provide integrated services where you have engaged both entities, information may be shared between Waive and Shelcom. Each entity maintains its own Privacy Policy governing its separate services.
Third-Party Platforms and Offshore Disclosure
Some third-party platforms are located outside Australia. The following table sets out the key platforms, their locations, and the data shared:
| Platform | Location | Data Shared | Purpose |
| Stripe | United States | Payment card details, billing info, names, email addresses | Payment processing |
| Xero | NZ / United States | Client names, billing data, invoice and payment records | Accounting |
| Zoho CRM | United States / India | Client contact details, company info, correspondence, CRM notes | Customer relationship management |
| Zoho Desk | United States / India | Support ticket details, client correspondence, issue history | Customer support |
| Google Analytics | United States | Website usage data, anonymised IP addresses | Website analytics |
| Smartlook | EU / United States | User interaction data, navigation patterns (sensitive fields excluded) | Session recording and UX improvement |
| Calendly | United States | Names, email addresses, phone numbers, appointment details | Scheduling |
| GreenID (GBG) | Australia | Identity verification documents, name, DOB, address, document numbers (stored by GreenID, not by us) | Identity verification |
| Third-party contractors | Philippines | Client information necessary to perform contracted services | Administrative and technical support |
We take reasonable steps to ensure overseas recipients handle your personal information consistently with the Australian Privacy Principles. By using our Services you acknowledge that we are not responsible for the privacy practices of third-party platforms.
Cookies and Tracking Technologies
Our website uses cookies and third-party tracking technologies including:
- Google Analytics: aggregated website usage data. Does not identify individual users. You may opt out via tools.google.com/dlpage/gaoptout.
- Smartlook: session recording of user interactions on waive.com.au and the Waive Portal. Does not record sensitive form fields. Contact us to opt out.
You may control or disable cookies through your browser settings, however this may affect platform functionality.
How Long We Retain Your Personal Information
| Record Type | Retention Period |
| Waive client records and lodgement data | Retained for the duration of the Subscriber relationship, then a minimum of 7 years in accordance with the Corporations Act 2001 (Cth). |
| Identity verification documents | Held by GreenID in accordance with their retention policies. Not stored by Waive after verification is complete. |
| Website visitor and analytics data | Approximately 30 days, then deleted or anonymised. |
| AI document review data | Retained only for the duration necessary to provide the service, then securely deleted from our systems and Anthropic’s systems. |
| Marketing and CRM data | Retained while you are an active prospect or client. Inactive prospects with no engagement for 3 years are reviewed and deleted unless you have opted in to ongoing communications. |
Once personal information is no longer required, we take reasonable steps to destroy or de-identify it securely.
Notifiable Data Breaches
The Notifiable Data Breaches (NDB) scheme under the Privacy Act 1988 (Cth) requires us to notify affected individuals and the Office of the Australian Information Commissioner (OAIC) in the event of an eligible data breach. If we believe an eligible data breach has occurred, we will act promptly to assess, contain, and notify as required by law.
Where We Hold Your Personal Information
Your personal information is held electronically, primarily in Australia, except where disclosed to third-party platforms as described above. We take reasonable steps to protect your personal information from misuse, interference, loss, and unauthorised access. Access is restricted to staff and contractors who require it to perform their duties, and all staff undergo privacy and data security training.
Access to and Correction of Personal Information
You have the right to request access to or correction of your personal information. Subscribers and Users can access and update personal information directly via the Waive Portal. For requests that cannot be completed through the portal, contact us using the details below. We will verify your identity before providing access or making corrections.
We will advise you in writing if we are unable to provide access or make a requested correction, and the reasons for that decision.
Direct Marketing
We may use your personal information for direct marketing by email, mail, SMS, targeted digital advertising, or other means where permitted by law. Our marketing is primarily directed to business entities (accounting firms and professional service providers) rather than individual consumers. You may opt out at any time by using the opt-out mechanism in any marketing communication or by contacting us.
Complaints
If you have a concern about how we handle your personal information, please contact us using the details below. Provide sufficient detail of your complaint and any supporting evidence. If you are dissatisfied with our response, you may complain to the OAIC at www.oaic.gov.au or by calling 1300 363 992.
Contact Information
| Contact | Details |
| General enquiries | support@waive.com.au | 1300 722 796 | PO Box 282, Ormond VIC 3204 |
| Privacy enquiries and data breach concerns | privacy@waive.com.au |
| CleanID verification privacy | waive.com.au/cleanid/privacy |
Changes to This Privacy Policy
We will update this Privacy Policy from time to time. Where changes significantly affect your rights, we will notify you and provide the updated policy. By continuing to use the Waive Portal or our Services, you are deemed to accept such changes.
Waive Pty Ltd Privacy Policy | Version 2.0 | June 2026