Privacy Policy

Last updated: 13 October 2026

Our clients trust us with their business address, their mail and, often, their identity documents. We take that trust seriously. This policy explains in plain English what information we collect, why we need it, how we look after it, and the rights you have.

• We never sell or rent your personal information.
• Copies of identity documents are stored in Australia, only when legally required for us to do so, and are never sent to our email, SMS, accounting or analytics providers.
• We use your information to provide your service, protect our address from misuse and meet our legal obligations.
• You can ask to see or correct your information at any time.
• If something concerns you, contact us and we'll respond, as soon as possible.

The information we ask for depends on the service you use. It may include:

• Contact and account details: name, company or business name, email address, mobile and other phone numbers, postal and mail-forwarding addresses, login details, and your communication and privacy preferences.
• Identity information: for the main contact on each account, and for Registered Office customers the directors, trustees, beneficial owners and other people who own or control the customer. This may include full name, date of birth, residential address, identity document details (type, number, expiry and place of issue), Director Identification Number, and copies of identity documents.
• Business information: ABN, ACN, company, trust or business details, principal place of business, registered office, other business names, nature of the business, source of funds, ownership and control details, trust beneficiaries or classes of beneficiaries, and answers to our eligibility questions.
• Documents you give us: for example ASIC company extracts or certificates of registration, ABN Lookup extracts, company constitutions, trust deeds, shareholder registers and evidence relating to business names.
• Records we create: the outcome of our verification and risk assessment, sanctions-screening results, consents we issue in relation to the use of our address, and a record of verification activity including date, time and IP address.
• Service records: details of mail received for you (addressee, sender, description and, where your service includes it, scanned copies), telephone messages, room bookings, invoices, payment status and messages we send you.
• Information about other people: name, company, contact details and messages of people who call or visit for our clients.
• Website and client portal information: IP address, browser and device information, pages visited, referring page and, if you are logged in, your name and company. Our website uses cookies, including cookies needed for logging in and cookies used by Google Analytics to understand how our website is used.

We collect most information directly from you, or from the person who manages your account, through our sign-up form, client portal and verification forms, and by email and phone. We also use public sources such as the Australian Business Register and sanctions lists published by the Australian Department of Foreign Affairs and Trade, the United Nations and the United States Office of Foreign Assets Control. If you give us information about another person, such as a director, beneficial owner or beneficiary, please let them know and refer them to this policy.

We use personal information to:

• provide our services, including mail handling and scanning, telephone answering and room bookings;
• confirm the identity of the people we deal with before and during our services;
• for our Registered Office service, verify the customer and the people who own or control it, assess risk, screen against sanctions lists and keep that verification current, as required by the Anti-Money Laundering and Counter-Terrorism Financing Act 2006 (Cth);
• issue, and where necessary withdraw, our consent to our address being used as a registered office, including notifying ASIC;
• prevent fraud and misuse of our address;
• bill you and manage your account;
• communicate with you about your services;
• comply with our legal obligations.

Some information is required by law, particularly for our Registered Office service, and some is needed for us to provide your service. If you choose not to provide it, we may not be able to provide or continue the service. For example, until verification is complete we cannot issue our consent for our address to be used as a registered office, and correspondence from ASIC or the ATO may be held or returned to the sender.

We share personal information only where it is needed to provide our services or where the law requires it:

• trusted service providers that support our business, such as our accounting software (Xero), email and SMS delivery, website hosting and website analytics (Google Analytics). Each receives only the information needed for the service it provides;
• government bodies such as ASIC, AUSTRAC and the Australian Business Register, where required or authorised by law;
• people who contact us asking for you, but only the contact details you have chosen to share;
• our professional advisers, where needed.

Copies of identity documents are stored in Australia and are not shared with our email, SMS, accounting or analytics providers. Like most Australian businesses, we also use established software providers, such as Xero for invoicing and Google for website analytics. Some of these providers store data outside Australia, including in the United States.

Your information is held in our secure client management system. Access requires an individual login, and identity and verification records can only be viewed by authorised MBC managers. Uploaded documents are kept in private storage that is not publicly accessible, and a record is kept of actions taken on verification records. Our website and client portal use secure (HTTPS) connections. We take reasonable steps to protect personal information from misuse, interference and loss, and from unauthorised access, modification or disclosure.

We keep personal information for as long as we need it to provide our services and to meet our legal obligations. Records of customer verification are kept for the period required by anti-money laundering law, generally seven years after our relationship with the customer ends.

You can ask for access to, or correction of, the personal information we hold about you by contacting us (section 12). We may need to confirm your identity first. We may ask you to put your request in writing. We will respond within a reasonable period, usually within 30 days. There is no charge to make a request. We may decline access where the law permits or requires us to, and if so we will explain why where we are able to.

If you think we have mishandled your personal information, please contact us (section 12). We will investigate and respond to you, as soon as possible. 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.