2. What We Collect
We may collect the following types of personal information:
Personal and Business Details
- Your name, email address, phone number, and business address
- ABN, business name, trading name, and industry type (e.g., electrician, plumber, builder, consultant)
- Business structure and GST registration status
- Account credentials and login information
Financial Information
- Payment and billing details (processed securely via third-party providers such as Stripe/RevenueCat; we do not store complete card details)
- Uploaded business documents including receipts, invoices, bank statements, tax invoices, and BAS records
- Transaction data and expense categorisation information
- Tax-related business records and financial summaries
Professional Network Information
- Contact details for your nominated accountant, bookkeeper, or registered tax agent
- Access permissions and data sharing preferences with your accounting professionals
Technical Information
- IP address, device identifiers, browser type, and operating system
- App usage logs, website analytics data, and user interaction patterns
- Cookie data and session information
3. How We Use Information
We use your personal information to:
Service Delivery
- Provide, operate, and continuously improve our AI-powered bookkeeping services
- Automatically categorise business expenses according to ATO guidelines
- Calculate GST components and identify tax-deductible expenses
- Generate BAS-ready reports and end-of-financial-year summaries
- Enable secure data sharing with your authorised accountant or tax agent
Account Management
- Process subscription payments and manage billing arrangements
- Authenticate your identity and maintain account security
- Provide customer support and technical assistance
- Send service updates, feature announcements, and important notifications
Legal and Regulatory Compliance
- Comply with Australian taxation, GST, and small business regulatory requirements
- Assist with tax preparation and ATO reporting obligations
- Maintain business records as required by law
- Protect against fraud, abuse, or misuse of our services
Marketing and Communication (with consent)
- Send educational content about tax compliance and bookkeeping best practices
- Provide industry-specific advice for tradies and small business owners
- Share promotional offers and new feature announcements
4. Disclosure of Information
We may share your personal information with:
Authorised Representatives
Your nominated accountant, bookkeeper, or registered tax agent when you explicitly grant access through our platform. Other professional advisors you designate with appropriate permissions.
Service Providers
- Cloud hosting and infrastructure providers
- Payment processing companies (Stripe, RevenueCat)
- AI processing and machine learning service providers
- Customer support and help desk platforms
- Analytics and performance monitoring services
Legal and Regulatory Authorities
Australian Tax Office (ATO), Australian Securities and Investments Commission (ASIC), law enforcement agencies, courts, or regulatory bodies when required by law, and government authorities where disclosure is legally mandated.
Business Partners
Third-party integrations you authorise (accounting software, banking APIs, cloud storage) and professional networks and accounting firms for data sharing purposes.
We do not sell, trade, or commercially exploit your personal information to unrelated third parties.
5. Data Storage and Security
Storage Location
Primary data is stored on secure cloud servers located in Australia and trusted international data centres. We use reputable providers including Amazon Web Services (AWS) and Microsoft Azure with robust security certifications.
Security Measures
- End-to-end encryption for all uploaded financial documents
- Multi-factor authentication for account access
- Regular security audits and vulnerability assessments
- Secure backup and disaster recovery procedures
- Access controls limiting employee access to personal information
Security Limitations
Despite our comprehensive security measures, no method of electronic storage or transmission is 100% secure. We continuously update our security practices to protect against evolving threats.
6. Overseas Transfers
Some of our trusted service providers may process or store your personal information outside Australia, including in:
- United States (cloud infrastructure and AI processing services)
- Singapore (regional data centres)
- European Union (analytics and support services)
When transferring personal information overseas, we:
- Ensure all providers meet or exceed Australian Privacy Principles
- Implement contractual safeguards requiring equivalent privacy protection standards
- Regularly audit overseas processing arrangements for compliance
- Maintain the ability to recall or delete data as required under Australian law
7. Access and Correction
You have the right to:
- Request access to the personal information we hold about you
- Ask us to correct any inaccurate or outdated information
- Request deletion of your personal information in certain circumstances
- Obtain a copy of your data in a portable format when technically feasible
To exercise these rights, contact us at support@instantreceipts.com.au. We will respond within 30 days and may charge a reasonable fee for complex access requests.
8. Retention and Deletion
Retention Period
We retain your personal information while your account is active and you continue to use our services. Business and financial records are retained for 7 years in accordance with Australian tax record-keeping requirements. Marketing preferences and communication logs are retained until you opt out.
Account Cancellation
Upon account cancellation or service termination:
- We may retain essential data for 12 months for backup, dispute resolution, and legal purposes
- Tax-related business records are retained for the full 7-year period as required by law
After the retention period, data will be securely deleted or anonymised. You may request immediate deletion of non-essential personal information.
9. Cookies and Analytics
Cookie Usage
Our website and mobile applications use cookies and similar technologies to:
- Enable essential functionality and maintain user sessions
- Remember your preferences and account settings
- Analyse website traffic through Google Analytics and similar services
- Improve our AI-powered features through usage pattern analysis
- Provide personalised content and recommendations
Cookie Management
You can control cookie settings through your browser preferences. Disabling certain cookies may limit website functionality. Essential cookies required for account access cannot be disabled. You can opt out of analytics cookies while maintaining service access.
10. Marketing Communications
Communication Types
With your consent, we may send:
- Product updates and new bookkeeping feature announcements
- Educational content about GST compliance and tax obligations for tradies
- Industry-specific tips for contractors and small business owners
- End-of-financial-year reminders and BAS lodgement notifications
- Special promotional offers and service upgrades
Opt-Out Options
Click the unsubscribe link in any marketing email, update your communication preferences in your account settings, or contact us directly at support@instantreceipts.com.au. Opt-out requests are processed within 5 business days.
11. Data Breach Notification
In accordance with the Notifiable Data Breaches (NDB) scheme:
Our Obligations
- Assess any suspected data breach within 30 calendar days
- Notify the Office of the Australian Information Commissioner (OAIC) of eligible breaches likely to result in serious harm
- Notify affected individuals as soon as practicable after becoming aware of an eligible breach
- Maintain detailed records of all breach assessments and responses
Eligible Data Breaches
An eligible data breach occurs when there is unauthorised access, disclosure, or loss of personal information that would likely result in serious harm to affected individuals, such as identity theft, financial fraud, or significant emotional distress.
12. Children's Privacy
Our bookkeeping services are designed for business use and are not intended for individuals under 18 years of age. We do not knowingly collect personal information from children under 18. If we become aware that we have collected such information, we will take immediate steps to delete it.
13. Changes to This Policy
We may update this Privacy Policy from time to time to reflect:
- Changes in our business practices or services
- Updates to Australian privacy legislation
- Improvements to our security and data protection measures
We will notify you of significant changes by:
- Email notification to your registered account
- Prominent notice on our website and mobile application
- In-app notifications when you next log in
14. Contact Us and Complaints
Privacy Enquiries
For questions about this Privacy Policy or our privacy practices, contact our Privacy Officer:
