Privacy Policy

1. Information We Collect

We collect different types of information depending on how you interact with our platform. Some information you provide directly, while other data is collected automatically as you use our services.

Personal Information You Provide

When you create an account or use qaretholinux services, we may collect:

• Name, email address, and phone number
• Billing and payment information including credit card details
• Business information such as company name and ABN
• Financial transaction data you upload for categorization
• Communication preferences and feedback you provide

Automatically Collected Information

Our systems automatically gather certain technical data:

• Device information including IP address, browser type, and operating system
• Usage patterns such as pages visited and features accessed
• Session duration and interaction timestamps
• Cookies and similar tracking technologies

Financial Data

Given our focus on expense categorization, we process transaction records, receipts, and related financial documents. This data is handled with extra care and stored using industry-standard encryption methods.

2. How We Use Your Information

The information we collect serves specific purposes that help us deliver and improve our services. We don't use your data for unrelated activities without your permission.

We also use aggregated, anonymized data for research and statistical analysis. This helps us understand trends and improve our categorization algorithms without identifying individual users.

3. Data Sharing and Third Parties

We don't sell your personal information. However, we do share data with specific third parties who help us operate our business. These relationships are governed by strict confidentiality agreements.

Service Providers

We work with companies that provide essential infrastructure:

• Cloud hosting providers for data storage and processing
• Payment processors who handle transactions securely
• Email service providers for communications
• Analytics platforms that help us understand user behavior
• Customer support tools for managing inquiries

Legal Requirements

We may disclose information when required by Australian law or to protect our legal rights. This includes responding to court orders, government investigations, or legitimate requests from law enforcement.

4. Your Privacy Rights

Under Australian privacy law, you have several rights regarding your personal information. We've made it straightforward to exercise these rights.

Access and Correction

You can request a copy of the personal data we hold about you. If any information is inaccurate or outdated, you have the right to have it corrected. Simply log into your account settings or contact us directly.

Data Deletion

You can request deletion of your personal information at any time. We'll process this within 30 days, though we may need to retain certain records to comply with legal obligations or resolve disputes.

Data Portability

You can export your transaction data and categorization history in common file formats. This makes it easy to move your information to another service if you choose.

Marketing Communications

You can opt out of promotional emails at any time using the unsubscribe link in our messages. Even if you opt out, we'll still send essential account-related communications.

Complaints

If you're concerned about how we've handled your personal information, please contact us first. We take complaints seriously and will investigate promptly. If you're not satisfied with our response, you can lodge a complaint with the Office of the Australian Information Commissioner.

5. Data Security

We implement multiple layers of security to protect your information from unauthorized access, alteration, or disclosure.

Technical Safeguards

• 256-bit SSL encryption for all data transmission
• AES-256 encryption for data at rest
• Regular security audits and penetration testing
• Firewalls and intrusion detection systems
• Multi-factor authentication options for users
• Automated backup systems with encrypted storage

Organizational Measures

Our team follows strict internal protocols. Only authorized employees can access personal data, and they're trained on privacy best practices. We conduct regular reviews of our security procedures and update them as threats evolve.

While we take reasonable precautions, no system is completely secure. We encourage you to use strong passwords and keep your login credentials confidential.

6. Data Retention

We retain your personal information only as long as necessary for the purposes outlined in this policy or as required by law.

Active Accounts

While your account is active, we keep your data to provide ongoing services. This includes your profile information, transaction history, and categorization records.

Closed Accounts

When you close your account, we delete most personal data within 90 days. However, we may retain certain information longer to comply with tax regulations, resolve disputes, or meet other legal obligations. Financial records related to tax reporting may be kept for up to seven years as required by Australian law.

Anonymized Data

We may retain anonymized, aggregated data indefinitely for research and service improvement. This data cannot be linked back to individual users.

7. International Data Transfers

Your data is primarily stored on servers located in Australia. However, some of our service providers operate internationally, which means your information may be transferred to and processed in other countries.

When we transfer data overseas, we ensure adequate protections are in place through standard contractual clauses or by working only with providers in countries with recognized data protection frameworks. The countries involved may include the United States and members of the European Union.

Despite these transfers, your data remains subject to the Australian Privacy Principles and this privacy policy.

8. Cookies and Tracking

We use cookies and similar technologies to improve your experience and understand how you interact with our platform.

Types of Cookies We Use

• Essential cookies: Required for basic platform functionality like login and security
• Performance cookies: Help us understand which features are most used
• Functional cookies: Remember your preferences and settings
• Analytics cookies: Provide insights into usage patterns and help us improve services

You can control cookies through your browser settings. Keep in mind that disabling certain cookies may affect platform functionality.

9. Children's Privacy

Our services are designed for adults managing business expenses. We don't knowingly collect personal information from individuals under 18 years of age. If we discover that we've inadvertently gathered data from a minor, we'll delete it promptly.

If you're a parent or guardian and believe your child has provided us with personal information, please contact us immediately.

10. Changes to This Policy

We review and update this privacy policy periodically to reflect changes in our practices or legal requirements. When we make significant changes, we'll notify you via email or through a prominent notice on our platform.

The date at the top of this policy indicates when it was last revised. We encourage you to check back occasionally to stay informed about how we're protecting your information.

Your continued use of qaretholinux services after policy changes indicates your acceptance of the updated terms.

11. Third-Party Links

Our platform may contain links to external websites or services. We're not responsible for the privacy practices of these third parties. When you leave our platform, we encourage you to read the privacy policies of any site you visit.