Privacy Policy

1. Introduction

FlowBooks Pty Ltd (ABN: [TBC]) (“FlowBooks”, “we”, “us”, or “our”) is committed to protecting your privacy. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our payroll and bookkeeping software and services (the “Service”).

We comply with the Australian Privacy Principles (APPs) contained in the Privacy Act 1988 (Cth) and other applicable privacy laws in Australia.

2. Information We Collect

2.1 Information You Provide

We collect information that you voluntarily provide to us, including:

• Account Information: Name, email address, phone number, business name, ABN
• Employee Data: Employee names, addresses, tax file numbers (TFNs), bank details, salary information, superannuation fund details, employment history
• Financial Information: Bank account details, transaction data, invoices, expenses, income records
• Payment Information: Credit card details (processed securely through our payment processor)
• Communication Data: Support requests, feedback, and correspondence with us

2.2 Automatically Collected Information

• Usage Data: IP address, browser type, device information, access times, pages viewed
• Cookies and Tracking: We use cookies and similar technologies to enhance user experience
• Log Data: System logs and error reports for service improvement and security

3. How We Use Your Information

We use your information for the following purposes:

• Service Delivery: To provide payroll processing, bookkeeping, and reporting services
• Compliance: To comply with Australian taxation and employment laws, including STP reporting to the ATO
• Account Management: To manage your account, process payments, and provide customer support
• Communication: To send service updates, security alerts, and administrative messages
• Improvement: To improve our Service, develop new features, and analyze usage patterns
• Security: To detect, prevent, and address fraud, security issues, and technical problems
• Legal Obligations: To comply with legal requirements and respond to lawful requests

4. Information Sharing and Disclosure

We may share your information with:

4.1 Service Providers

We work with third-party service providers who assist us in operating our Service, including:

• Cloud hosting providers (data stored in Australia)
• Payment processors
• Email service providers
• Analytics providers

4.2 Government Authorities

We report payroll information to the Australian Taxation Office (ATO) through Single Touch Payroll (STP) as required by law. We may also disclose information to comply with legal obligations, court orders, or government requests.

4.3 Business Transfers

In the event of a merger, acquisition, or sale of assets, your information may be transferred to the new entity, subject to the same privacy protections.

4.4 With Your Consent

We may share your information with other parties when you provide explicit consent.

5. Data Security

We implement appropriate technical and organizational measures to protect your information:

• Data encryption in transit (TLS/SSL) and at rest
• Secure data centers located in Australia
• Regular security audits and vulnerability assessments
• Access controls and authentication mechanisms
• Employee training on data protection
• Regular backups and disaster recovery procedures

However, no method of transmission or storage is 100% secure. While we strive to protect your information, we cannot guarantee absolute security.

6. Data Retention

We retain your information for as long as necessary to provide our Service and comply with legal obligations:

• Payroll Records: Minimum 7 years as required by Australian taxation law
• Financial Records: Minimum 7 years as required by taxation law
• Account Information: Until account deletion, plus any legally required retention period
• Marketing Data: Until you opt out or request deletion

7. Your Rights

Under Australian privacy law, you have the right to:

• Access: Request access to your personal information
• Correction: Request correction of inaccurate or incomplete information
• Deletion: Request deletion of your information (subject to legal retention requirements)
• Opt-out: Unsubscribe from marketing communications
• Complaint: Lodge a complaint about our privacy practices
• Data Portability: Request export of your data in a structured format

To exercise these rights, contact us at privacy@flowbooks.com.au

8. Cookies and Tracking Technologies

We use cookies and similar technologies to improve your experience. You can control cookies through your browser settings. Note that disabling cookies may affect Service functionality.

Types of cookies we use:

• Essential Cookies: Required for Service operation
• Performance Cookies: Help us understand how the Service is used
• Functional Cookies: Remember your preferences

9. Third-Party Links

Our Service may contain links to third-party websites. We are not responsible for the privacy practices of these sites. We encourage you to review their privacy policies.

10. Children's Privacy

Our Service is not intended for individuals under 18 years of age. We do not knowingly collect information from children. If you believe we have collected information from a child, please contact us immediately.

11. International Data Transfers

Your data is primarily stored on servers located in Australia. We do not routinely transfer data overseas. If overseas transfer becomes necessary, we will ensure appropriate safeguards are in place.

12. Changes to This Privacy Policy

We may update this Privacy Policy from time to time. We will notify you of significant changes by email or through the Service. Continued use of the Service after changes constitutes acceptance of the updated policy.

13. Contact Us

If you have questions about this Privacy Policy or wish to exercise your privacy rights, contact us:

If you are not satisfied with our response, you may lodge a complaint with the Office of the Australian Information Commissioner (OAIC):