Privacy Policy

Last updated: [set date before launch]

1. Who we are

[Legal entity name] (ABN [ABN]), trading as AutoRemit (“we”, “us”), provides software that reconciles remittance advice against invoices in Xero. This policy explains how we handle personal information in accordance with the Privacy Act 1988 (Cth) and the Australian Privacy Principles (APPs).

2. What we collect

• Account information, your name, email address, business name and billing details when you create an account.
• Remittance documents, PDFs and images you upload or forward by email. These documents typically contain third-party information: payer names, payment amounts, dates and invoice references.
• Xero data, when you connect Xero, we access your outstanding invoices and contact names, and we write payments and document attachments. Access is granted through Xero’s authorisation flow and can be revoked by you at any time, from AutoRemit or from Xero.
• Usage data, logs of activity within the product (the activity feed) and standard technical information such as IP address and browser type.

3. Why we collect it

To provide the service: reading remittance documents, matching them to your Xero invoices, posting payments you have authorised, and maintaining an auditable record of those actions. We do not sell personal information, and we do not use your documents or Xero data for advertising.

4. Automated document reading

Remittance documents are processed with AI-based extraction to identify the payer, amount, payment date and invoice references. [Name the AI/OCR provider(s), whether data is used for model training (it should not be), and where processing occurs.]

5. Storage and security

Data is stored with [hosting provider] in [region, e.g. Sydney, Australia]. Data is encrypted in transit and at rest. [Describe access controls, backups and incident response.]

6. Retention

Remittance documents and activity records are retained while your account is active, and for [period] after closure, after which they are deleted. You can request deletion earlier, see section 9.

7. Disclosure

We disclose personal information only to the service providers necessary to run AutoRemit ([list: hosting, email ingestion, AI extraction, payments provider]), each under contractual confidentiality obligations, or where required by law. [State whether any provider is located overseas and in which countries, APP 8.]

8. Cookies and analytics

[State what the marketing site and app use. If the site uses no analytics, say so plainly.]

9. Access, correction and deletion

You may request access to, correction of, or deletion of your personal information by contacting us at [privacy contact email]. We will respond within a reasonable period. If you are unsatisfied with our response, you may complain to the Office of the Australian Information Commissioner (OAIC) at oaic.gov.au.

10. Changes to this policy

We will post any changes on this page and update the date above. Material changes will be notified to account holders by email.

11. Contact

[Privacy officer name or role] · [email] · [postal address]