Privacy Policy

This Privacy Policy explains how My Accounts (operated by its current owner and successor entities, collectively 'My Accounts', 'we', 'us', or 'our') collects, uses, stores, discloses, and protects personal information when you use our cloud-based accounting and business operations platform and related services (collectively, the 'Platform').

My Accounts is committed to complying with the Privacy Act 1988 (Cth) and the Australian Privacy Principles (APPs). By accessing or using the Platform, you consent to the practices described in this Policy.

1. Who We Are

My Accounts is a cloud-based Lead-to-Ledger operating system for Australian businesses. The Platform combines CRM, quoting, invoicing, purchasing, banking, and general ledger accounting in one unified workflow. Optional add-on modules include Lead & CRM Intelligence, FullEnrich CRM Data, Soft Phone, Purchases & Expenses, Contractors & Field Ops, Banking & Bank Feeds, and Timesheets.

Enquiries regarding this Policy may be directed via the contact options at my-accounts.com.au.

2. What Personal Information We Collect

We collect personal information necessary to provide, operate, and improve the Platform. This includes:

Account and identity information: name, email address, phone number, business name, and role, provided when registering or contacting us.

Billing and payment information: subscription and billing details processed via our payment processor. We do not store full payment card numbers; card data is handled by our payment processor in accordance with its own privacy and security standards.

Business and operational data: customer and supplier contact records, deal and pipeline data, quotes, invoices, purchase orders, expense records, timesheet entries, bank transaction data, and journal entries entered into or generated by the Platform. This data may include personal information about your customers, suppliers, contractors, and employees.

CRM and lead data: if the Lead & CRM Intelligence add-on is active, prospect data sourced from web, geospatial, and planning signals, including business names, contact details, and enrichment data obtained through FullEnrich or similar services.

Communications data: call recordings made through the Soft Phone add-on, which are recorded against the relevant contact's activity timeline.

AI-processed data: if AI-assisted features are active (see Section 7), limited data processed in connection with those features.

Usage and technical data: log files, IP addresses, device type, browser type, session activity, and feature usage analytics used to operate, secure, and improve the Platform.

Communications: the content of enquiries, support requests, or other correspondence you send to us.

3. How We Collect Personal Information

We collect personal information:

Directly from you when you create an account, subscribe, enter data into the Platform, upload documents, or contact us.

Automatically through your use of the Platform via cookies, server logs, and analytics tools.

From third-party data enrichment services (FullEnrich and similar) where you have activated those features within the Platform.

From bank feed connections you authorise through the Banking & Bank Feeds add-on.

From third-party AI providers in connection with AI-assisted features, as described in Section 7.

4. How We Use Personal Information

We use the personal information we collect to:

Provision, operate, and maintain the Platform and your account.

Process subscription and usage-based payments and manage billing.

Provide customer support and respond to enquiries.

Send service-related notifications, security alerts, and system messages.

Enable add-on features you have activated, including data enrichment, calling, and AI-assisted functions.

Improve, develop, and optimise the Platform and its features.

Comply with our legal obligations, including responding to lawful requests from regulatory and tax authorities.

Enforce our Terms and Conditions and protect the rights and safety of My Accounts, our users, and third parties.

We do not use your business data or client information for marketing purposes, and we do not sell personal information to third parties.

5. Disclosure of Personal Information

We may disclose personal information to:

Service providers who assist us in operating the Platform, including cloud infrastructure providers, payment processors, analytics providers, and email delivery services, each bound by appropriate confidentiality and data-handling obligations.

FullEnrich and similar data enrichment providers, to the extent necessary to return contact enrichment results where you have activated and triggered those features.

Soft Phone infrastructure providers, to the extent necessary to enable and record calls made through the Platform.

Google LLC (in connection with Gemini-powered AI features), to the extent necessary to process inputs submitted through those features. See Section 7.

Regulatory authorities, courts, or law enforcement agencies where required or permitted by law.

Successors in the event of a merger, acquisition, restructuring, or sale of all or part of our business, provided the receiving entity agrees to be bound by the terms of this Policy.

We do not otherwise disclose personal information to third parties without your consent, except as described in this Policy or as required by law.

6. Data Storage and Security

Your data is stored on secure cloud infrastructure. We implement appropriate technical and organisational measures to protect personal information from unauthorised access, disclosure, alteration, or destruction, including encryption in transit and at rest, access controls, and regular security reviews.

Role-based access controls allow subscription administrators to manage which users within a company can access which modules and data. Data is scoped per company entity, supporting multi-company isolation.

No method of electronic storage or transmission is completely secure. While we use commercially reasonable security measures, we cannot guarantee absolute security.

7. AI Features and Third-Party AI Processing

My Accounts uses AI-assisted features in limited parts of the Platform - primarily within the Lead & CRM Intelligence add-on (including AI enrichment, LLM-powered search planning, and web crawl features). These features are powered by Google Gemini, a large language model service provided by Google LLC.

When AI-assisted features are used, data you submit (such as prospect queries, search parameters, or contact context) may be transmitted to Google's servers for processing. This processing is governed by Google's Privacy Policy and applicable data processing terms. We encourage you to review Google's documentation.

AI is not used extensively across the Platform. Core accounting, invoicing, banking, purchasing, and reporting functions do not use AI processing. See our separate AI Policy for full details of the scope of AI use, data handling, and the limitations of AI-generated outputs.

8. Data Retention

We retain your personal information and business data for as long as your account is active and for a reasonable period thereafter to satisfy our legal, contractual, and audit obligations. When your subscription ends, we will retain your data for a 30-day export window before automatic deletion, subject to any legal obligation to retain data for a longer period.

9. Access and Correction

Under the Privacy Act 1988 (Cth), you have the right to request access to personal information we hold about you and to request correction of information that is inaccurate, out of date, incomplete, irrelevant, or misleading. Requests may be made via the contact options at my-accounts.com.au. We will respond within 30 days.

In some circumstances we may decline access or correction as permitted by the APPs. If we decline, we will give you written reasons.

10. Complaints

If you believe we have handled your personal information in breach of the Privacy Act 1988 (Cth) or this Policy, please contact us in the first instance. We will endeavour to resolve your complaint within 30 days. If you are not satisfied with our response, you may lodge a complaint with the Office of the Australian Information Commissioner (OAIC) at oaic.gov.au.

11. Cross-Border Disclosure

Some of our service providers, including Google LLC in connection with Gemini-powered AI features and FullEnrich in connection with CRM enrichment, are located outside Australia. By using those features, you consent to the disclosure of relevant data to overseas recipients. We take reasonable steps to ensure overseas recipients handle personal information consistently with the APPs, including through contractual data processing terms where available.

12. Changes to This Policy

We may update this Privacy Policy from time to time. Where changes are material, we will provide notice through the Platform or by email. Your continued use of the Platform after the effective date of any updated Policy constitutes your acceptance of the revised terms.

Contact: my-accounts.com.au

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