Privacy Policy (Oversight)
Last updated: 1 August 2024
Introduction
This Privacy Policy has been adopted by Finlert Enterprises Pty Ltd, together with its representatives, consultants, employees, officers, and directors (collectively referred to as “Finlert,” “we,” “us,” or “our”), to ensure that we have standards in place to protect the Personal Information that we collect about individuals, which is necessary and incidental to:
(a) Providing the system and services that we offer; and
(b) The normal day-to-day operations of our business.
This Policy explains what information Finlert collects about you, how we handle our customers’ (“End Users,” “you,” or “your”) “personal information” and “personal data” as defined in the Privacy Act.
This Policy applies across all websites that we own and operate, and all services that we provide, including http://www.finlert.com ,https://leavecal.finlert.com/ ,https://subsync.finlert.com/ ,https://tayg.finlert.com/ ,https://oversight.finlert.com/ ,https://billy.finlert.com/ , and http://help.finlert.com . For the purposes of this document, we will refer to these collectively as our "Services."
By registering for or using our Services, you consent to the collection, transfer, processing, storage, disclosure, and other uses described in this Privacy Policy.
Your Data is Protected
All data is encrypted in transit and at rest.
All data is held in Australia at Amazon Web Services.
Information You Provide
Personal Information
Personal information is information or an opinion about an identified individual or an individual who is reasonably identifiable.
We collect personal information when you register for an account, create or modify your profile, or otherwise use, access, or interact with our Services. Personal information we collect includes:
Contact information such as name and email address.
You may enter this information yourself, or alternatively, your personal information may be entered by an account administrator on your behalf (usually someone from your organisation).
We also collect the following personal information from the owner of the Finlert account:
Contact information such as name and email address.
Finlert Products
Each of the Finlert products collects different information which is used differently depending on the services it is providing. Below is a list of products and how data is used by each of them.
LeaveCal - Accounting and Payroll Information
LeaveCal’s primary activity is to provide services facilitating reporting and leave visibility on businesses such as companies, trusts etc. To provide this functionality, Finlert allows you to import the following information into the services:
User details including email, firstname and lastname
Company/Business/Trust entity name
Employee names, email addresses, employment type and job titles
Any approved leave and leave balances that has been entered into your payroll platform
This information can be entered manually, or imported directly from third party services (e.g. Xero, KeyPay, PayHero) where you have provided us permission to do so. In the latter case we securely store access tokens which allow us to update the accounting and payroll information in Finlert on your behalf.
SubSync - Invoice and Customer Information
SubSync will transfer data from your connected Stripe account to your connected Xero file in line with mapping defined by you. It will also update your Stripe account based on changes you make to records in your Xero account. To provide this functionality, Finlert allows you to import the following information into the services:
User details including email, firstname and lastname
Company/Business/Trust entity name
Customer names from Stripe
Product and tax information from Stripe and Xero
Individual invoices and payments from Stripe
TaxAsYouGo - Balance Sheet and Chart of Accounts Information
TaxAsYouGo(TAYG) provides services facilitating reporting and alerts on businesses such as companies, trusts etc. To provide this functionality, Finlert allows you to import the following information into the services:
User details including email, firstname and lastname
Details from your chart of accountsData from your balance sheet
XPM WIP and Invoice Manager (Billy) - Client, Job and Invoice Information
The XPM WIP and Invoice Manager platform facilitates the reporting of WIP and the creation of invoices for accounting firms using time tracking software including Xero Practice Manager. To provide this functionality, Finlert allows you to import the following information into the services:
User details including email, firstname and lastname
Client and group information
Timesheet entries and associated tasks and jobs
Employee information
Information We Collect from Your Usage of Our Services
Log Files
As with most websites and services delivered over the Internet, we gather certain information and store it in log files when you interact with our Services. This information includes:
Browser type,
Internet protocol (IP) address,
Language preference,
URL of the referring site,
Operating system,
Date and time of each interaction.
Some URLs you access may contain your email address as necessary to perform the requested operations, and therefore, your email address would be stored in the log file.
Usage Data & Analytics
We collect usage data automatically as you interact with our Services. This data is useful as it helps us understand how you’re using our websites and services, allowing us to continue to provide the best experience possible.
Occasionally, we connect usage data to personal information to provide customer support or improve our services for individual customers. Where this occurs, it is for internal use, and the combined information is used in accordance with this Privacy Policy.
We use Google Analytics as an analytics provider. To learn more about the privacy policy of Google Analytics, refer to Google's Policies and Principles. You can also use the Google Analytics Opt-out Browser Add-on to prevent analytics information from being provided to Google Analytics.
Cookies & Other Tracking Technologies
Cookies are small data files that a website stores on a visitor’s computer. Finlert may use both session Cookies (which expire once the web browser is closed) and persistent Cookies (which stay on the computer or devices until they are deleted) to help us identify and authenticate visitors, track usage, and store preferences. You can configure your browser to stop accepting cookies or to prompt you before accepting a cookie from websites you visit. However, this may impact your use and enjoyment of Finlert’s Services.
Information We Collect from Other Sources
We may also obtain information from third parties and combine it with the information we collect within Finlert. For example, we may have access to certain information from a third-party authentication service (e.g., Google) if you log into Finlert through the service or otherwise provide us with access to information from the service. Any access that we may have to such information from a third-party authentication service is in accordance with the authorization procedures determined by that service, which will usually include a confirmation screen explaining to you what data will be shared.
By authorising us to connect with a third-party service, you typically authorise us to access and store your name, email address(es), current city, profile picture URL, and other information that the third-party service makes available to us, and to use and disclose it in accordance with this Privacy Policy. You should check your privacy settings on these third-party services to understand and change the information made available to us through these services.
How We Use the Information We Collect
Principles
We do not disclose your personal information to entities outside the Finlert group except as described in this Policy.
We will not sell or rent your personal information.
We do not share your personal information with third parties for their marketing purposes (including direct marketing) without your consent.
General Uses
The personal information we collect is used for a variety of purposes, including to:
Provide, operate, maintain, improve, and promote our Services;
Enable you to access and use our Services, including uploading information, downloading reports, and sharing access with other users;
Process payments and send you related communications, including invoices;
Send you notices, product updates, security alerts, support, and administrative messages;
Provide customer support;
Monitor and analyse trends, usage, and activities in connection with the Service, and for marketing or advertising purposes;
Understand user demographics and behaviour for the purpose of product development;
Investigate and prevent unauthorised access to the Service and other illegal activities;
Comply with our legal obligations, resolve disputes, and enforce our agreements.
Other uses of your information are outlined below.
Access by Other Users
Please be aware that, depending on their role, other users within your business may have access to certain information. For example, a user with the ‘Administrator’ role for your business’s account can:
Change your access and control the information that is made available to you.
Delete your information.
Testimonials
We may display personal testimonials of satisfied customers within our Services. With your consent, we may post your testimonial along with your name. If you wish to update or withdraw your testimonial, you can contact us using the contact information below.
Third-Party Service Providers
We may share your information with third-party service providers who provide services to us to help with our business activities. These companies are authorised to use your personal information only as necessary to provide these services to us. These services include payment processing, customer service, sending marketing communications, research and analysis, hosting, backup, and cloud computing infrastructure.
Finlert takes steps to ensure that information is treated confidentially by third-party service providers. If you would like more information on the services we use, please contact us using the contact information below.
Information Sharing with Public Authorities or Law Enforcement
In certain situations, we may be required to disclose personal information in response to lawful requests by public authorities, including to meet national security or law enforcement requirements. We may also disclose your personal information as required by law or other circumstances, such as:
To comply with a subpoena or other legal process;
When we believe that disclosure is necessary to protect our rights;
When we believe there has been a breach of our Terms of Service;
To protect your safety or the safety of others;
To investigate fraud; or
In response to a lawful government request.
For Marketing Purposes
We may share aggregated and anonymized information with third parties for similar audience marketing purposes. The third parties we share your information with for this type of marketing include Facebook and/or Google. Using your information for similar audience marketing or lookalike audience marketing helps us find new audiences (users and customers) based on similar interests to yours, thus helping us improve our marketing services. Your information may be shared with Facebook and Google for this type of marketing. By using our website and agreeing to our Privacy Policy, you are giving your consent for your information to be used for the marketing purposes described within this section.
Your Choices
You have certain rights relating to the personal information that we hold about you. You have the right to:
Know what personal information we hold about you and to ask us to correct or update it if you believe it’s incorrect or not current;
Request a copy of the personal information we hold about you;
In some jurisdictions, users may have additional rights, such as the right to request that we cease using personal information or delete it.
Accessing and Deleting Your Data
If you would like to access a copy of your data, you may submit a request via email at privacy@finlert.com. We will provide you with the requested information within a reasonable time frame, in compliance with applicable laws.
Should you wish to delete your account data, please send an email to privacy@finlert.com.
You can inquire about or exercise these rights by sending an email to privacy@finlert.com.
The length of time we retain personal information depends on what it is and whether we have an ongoing business need to retain it (for example, to provide you with a service you’ve requested or to comply with applicable legal, tax, or accounting requirements).
Marketing Communications
You can ask us not to send you marketing communications at any time. Simply follow the unsubscribe instructions contained in the marketing communication.
Even after you opt out from receiving marketing communications from us, you may continue to receive messages with important information regarding your use of the Services. For example, this may include notification of changes to our Terms of Service, password reset emails, support notifications, etc.
Data Location
Our data storage and data infrastructure provider is located in Australia. We have taken steps to ensure that our provider manages and secures our data in a way that is consistent with applicable regulatory requirements and international best practices.
Business Transfers
We may share or transfer your information (including your personal information) in connection with, or during negotiations of, any merger, sale of company assets, financing, or acquisition of all or a portion of our business. You will be notified via email and/or a prominent notice of any change in ownership or related uses or disclosures of your personal information, as well as any choices you may have regarding your personal information in those circumstances.
Contact Us
If you have any queries about this Privacy Policy, wish to seek correction or access to personal information we hold, or want to make a complaint about a breach of the Australian Privacy Principles, please contact us at privacy@finlert.com or at:
Finlert Enterprises Pty Ltd
1 Rawson Street
Wollongong
NSW 2500
Australia
An appropriate person within our organisation will consider any requests or complaints promptly and respond to you in writing.
Google APIs Limited Use Disclosure
If configured by you, Finlert will use and transfer to any other app information received from Google APIs in adherence to the Google API Services User Data Policy, including the Limited Use requirements.
Additions to This Policy
If we decide to change this Privacy Policy, we will post the changes on our webpage athttps://www.finlert.com/ . Please refer back to this Privacy Policy to review any amendments.
We may do things in addition to what is stated in this Privacy Policy to comply with the Australian Privacy Principles, and nothing in this Privacy Policy shall deem us to have not complied with the Australian Privacy Principles.