Privacy Policy

1. About this policy

Beemur Pty Ltd (ABN 49 644 811 405), which runs Billbook, is bound by the Privacy Act 1988 (Cth) and the Australian Privacy Principles. This policy explains how we handle personal information when you visit our website, use Billbook, or contact us.

Much of the information in Billbook is put there by businesses and practices about other people, such as a business's employees and customers or a practice's clients. When we handle that information, we do it for the business or practice that put it there, under our agreement with them. They decide what to collect and are responsible for telling those people about it. If you're one of those people, you can also contact the business or practice directly.

2. What we collect

• Account details: name, email, phone, sign-in details and security settings.
• Business and practice details: business names, ABNs, addresses, owners, directors and the people who work there.
• Financial and tax information entered into the service: invoices, bills, bank transactions, ledgers, tax returns and workpapers.
• Payroll information: employee names, contact and bank details, tax file numbers, pay, leave and super details.
• Identity information for anti-money laundering checks a practice runs: identity documents, beneficial owners and screening results.
• Billing information: what you've bought and paid. Card details are held by our payments provider, not by us.
• Usage and device information: pages and features used, browser, device, IP address, and logs used for security and troubleshooting.
• What you send us: messages, contact form details and support conversations.

We don't ask for sensitive information (such as health or religious information) unless you or a practice choose to record it, for example a private health insurance statement uploaded for a tax return.

Billbook isn't intended for children. An employer may enter information about young employees for payroll; that information is handled as described here.

If you don't give us information we need, we may not be able to provide the service or a particular feature.

3. How we collect it

• From you, when you sign up, use the service or contact us.
• From the business or practice that invites you (for example your employer or accountant).
• From apps and services you connect, such as an online store or a bank file you upload.
• From public and government sources, such as the ABN register, and the government's sanctions list when a practice screens a client.
• Automatically, through cookies and logs (see our Cookie Notice).

4. Why we use it

• To provide, run and support the service, including the features you or your business or practice choose to use.
• To bill for paid plans.
• To keep the service and your account secure, and to prevent fraud and misuse.
• To meet our legal obligations.
• To send service messages, such as receipts, security alerts, and requests or documents from your accountant.
• To improve the service, mostly using combined, de-identified information.
• To power AI features you or your practice turn on, as set out in our AI Terms.
• To send marketing, only with your consent (see "Marketing and spam").

5. Tax file numbers

We handle tax file numbers in line with the Privacy (Tax File Number) Rule 2015. In particular:

• we only collect, use and disclose a tax file number for a purpose the tax, super or personal assistance laws allow, such as payroll, super and preparing tax returns;
• we never use a tax file number to identify you or match records, and never ask for one when it isn't needed;
• tax file numbers are encrypted in our database and shown only to people who need them;
• we securely destroy or de-identify a tax file number when it's no longer needed by law.

6. Who we share it with

• Service providers who help us run Billbook, such as hosting, database, email and payments providers. They're listed on our Subprocessors page and may only use the information to provide their service to us.
• Your accountant, bookkeeper, business or practice, as you or the subscriber of the account direct.
• Apps and services you choose to connect.
• Government agencies, such as the ATO, when you or your practice use a feature that sends information to them, or when the law requires it.
• Our professional advisers, and a buyer of our business if it's sold, under confidentiality.

We never sell personal information.

7. Information sent overseas

Billbook's data is stored in Australia, in Sydney. Some service providers handle limited information outside Australia:

• Email delivery: the content and addresses of emails we send and receive pass through our email provider in the United States.
• Payments and billing: our payments provider processes billing and card details in Australia and the United States.
• Our contact form: messages you send through the form on our website are collected by our form provider, Tally, in the European Union.
• Website analytics, only if switched on and only after you agree: provided from the United States.
• AI: our AI features run in Sydney by default. If a feature uses a provider outside Australia, it's listed on our Subprocessors page, and names and identifiers are removed before anything is sent.

We take reasonable steps so these providers protect the information in a way consistent with the Australian Privacy Principles.

8. Keeping it secure

We protect personal information with encryption in transit and at rest, extra encryption for tax file numbers and identity numbers, separation of each business's and practice's data at the database level, access controls, two-step sign-in options, and audit logs of changes. Only people who need access to do their job get it.

9. How long we keep it

We keep personal information while your account is open and for as long as the law requires afterwards (for example, tax records generally for 5 years, and anti-money laundering records for 7 years). When we no longer need it, we delete or de-identify it.

10. Cookies

We use cookies and similar technology to keep you signed in, keep the service secure and, only with your OK, measure how our website is used. Our Cookie Notice has the details.

11. Marketing and spam

We'll only send you marketing emails if you've agreed to them. Every marketing email says it's from us and has an unsubscribe link that works within 5 business days. We follow the Spam Act 2003 (Cth).

Service messages (such as receipts, security alerts and messages from your accountant) aren't marketing and keep coming while you have an account.

We don't use a practice's client list to market to its clients.

12. Seeing and fixing your information

You can ask for a copy of the personal information we hold about you, or ask us to correct it, by emailing privacy@billbook.com.au. We'll respond within 30 days and won't charge you. If we can't do what you ask, we'll tell you why. Much of your information can also be viewed and changed directly in the service.

13. Data breaches

If we suspect a data breach, we act quickly to contain it and assess it within 30 days. If it's likely to cause serious harm, we'll notify the people affected and the Office of the Australian Information Commissioner under the Notifiable Data Breaches scheme, and tell affected businesses and practices so they can meet their own obligations.

14. Complaints

If you're unhappy with how we've handled your information, email privacy@billbook.com.au and we'll respond within 30 days. If you're still not satisfied, you can complain to the Office of the Australian Information Commissioner at oaic.gov.au or on 1300 363 992.

15. Changes to this policy

We'll update this policy as Billbook changes. If a change materially affects you, we'll tell you by email or in the service. The version and date are at the top of this page.

16. Contact us

Privacy Officer, Beemur Pty Ltd, Suite 329/98-100 Elizabeth Street, Melbourne VIC 3000. Email privacy@billbook.com.au or ring 0489 996 331.