Privacy Policy

Last updated: 14 February 2025

1. Introduction

Accurate Digits Pty Ltd ("Accurate Digits", "we", "us", or "our") is committed to protecting your privacy. This Privacy Policy outlines how we collect, use, disclose, and protect your personal information when you use our website and services ("Service").

By accessing or using the Service, you agree to the collection and use of your information in accordance with this Privacy Policy. We comply with the Australian Privacy Act 1988 and the Australian Privacy Principles (APPs), ensuring that your personal information is handled responsibly and transparently.

2. Collection of Information

We may ask for certain information when you register for an Accurate Digits account or correspond with us (such as a username, your first and last names, profession, physical and e-mail address).

We also collect any messages you send us through the Service (such as user feedback and support cases).

We collect documents, data, and content you upload to the Service for processing ("User Content"). User Content may include confidential or proprietary information. You are responsible for ensuring you have the right to upload such information and that it does not contain personal identifiable information.

We use this information to operate, maintain and provide the features and functionality of the Service to you, to correspond with you, and to address any issues you raise about the Service.

We use cookies and similar technologies provided by third parties to enhance your experience, analyse usage, and for marketing purposes. You can control or reset your cookies and similar technologies through your web browser, which will allow you to customize your cookie preferences and to refuse all cookies or to indicate when a cookie is being sent. However, some features of the Service may not function properly if the ability to accept cookies is disabled.

Log file information is automatically reported by your browser or mobile device each time you access the Service. When you use our Service, our servers automatically record certain log file information. These server logs may include anonymous information such as your web request, browser type, referring / exit pages and URLs, number of clicks and how you interact with links on the Service, domain names, landing pages, pages viewed, and other such information.

When you use the Service, we may employ clear GIFs (also known as web beacons) which are used to anonymously track the online usage patterns of our users. In addition, we may also use clear GIFs in HTML-based emails sent to our users to track which emails are opened and which links are clicked by recipients. This information allows for more accurate reporting and improvement of the Service.

3. Use of Information

We use the collected information for the following purposes:

1. Providing the Service: To operate, maintain, and provide you with the features and functionality of the Service. This includes allowing you to log into Accurate Digits, operating the Service, billing you for transactions that you make via the Service. We also use information we collect about you automatically to remember information about you so that you will not have to reenter it during your visit or the next time you visit the site.
2. For data analytics: We use information about you to help us improve the Accurate Digits Service and our users’ experience, including by monitoring aggregate metrics such as total number of visitors, traffic, and demographic patterns.
3. Improving the Service: We may analyse your activity, content, and related data in your account to provide and customise the service. We do not review or access User Content unless necessary to support specific user requests, such as customer support requests.
4. Communications: To send you transactional emails, updates, security alerts, and support messages. With your consent, we may send you promotional emails. You can opt out of marketing communications at any time.
5. To promote and drive engagement with the Accurate Digits Service: We may use your contact information to get in touch with you about taking part in our surveys or about features and offers relating to the Service that we think you would be interested in. We also use information we collect about you to make sure that you get the most relevant offers and promotions based on your use of the Service, and your preferences. You can opt-out of these communications as described below.
6. For advertising purposes: We use information about you, including cookies information and other information we (and our third-party partners) collect from you automatically about your use of the Service, to serve, personalize and measure the effectiveness of advertising on the Service and third-party sites and platforms. This includes showing you advertising we think you might find interesting as well as displaying advertising to potential new users that have similar interests.
7. For matters that you have specifically consented to: From time to time, Accurate Digits may seek your consent to use your information for specific purposes beyond the core functionality of the Service. For example, you may opt-in to receive our newsletter, product updates, or promotional materials. Where you have provided consent, we will use your information solely for that purpose. You can withdraw your consent at any time, such as by clicking the “unsubscribe” link in our emails or by contacting us directly.
8. For troubleshooting, error resolution and service improvement: We may need to review your content to support your request for help, correct general errors with the Accurate Digits Service or improve our services.
9. For matters that we are required to use your information by law: Accurate Digits will use or disclose your information where we reasonably believe that such action is necessary to (a) comply with the law and the reasonable requests of law enforcement; (b) to enforce our Terms of Use or to protect the security or integrity of our Service; and/or (c) to exercise or protect the rights, property, or personal safety of Accurate Digits, our users or others.

Accurate Digits does not use the contents of uploaded files or any personal data for AI model training purposes.

4. Sharing of Information

We may share your information in the following circumstances:

1. Service Providers: With third-party service providers who perform services on our behalf, such as billing, customer support, email services, hosting and storage, AI providers, security, marketing services, and data analytics.
2. Legal Requirements: If required by law, or to respond to legal processes, we may disclose your information to law enforcement agencies or regulatory bodies. We may also share information where we have a good-faith belief that it is necessary to detect, prevent or address fraud, breaches of our Terms of Use, harmful or illegal activity, to protect Accurate Digits (our rights, property or intellectual property), you or others, including as part of investigations or regulatory enquiries or to prevent death or imminent bodily harm.
3. Business Transfers: Accurate Digits may also share, sell or transfer your information to third parties in connection with or contemplation of (including as part of the due diligence process) any merger, acquisition, reorganisation, financing, sale of assets, bankruptcy or insolvency event involving Accurate Digits or any portion of our assets, services or businesses. Information such as customer names and email addresses, User Content and other user information related to the Service may be among the items shared, sold or otherwise transferred in these types of transactions. You will be notified via email and/or a notice on the Service if such a transaction takes place and be given notice of any material changes to the way we handle your data under this policy.

We do not sell or rent your personal information to third parties for their marketing purposes.

5. How we transfer, store and protect your data

Your information is primarily stored and processed in Australia, where our operations are based and where we use AWS for hosting and storage.

In addition, we use third-party service providers, including HubSpot, Stripe, and OpenAI, which may process certain data internationally, including in the United States. We ensure that all data transfers comply with applicable laws and take appropriate steps to protect your personal information wherever it is stored and processed.

Where required under applicable laws, you consent to the transfer, processing, and storage of your information in Australia, the United States, or other countries where our service providers operate, as outlined in this Privacy Policy.

6. Data Security

Accurate Digits is committed to protecting your personal information through robust technical and organisational security measures designed to prevent unauthorised access, loss, misuse, or alteration.

• Password Security: We require the creation of a unique password and verification of your email before granting access to your account. You are responsible for maintaining the secrecy of your password, securing your account information, and controlling access to any email communications from Accurate Digits at all times.
• Multi-Factor Authentication (MFA): Users can enable MFA to add an extra layer of security to their accounts.
• Encryption: We use strong encryption protocols to protect your data. Data is encrypted in transit using TLS 1.2+ and at rest using AES-256 encryption standards, as provided by our cloud infrastructure (AWS).
• Data Minimisation and Retention: As part of our data security practices, we retain User Content and any derivative data for no longer than 1 day after service provision. This limited retention period reduces potential security risks by ensuring that sensitive data is not stored longer than necessary. After this period, the data is securely and permanently deleted from our systems.
• Access Controls: We implement Role-Based Access Control (RBAC) to ensure that only authorised personnel can access personal data, based on their specific job responsibilities.
• Audit Logging: We maintain detailed audit logs to track data access and modifications, supporting data integrity and accountability.
• Vendor Security: Our third-party providers, including AWS, HubSpot, OpenAI, and Stripe, adhere to strict security standards, such as SOC 2 Type 2 and PCI DSS compliance.
• Incident Response: We have an established incident response plan to promptly address and mitigate potential data breaches, in line with the Notifiable Data Breaches (NDB) scheme in Australia.

While we employ these security measures, Accurate Digits cannot ensure or warrant the security of any information you transmit to us, nor can we guarantee that information on the Service may not be accessed, disclosed, altered, or destroyed due to unforeseen vulnerabilities. Additionally, Accurate Digits is not responsible for the functionality or security of any third-party systems with which we integrate.

We encourage users to maintain strong passwords, enable MFA where available, and report any suspicious activities to us promptly.

7. Data Retention

We retain your information as long as necessary to provide and improve the Service, comply with legal obligations, resolve disputes, and enforce our agreements.

1. User Content: All uploaded User Content and data is retained by us only for a period of 1 day to support post-service user requests and is securely deleted thereafter.
2. Usage data: We retain non-personal, aggregated data for as long as it is necessary to support service improvement, analytics, and business operations.
3. Account information: Retained while account is active and for 7 years after closure, as required by law and any audit obligations, for backup and archival purposes or for any other legitimate business purpose.

8. AI / ML Model

Our application integrates with third-party AI/ML services to enhance functionality and user experience. This section clarifies how user data is handled in relation to use with AI/ML models provided.

Use of AI/ML services:

• Limited data set: We apply strict data minimisation principles to our AI/ML models, ensuring they only access the data necessary for specific processing purposes. We share extracted data, such as text data or relevant metadata, to deliver specific functionalities within the Service.
• No Training of Generalised AI/ML Models: We do not use User Content or any extracted data, including text, tables or metadata, to develop, improve, or train generalised AI or ML models.
• No Transfer for Model Training Purposes: We transfer a limited subset of extracted text, table data, and metadata from User Content to third-party AI tools for processing. These third parties are contractually prohibited from using this data to train AI or ML models, as enforced through our agreements and their standard terms and privacy policies.

Purpose of AI/ML Data Use

Any data shared with AI/ML services is solely for processing specific user requests and is not retained or repurposed by third-party providers for training or improving their own AI models.

We are committed to ensuring that all data use aligns with our privacy policies and does not contribute to the development of generalised AI/ML models by any party.

Data Retention for AI Processing:

When a subset of extracted text, table data, and metadata from User Content is transferred to third-party AI tools for processing, it may be retained for a maximum of 30 days before deletion. Retention beyond this period may only occur if required by applicable laws, in which case the data will be isolated and protected from further processing, except as legally required.

9. Changes to this Privacy Policy

We may update this Privacy Policy from time to time. Any changes will be effective upon posting the revised Privacy Policy on our website. We will notify you of significant changes via email or through the Service. Your continued use of the Service after the effective date constitutes your acceptance of the revised Privacy Policy.

10. Your Consent

By providing us with your personal information, you consent to the collection, use, and disclosure of your information in accordance with this Privacy Policy.

11. Requesting deletion of your personal information

We respect your right to control your personal information. You may request access to, correction of, or deletion of your personal data associated with our organisation. To exercise these rights:

1. Contact us via email at contact@accuratedigits.com
2. In your message, please specify:
   • Your full name
   • The nature of your request (access, correction, or deletion)
   • Any relevant details to help us identify your information.

We will respond to your request within a reasonable time period, as required by applicable laws and legislations. We will make every effort to fulfil your request promptly, subject to legal and operational requirements.

Please note that in some circumstances, we may need to retain certain information for legal, security, or operational purposes. We will inform you if this affects our ability to fully comply with your request.

12. Contact Us

If you have any questions, concerns, or complaints about this Privacy Policy or our handling of your personal information, please contact us at:

Email: contact@accuratedigits.com

We will investigate your complaint and respond within a reasonable timeframe.