Privacy policy

This policy covers The Profit Analyst app (“the app”), run by The Profit Analyst Australia Pty Ltd (ABN 83 651 793 449), trading as The Profit Analyst (“we”, “us”). We handle personal information in line with the Australian Privacy Principles in the Privacy Act 1988 (Cth). Our coaching services and website have their own privacy policy.

• Your name, email address and login details (passwords are stored only in encrypted form).
• Your business's accounting figures: the chart of accounts, monthly profit and loss and balance sheet figures, and bank transactions, either uploaded by you or read from your connected accounting software.
• Forecast assumptions, notes and settings you enter in the app.
• A security record of sign-ins and changes, including the date and time, your IP address and browser type.

Bank transactions can include the names of people your business pays or is paid by, such as staff or suppliers. We handle them in the same way. We don't ask for sensitive information such as health details or tax file numbers.

If you request access on our Get started page, we receive your name, email address, phone number and business name by email, and use them only to reply to you.

Only to provide the app: to build your reports and forecasts, to let the people you invite (such as your adviser) see them, to send you the emails the app needs (such as sign-in links and report notices), to support you, and to keep the service secure.

We never sell data that identifies you or your business, and we don't use it for advertising. We may combine de-identified figures from many businesses into statistics (such as industry averages); these never identify you or your business.

You can connect Xero, QuickBooks or MYOB. When you do, the app reads, with read-only access and only what it needs: your organisation's name and currency, chart of accounts, monthly profit and loss and balance sheet figures, and bank transactions. If you sign in with your accounting software, we also receive your name and email address. The app never changes anything in your accounting software.

We use this data only to provide the app to you. We handle it for you, not on behalf of Xero, Intuit (QuickBooks) or MYOB.

The access keys your accounting software gives us are encrypted before they're stored. You can disconnect at any time from the app or from inside your accounting software. When you do, we stop reading your data and delete the access keys straight away. The figures already in the app stay, so your reports keep working, until you ask us to delete them.

To suggest how your accounts and bank transactions should be categorised, the app sends account names and transaction descriptions (never your login details) to Anthropic, our AI provider, only to show you those suggestions in the app. Anthropic is contractually barred from using them to train its models. We never use your data, or data from your accounting software, to train or improve any AI model.

The app doesn't make decisions about people automatically. AI only suggests categories, which you or our team can review and change.

We use these providers to run the app. Each one uses your data only to provide its service to us.

• Supabase: stores the app's data and handles sign-in. Australia (Sydney).
• Render: runs the app's servers. Singapore.
• Resend: sends the app's emails, so it receives your name, email address and the email's content. United States.
• Anthropic: AI suggestions, receiving account names and transaction descriptions only. United States.

So some of your information is processed outside Australia, in Singapore and the United States. We choose providers that protect data to a standard comparable to the Australian Privacy Principles.

You, the people you invite, and The Profit Analyst team members working with your business. We share data with anyone else only if the law requires it, or with a buyer of our business who agrees to this policy.

Data is encrypted in transit and at rest. Sign-in can require a second step (an authenticator app, or signing in with your accounting software), and we record sign-ins and changes so unusual activity can be spotted. No system is perfectly secure, but we work to protect your data.

If a data breach is likely to cause you serious harm, we'll tell you and the Office of the Australian Information Commissioner (OAIC) as the Notifiable Data Breaches scheme requires. If the breach involves data from your accounting software, we'll also tell that provider (Xero, QuickBooks or MYOB).

• While your account is open, we keep your data so the app works.
• If you close your account or ask us to delete your data, we delete it within 30 days, and it leaves our backups within a further 30 days.
• We keep the security record of sign-ins and changes for at least a year, and anything the law requires us to keep.
• De-identified statistics don't identify anyone and may be kept.

The app uses only the cookies it needs to keep you signed in and secure. It has no advertising or analytics cookies and doesn't track you across other websites, so it doesn't respond differently to “Do Not Track” browser signals.

You can ask to see, correct or delete your data at any time by emailing privacy@theprofitanalyst.com. We'll respond within 30 days. If we can't do what you ask, we'll tell you why.

If you're in the United States: this policy lists the personal information we collect and who we share it with. We don't sell or share personal information for advertising. You can ask us to tell you what we hold about you, correct it or delete it, and we won't treat you differently for asking.

If you're in the UK or European Union: we use your data to provide the service you signed up for, and to keep it secure. You also have the right to restrict or object to how we use your data, to receive it in a portable form, and to complain to your local data protection authority.

If you have a privacy concern, email privacy@theprofitanalyst.com. We'll respond within 30 days. If you're not satisfied with our answer, you can complain to the Office of the Australian Information Commissioner at oaic.gov.au or on 1300 363 992.

The app is for businesses and isn't meant for anyone under 18.

If we make a significant change, we'll tell you in the app or by email before it takes effect. The version date at the top shows when this policy last changed.

The Profit Analyst Australia Pty Ltd, ABN 83 651 793 449. Email privacy@theprofitanalyst.com.