Privacy Policy

1) Purpose, scope, and who this covers

This Policy explains how we handle personal data and who is responsible for what. We primarily act as a data processor for businesses that collect personal data via our services and we offer them a standard data processing agreement. At times, we act as a data controller; when we do, we accept direct responsibility to data subjects. We comply with applicable privacy laws, including the Australian Privacy Principles (APPs) and, where relevant, the EU GDPR. We do not knowingly solicit or collect information from children under 16. Privacy is an ongoing responsibility and we will update this Policy as our practices evolve.

2) Legal bases we rely on

We process personal data under the following legal bases: consent (you agree to specific processing); contract (processing is necessary to enter into or perform a contract with you); and legitimate interests (our or a third party’s interests, balanced against your rights), which include understanding how visitors use our website, delivering and improving our services, tailoring features and communications, evaluating marketing effectiveness, and strengthening security. You can withdraw consent at any time by emailing info@betterpayroll.com.au . If no other legal basis applies, we will stop processing; if another basis applies, we may continue subject to your rights.

3) Roles and responsibilities

When we are the data controller, we decide how and why your personal data is processed. You should read this Policy carefully and understand your rights, only provide us personal data about others if you are authorised to do so for the specific purpose you provide it, and keep your personal data—including account credentials—confidential and secure.

4) What we collect and when

We collect data when you browse our website, receive or make phone calls with us, choose or order a plan or service, make a payment, use our website or app features, receive emails from us, contact customer support (including chat), opt-in to marketing emails, or where we have a lawful basis to collect data irrespective of your direct action (e.g., under GDPR Articles 6 and 9). The types of personal data include contact details (name, email), financial details (bank account information, card details as needed to process payments), order details (pre-orders, orders, subscriptions), technical identifiers (IP address, login information, browser type/version, time zone, plug-ins, approximate geolocation, operating system/version), and usage data (clickstreams, content viewed, page response times, download errors, session duration, frequency of use, actions taken). Recipients of personal data may include our directors, staff, and the third-party service providers listed below.

5) Why we process data (and the legal basis)

We process personal data to provide services available via our website (Consent; Contract; Legitimate interests); deliver services—including identifying where and to whom services are delivered (Contract; Legitimate interests); process payments by securely collecting and passing payment details to payment providers (Contract; Legitimate interests); keep the website running—managing requests, login/authentication, remembering settings, hosting, and back-end operations (Contract; Legitimate interests); improve the website—testing features, collecting feedback, running analytics (including profiling and machine learning), and engaging third parties to assist (Contract; Legitimate interests); provide customer support—notifying about changes, fixing issues, addressing bugs (Contract; Legitimate interests); and send marketing communications about new features, services, or content only with your consent (Consent).

6) Your rights

You may choose not to provide personal data; you can still browse the site, but we may be unable to deliver services or process transactions. You can disable cookies in your browser, though some features may not function properly. You can opt out of marketing at any time by emailing info@betterpayroll.com.au

You have the right to access details about your data (types, purposes, recipients, retention periods/criteria, and related rights), rectify inaccurate personal data, object to profiling or automated decision-making, request portability of your data where technically feasible, and request erasure where we no longer need the data for the stated purposes. You may also lodge a complaint with your national data protection authority. We will respond to access requests within one month, unless a faster response is legally justified.

7) Security

We use organisational and technical measures to protect personal data. Connections to our website use SSL (256-bit) with SHA-2 RSA integrity. Our servers run on infrastructure that meets strict international security standards (e.g., ISO 27001). No transmission or storage system is 100% secure, so residual risk remains. You are responsible for your login credentials. If you suspect a privacy breach, contact or email us: info@betterpayroll.com.au immediately.

8) Where processing happens & third-party providers

Personal data is processed at our office in Australia. Our servers are located in Australia (hosted on Amazon Web Services). We use third-party providers to deliver our services and communications, including MongoDB Atlas (database hosting), Meta (Facebook) Analytics and Google Analytics (to understand website usage), and SendGrid (email delivery).

9) How long we keep data

We retain personal data only for as long as needed, considering legal retention periods, potential or ongoing litigation, intellectual property or ownership rights, contractual requirements, operational needs, and historical archiving.

10) Cookies and similar technologies

We use cookies and similar technologies (such as pixels) when you visit or use our website. Cookies help the site function, improve efficiency, and support reporting and analytics. You can manage or delete cookies in your browser settings; disabling some cookies may reduce functionality. The cookies in your browser and the third-party providers listed above reflect what may be set through our site.

11) International transfers

Our office and servers are in Australia, and your personal data will be processed there. Australia does not currently have an EU “adequacy” decision under GDPR Article 45. We rely on Article 49 GDPR derogations for specific situations—your consent, performance of a contract with you, or our compelling legitimate interests that do not override your rights and freedoms—and transfer personal data internationally only on those grounds.

12) Contact us

If you have questions, requests, or complaints about this Policy or your personal data, email info@betterpayroll.com.au