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Privacy policy

Effective 7 August 2026

Accounting Navigator Pty Ltd (ABN: 74 675 663 251), trading as AccNav ("AccNav", "we", "us", or "our") is committed to protecting your privacy. This Privacy Policy applies to our website https://accnav.com.au ("Site"), our social media channels, and the products and services we provide. It explains how we collect, hold, use, and disclose your personal information in compliance with the Privacy Act 1988 (Cth) and the Australian Privacy Principles.

This Privacy Policy forms part of our Website Terms & Conditions. It does not cover information you submit on third-party platforms. Where you interact with us on Instagram, LinkedIn, Facebook, or other social media platforms, that information is governed by the privacy policies of those platforms.

Who We Are and How to Contact Us

AccNav is an AI communication and advisory intelligence platform built for accounting firms.

For privacy-related questions or requests, contact us at admin@accnav.com.au.

Our Commitment

We will only use your personal information in compliance with the Privacy Act 1988 (Cth), the Australian Privacy Principles, and, to the extent applicable, the EU General Data Protection Regulation (GDPR) and any replacement legislation, regulations, or guidelines governing the use, storage, or transmission of data.

If you provide us with personal information relating to a third party, you confirm that you have the right to authorise us to process that information on your behalf in accordance with this Privacy Policy.

We do not train artificial intelligence models on your data. We use your accounting data, your email, your documents, and the questions you ask AccNav to provide our products and services to you. We do not use them to train, fine-tune, or improve any artificial intelligence or machine learning model, whether our own or one operated by an AI provider we work with. This applies to all data you provide to us, whatever its source.

When and How We Collect Your Information

We collect personal information when you interact with us, including when you:

  • visit or browse our Site
  • register as a client or create an account
  • subscribe to the AccNav platform
  • connect an accounting system, such as Xero, to your account
  • connect an email mailbox to your account
  • use the platform, including asking questions and generating drafts
  • submit an enquiry, contact form, or demo request
  • interact with us on social media or via direct message
  • subscribe to our email list or newsletter
  • complete a sign-up form or landing page
  • take part in a pilot program, trial, survey, or feedback session
  • accept cookies or other tracking technologies on any device you use to interact with us
  • voluntarily submit your information to us for any reason

Types of Information We Collect

We may collect the following types of personal information:

  • Contact details, including your name, business name, email address, and phone number
  • Business information, including your ABN, business address, and industry
  • Financial information necessary to process your payments
  • Information about the subscription and services you purchase from us
  • Accounting data retrieved from the accounting systems you connect, including your clients' financial records, transactions, contacts, and reports
  • Email data retrieved from the mailbox you connect, including message content, attachments, and details of the people you correspond with
  • The questions you ask AccNav and the responses it generates for you
  • Information about your experience with our Site, platform, and services
  • Data that identifies your device or browser, including IP address, browser type, time zone, and operating system. We do not link this data with your personal information
  • Data about how you use our Site, including pages visited, links clicked, and time spent on pages
  • Any other information you voluntarily provide to us

How We Use Your Information

We will use your personal information for the purposes for which it was collected and for related purposes, including:

  • operating our Site and maintaining your account
  • providing the AccNav platform to you, including answering your questions, preparing drafts, and producing cited advisory responses
  • processing your payments and managing your billing
  • administering your subscription and providing platform access
  • communicating with you about your subscription or your use of the platform
  • providing customer support
  • detecting and preventing fraud
  • improving our Site, products, and services
  • conducting market research and collecting feedback
  • sending you information about events, products, services, or opportunities that may be of interest to you
  • marketing, with your consent
  • monitoring compliance with our Website Terms & Conditions
  • meeting our legal and regulatory obligations

Disclosure of Your Information

We may disclose your personal information to third parties in the following circumstances:

  • to our subcontractors and service providers who assist us in delivering our services, subject to appropriate confidentiality obligations
  • to our professional and legal advisors
  • to third parties engaged in fraud prevention and detection
  • to law enforcement or other government or regulatory authorities where required by law
  • to third parties who enable us to operate our Site and deliver our products and services
  • where we have your consent to do so, or where we are otherwise legally permitted to do so

We do not sell your personal information to third parties.

Connecting Your Email Account

AccNav lets you connect a Google (Gmail) or Microsoft (Outlook) mailbox so that the platform can read your correspondence, prepare drafts, organise messages, and send email that you have approved. You authorise this connection yourself through the provider's own consent screen, and you can disconnect it at any time from your account settings.

When you connect a Google account, we request only the access AccNav needs to operate:

  • Read, organise, and send your mail (gmail.modify). This allows us to read the threads you ask about, create and update drafts, move messages between labels and folders on your instruction, and send the replies and messages you have reviewed and approved. We do not request the ability to permanently delete your mail.
  • Your email address (userinfo.email). This allows us to identify which mailbox you have connected.

These are the only two permissions AccNav requests from Google. We do not request a separate permission to send mail, because gmail.modify already covers sending.

When you connect a Microsoft account, we request the equivalent access:

  • Read and organise your mail (Mail.ReadWrite). This allows us to read the threads you ask about, create and update drafts, and move messages between folders on your instruction.
  • Send mail (Mail.Send). This allows us to send the replies and messages you have reviewed and approved.
  • Your basic profile (User.Read). This allows us to identify which mailbox you have connected.
  • Maintain the connection (offline_access). This allows us to keep working on your behalf without asking you to sign in repeatedly.

If your organisation administers your Microsoft account, your IT administrator may need to approve AccNav for your organisation before you can connect. That approval grants no access to any mailbox other than those of users who individually connect.

We store your access credentials in encrypted form and never share them with anyone else.

Google API Services: Limited Use

AccNav's use and transfer to any other app of information received from Google APIs will adhere to the Google API Services User Data Policy, including the Limited Use requirements.

Specifically, in relation to data we receive from Google APIs:

  • We limit our use of that data to providing and improving features that are visible and prominent in the AccNav user interface.
  • We do not transfer that data to any other party, except to provide or improve those user-facing features with your consent, for security purposes such as investigating abuse, to comply with applicable law, or as part of a merger, acquisition, or sale of assets.
  • We do not allow humans to read that data, unless we have first obtained your affirmative agreement to view specific messages or files, it is necessary for security purposes, it is necessary to comply with applicable law, or the data has been aggregated and de-identified for internal operations.
  • We do not transfer or sell that data to advertising platforms, data brokers, or information resellers, and we do not use it for serving advertisements of any kind, including retargeting, personalised, or interest-based advertising.
  • We do not use that data to determine credit-worthiness or for lending purposes.
  • We do not use that data to develop, improve, or train generalised artificial intelligence or machine learning models.

How AI Processes Your Email

When you ask AccNav a question or ask it to draft a reply, the relevant message content is sent to a large language model provider purely to generate that response for you. We use a combination of providers, and different parts of a single request may be handled by different ones. Our providers at the date of this policy are OpenAI and Anthropic. We may add or change providers over time, and we will only engage a provider that is bound by terms at least as protective as those described here. You can request our current list of providers at any time by emailing admin@accnav.com.au.

This processing is automated and happens only to deliver a feature you have asked for. Our staff do not review the content except in the limited circumstances described above.

Our agreements with these providers prohibit the use of your content to train or improve their models. Before content is sent, we also run an automated de-identification pass that replaces personal identifiers with placeholder values where possible, and restores them in the response you see.

We do not use your email content to train any AccNav model, and we do not use it to train, develop, or improve any generalised artificial intelligence or machine learning model.

Advertising and Analytics

The analytics and advertising technologies described elsewhere in this policy, including Google Analytics, remarketing, Meta Insights, cookies, and web beacons, apply only to your use of our Site. They do not apply to data obtained from a connected mailbox. We do not use data received from Google APIs or from Microsoft Graph for advertising, remarketing, or audience building in any form.

Retaining and Deleting Your Email Data

When you disconnect a mailbox, we revoke our access credentials with the provider immediately. We retain cached message data for a limited period so that you can reconnect without losing your history, and then delete it.

You may ask us to delete all data obtained from your connected mailbox at any time by emailing admin@accnav.com.au. We will do so except where we are required by law to retain specific records.

Marketing

We will always inform you before collecting your data for marketing purposes and will obtain your consent where required. You can withdraw your consent or opt out of marketing communications at any time by using the unsubscribe link in any email we send you.

Google Analytics and Meta Insights

We use Google Analytics to understand how visitors use our Site. This may include display advertising and remarketing, which means you may see our advertisements across the internet based on your previous visits to our Site. You can find out more about how Google collects and uses data, and opt out of Google Analytics tracking, at https://tools.google.com/dlpage/gaoptout.

We use Meta Insights to track engagement with our Facebook and Instagram pages. This helps us understand how our content performs and improve our products and services. You can review Meta's privacy policy and manage your ad preferences via your Meta account settings.

Cookies

Our Site uses cookies and similar tracking technologies to provide functionality, analyse traffic, and support advertising and marketing activities. Cookies are small data files placed on your device that often include an anonymous unique identifier. They do not harm your systems.

You can manage or disable cookies through your browser settings. Note that disabling cookies may affect your ability to access some parts of our Site. For more information about cookies and how to manage them, visit http://www.allaboutcookies.org.

Web Beacons

We may use web beacons in our website and email communications to track behaviour such as email opens and link clicks. This helps us understand the performance of our communications and improve the relevance of content we send you. You can opt out of email communications at any time by clicking the unsubscribe link in any email we send.

Your Rights

You have the following rights in relation to your personal information:

  • Access: You may request access to the personal information we hold about you. We will respond within 30 days of your request, unless doing so would adversely affect the rights and freedoms of others. We will notify you if we are unable to comply with your request and explain why.
  • Correction: You may ask us to correct any personal information we hold about you that is inaccurate, incomplete, or out of date.
  • Erasure: You may request that we delete the personal information we hold about you. We will comply to the extent we are not required to retain that information under applicable law.
  • Objection: You may object to our use of your personal information for profiling or automated decision-making purposes.

To exercise any of these rights, contact us via email: admin@accnav.com.au.

Complaints

If you have a complaint about how we have handled your personal information, please contact us in the first instance via email: admin@accnav.com.au. We will respond to your complaint promptly and in good faith. If you are not satisfied with our response, you may seek a review by contacting the Office of the Australian Information Commissioner at https://www.oaic.gov.au.

Data Security and Storage

We take reasonable steps to protect your personal information from unauthorised access, loss, misuse, or disclosure. Our security measures include:

  • password-protected accounts and systems
  • firewalls and encrypted electronic storage
  • storing data with reputable third-party service providers with appropriate security protections
  • limiting access to personal information to those who need it to perform their role
  • using payment providers that are PCI DSS compliant
  • not storing your payment card details

While we take data security seriously, no security system is entirely without risk. We cannot guarantee the security of information transmitted to or from our Site, and any transmission is at your own risk.

Where We Store Data

We primarily use service providers based in Australia. Where personal information is transferred outside of Australia, we take reasonable steps to ensure that your privacy rights are adequately protected and that overseas recipients handle your information in accordance with the Australian Privacy Principles.

How Long We Retain Your Information

We retain your personal information for as long as necessary to fulfil the purposes for which it was collected, including for legal, accounting, and regulatory compliance purposes. When we no longer require your information, we will securely delete or anonymise it.

Choosing Not to Provide Your Information

You can choose not to provide us with your personal information. However, if you do so, we may not be able to provide you with our products or services. You can still browse our Site without providing personal information.

Third-Party Websites

Our Site and social media channels may contain links to third-party websites. We do not endorse, control, or take responsibility for the content or privacy practices of those websites. We recommend you review the privacy policies of any third-party sites you visit.

Age of Consent

Our Site is intended for use by individuals who are at least 18 years of age. We do not knowingly collect personal information from anyone under 18. By using our Site, you warrant that you meet this age requirement.

Updates to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our practices or for legal, operational, or regulatory reasons. The current version will always be available on our Site, with the effective date displayed at the top. We encourage you to review this policy periodically.

Governing Law

This Privacy Policy and your use of our Site are governed by the laws of Australia.