Privacy Policy
Your privacy matters to us. Here's how we protect and handle your personal information.
Information We Collect
When you use vaayacylia's expense categorization services, we collect information that helps us provide better financial management tools. This includes details you provide directly and information we gather automatically through your use of our platform.
- Personal Information: Your name, email address, phone number, and business details when you create an account
- Financial Data: Transaction details, expense categories, receipts, and related financial information you upload
- Usage Information: How you interact with our platform, features you use most, and time spent on different sections
- Device Information: Browser type, operating system, IP address, and device identifiers
- Communication Records: Support conversations, feedback, and correspondence with our team
We only collect information that's necessary for providing our expense categorization services and improving your experience. You control what financial data you share with us.
How We Use Your Information
Your information helps us deliver accurate expense categorization and maintain the security of your financial data. We use this information responsibly and transparently.
Primary Uses: Processing your expenses, generating category reports, providing customer support, and maintaining account security. We never sell your personal or financial information to third parties.
- Categorize your expenses accurately using our automated systems
- Generate financial reports and insights for your business
- Provide customer support and respond to your inquiries
- Improve our categorization algorithms and platform features
- Send important updates about your account and our services
- Ensure platform security and prevent fraudulent activities
Information Sharing and Disclosure
We limit sharing your information to essential situations that support our services. Your financial data remains confidential and is only accessed by authorized personnel.
Under Australian Privacy Principles, we may share information with:
- Service Providers: Trusted third-party vendors who help us process payments, provide cloud storage, or deliver customer support
- Legal Requirements: Government agencies or authorities when required by Australian law or valid legal process
- Business Partners: Accounting software integrations you choose to connect, with your explicit consent
- Professional Advisors: Lawyers, accountants, and consultants who provide services to vaayacylia under confidentiality agreements
We require all third parties to maintain the same level of data protection we provide and to use your information only for specified purposes.
Data Security and Protection
Your financial information deserves the highest level of protection. We implement multiple security layers to safeguard your data from unauthorized access, alteration, or disclosure.
- Encryption: All data is encrypted both in transit and at rest using industry-standard protocols
- Access Controls: Multi-factor authentication and role-based access limits who can view your information
- Regular Audits: We conduct quarterly security assessments and vulnerability testing
- Secure Infrastructure: Our servers are hosted in Australian data centers with physical security measures
- Employee Training: All team members complete privacy and security training annually
We maintain comprehensive incident response procedures and will notify you within 72 hours if any security breach affects your personal information, as required by Australian privacy law.
Your Rights and Choices
You have significant control over your personal information. Australian privacy laws give you specific rights that we fully support and make easy to exercise.
- Access: Request a copy of all personal information we hold about you
- Correction: Update or correct any inaccurate or incomplete information
- Deletion: Request removal of your personal information, subject to legal retention requirements
- Portability: Download your expense data in common formats for use elsewhere
- Objection: Opt out of certain uses of your information, including marketing communications
- Restriction: Limit how we process your information in specific circumstances
To exercise any of these rights, simply contact us using the information below. We'll respond within 30 days and provide clear explanations of any actions we take.
Data Retention
We keep your information only as long as necessary to provide our services and meet legal requirements. Different types of information have different retention periods based on their purpose and legal obligations.
- Account Information: Retained while your account is active and for 7 years after closure for tax purposes
- Financial Transaction Data: Kept for 5 years to comply with Australian tax record requirements
- Usage Logs: Stored for 2 years for security and platform improvement purposes
- Support Communications: Retained for 3 years to maintain service quality and resolve future issues
When retention periods expire, we securely delete or anonymize your information. You can request earlier deletion in most cases, though some information may need to be retained for legal compliance.
International Data Transfers
Your data is primarily stored and processed within Australia. When we do transfer information internationally, we ensure it receives equivalent protection through appropriate safeguards.
Any international transfers comply with Australian Privacy Principles and use mechanisms like Standard Contractual Clauses to maintain data protection standards equivalent to Australian requirements.
We may transfer data to service providers in countries with adequate privacy protections or implement additional safeguards such as data processing agreements and regular compliance monitoring.
Updates to This Policy
We review and update this privacy policy annually or when we make significant changes to our data practices. You'll receive notice of material changes through email or platform notifications.
Minor updates that don't affect your rights or how we handle your information will be posted here with an updated effective date. We encourage you to review this policy periodically to stay informed about our privacy practices.
Contact Us About Privacy
Have questions about this privacy policy or how we handle your information? We're here to help and provide clear answers.
Email: info@vaayacylia.world
Phone: +61 8 9592 1225
Address: 10, Geelong Federal Woollen Mills Park, 3-35 Mackey St, North Geelong VIC 3215, Australia
We respond to privacy inquiries within 5 business days and provide detailed explanations of our practices and procedures.
This privacy policy was last updated on March 15, 2025. It applies to all information collected through our expense categorization platform and related services.