Legal

Privacy Policy

Last updated: 5 October 2026

This policy describes how TaxPilot handles information across its website and product. Specific providers, hosting locations and production integrations should be kept up to date as the service changes.

1. About TaxPilot

TaxPilot is an independent software product designed to help users organise work and business records, including transactions, receipts, statements, invoices, trips, documents, GST/BAS preparation information and tax-related records. TaxPilot is not an Australian Taxation Office product.

2. Information we may collect

Depending on the features you use, we may collect or process:

account information such as name, username, email address, authentication and account settings;
work-profile information such as work activities, business settings, tax/GST preferences and financial-year selections;
financial records such as income, expenses, transaction data, invoice information and imported bank data;
trip and kilometre records, including route/time information when trip features are used and permission is granted;
documents you upload, including receipts, statements, invoices, bills, contracts and supporting evidence;
information received through connected banks or other providers where you authorise that connection;
device, security and technical information needed for sign-in protection, sync, diagnostics, performance and fraud/security monitoring;
communications you send through the website, support or contact forms.

3. Why we use information

We use information to provide and improve TaxPilot, authenticate users, sync workspaces, process imports, display financial records, run review workflows, create reports or estimates, deliver invoices and notifications where configured, respond to enquiries, protect accounts and comply with legal obligations.

4. Connected banks and providers

If you connect a bank, driver platform or another supported provider, the connection may be handled by that provider or an authorised data intermediary. The information available to TaxPilot depends on the provider, your consent and the permissions granted. You can revoke provider access through the applicable connection workflow. Revoking future access does not necessarily remove records already imported into your TaxPilot workspace.

5. Documents, backups and restored data

Files placed in the Vault or attached to records may contain sensitive financial or business information. TaxPilot may provide workspace backup and restore features. You are responsible for protecting any backup copy you export, including where you store it and who can access it.

6. Notifications and email

If enabled, TaxPilot may send or display service notifications about account security, invoices, banking/sync events, GST/tax review or other product activity. Transactional email providers may process the information necessary to deliver those messages.

7. Service providers

We may use hosting, database, authentication, analytics, crash reporting, email delivery, banking/data and other infrastructure providers to operate TaxPilot. Those providers may process information on our behalf for the service they supply. Production provider details should be reflected in this policy as the infrastructure is finalised.

8. Data security

We use technical and organisational safeguards appropriate to the service, which may include encrypted network transport, access controls, account/session monitoring, device lock support, provider consent controls and backup/restore tooling. No online system can guarantee absolute security, so users should also protect their devices, credentials and exported backups.

9. Data retention

We retain information for as long as needed to provide the service, maintain legitimate business and security records, meet applicable legal or recordkeeping obligations, resolve disputes and enforce agreements. Financial or tax records may need to be retained by you for periods required under Australian law, independently of TaxPilot.

10. Access, correction and deletion

You may contact TaxPilot to ask about access to, correction of or deletion of personal information we hold, subject to applicable law and legitimate retention requirements. Some workspace information may also be editable directly in the product.

11. Overseas processing

Some service providers may store or process information outside Australia. Where applicable, we consider provider security and contractual safeguards. Production hosting and provider locations should be listed or linked once finalised.

12. Website analytics and cookies

The website may use essential storage and privacy-conscious analytics to understand performance and usage. If non-essential cookies or advertising technologies are introduced, the website should provide any consent controls required by applicable law.

13. Children

TaxPilot is designed for people managing work, business or tax records and is not intended for children.

14. Changes to this policy

We may update this policy as TaxPilot, its integrations or legal requirements change. The current version will show its latest update date.

15. Contact

For privacy questions, requests or concerns, use the TaxPilot Contact page and select “Privacy or security”. If a dedicated privacy email or legal entity name is established, it should also be added here before public launch.