Privacy Policy
Last updated: 27 October 2026
This policy explains how the operator (ABN ) ("we", "us") handles personal information in the Sole Trader Books bookkeeping software at soletraderbooks.com.au (the "Service"). We aim to handle personal information in line with the Privacy Act 1988 (Cth) and the Australian Privacy Principles.
What we collect
- Login details: your username (often an email address), your password (stored only in scrambled, hashed form), your two-factor authentication setup and hashed recovery codes, and any API keys you create (also stored hashed).
- Security and activity records: sign-in times, IP addresses, and an audit log of changes made in the Service (what changed, when, and by whom). Failed sign-in attempts are recorded too.
- Your business records: whatever you enter, import or upload, such as accounts, contacts (names, emails, phone numbers and addresses of your customers and suppliers), invoices, bills, bank transactions, receipts and other documents, and personal spending categories.
- Bank data, only if you turn on bank feeds: account details and transactions provided through Basiq, with the consent you give to Basiq under the Consumer Data Right. You can withdraw that consent at any time.
We use one essential cookie to keep you signed in. We do not use advertising, analytics or tracking cookies, and we do not track you across other websites.
Information about other people
Your records may include personal information about other people, such as your customers and suppliers. You are responsible for collecting and using that information lawfully. We handle it only so the Service can work for you.
How we use it
- to provide the Service, keep your account secure and prevent unauthorised access;
- to keep backups and an audit trail, and to fix problems; and
- to meet our legal obligations.
We do not sell personal information, and we do not use it for marketing.
Who we share it with
- Our web hosting provider, which stores the Service and its data on servers in Australia.
- Basiq, only if you choose to connect bank feeds.
- An AI assistant you choose to connect (for example Claude, made by Anthropic) using an API key you create. That assistant can read and change your records while you use it, and the provider may process the information outside Australia (for example in the United States) under its own terms. This only happens if you set it up, and you can revoke the key at any time.
- Authorities, where the law requires it, or to report unauthorised access to the Service.
Apart from an AI assistant you choose to connect, we don't send your information overseas.
How we protect it
We use encrypted connections (HTTPS), hashed passwords, two-factor authentication, sign-in rate limits, role-based access, an audit log and regular backups. No system is perfectly secure, so please keep your own login details safe and tell us about anything suspicious. If a data breach is likely to cause serious harm, we will notify affected people and the Office of the Australian Information Commissioner where the Notifiable Data Breaches scheme requires it.
How long we keep it
We keep your records while your account is active. Automatic backups are kept for about 30 days. If you ask us to close your account we will delete your information, except where we must keep it by law. Tax law generally requires you to keep business records for five years, so download a backup before closing an account.
Access, correction and complaints
You can see and correct most of your information yourself in the Service, and account owners can download a full backup. To ask about the personal information we hold about you, or to make a privacy complaint, contact us using the details below. We will respond within 30 days. If you're not satisfied with our response, you can complain to the Office of the Australian Information Commissioner at oaic.gov.au or on 1300 363 992.
Changes to this policy
We may update this policy. The date at the top shows when it last changed.
Contact
the operator
Please contact the person who gave you access to the Service.