Privacy Policy

Last updated: 19 June 2026 This Privacy Policy explains how BuckleIQ Pty Ltd (ACN 696 946 504; ABN 85 696 946 504) trading as 'buckleIQ' (referred to as "we", "us" or "our") collects, holds, uses and discloses your personal information, and how we comply with the Privacy Act 1988 (Cth) (Privacy Act) and the Australian Privacy Principles (APPs). We provide an AI-powered admin assistant for trade businesses known as "Buckle", which operates through Telegram, integrates with Xero and is accessed through a custom dashboard at www.buckleiq.com.au (Platform). By using our website, the Platform or otherwise providing us with your personal information, you agree to the collection, use and disclosure of your personal information in the manner described in this Privacy Policy. If you do not agree with this Privacy Policy, please do not use our website or the Platform.

1 PERSONAL INFORMATION WE COLLECT

1.1 TYPES OF PERSONAL INFORMATION

Personal information is information or an opinion about an identified individual, or an individual who is reasonably identifiable. The personal information we collect depends on how you interact with us, and may include:

(a) your name, business name and role;

(b) your contact details, including email address, phone number and business address;

(d) business and financial information you provide through the Platform, including ABN, ACN, invoices, receipts, expenses, job variations, voice notes, photos and messages;

(e) information about contacts in your business records (such as your customers and suppliers);

(f) payment and billing information processed through our payment provider, currently Airwallex;

(g) records of your communications and dealings with us;

(h) information in connection with client surveys, questionnaires and promotions;

(i) technical information about your device and use of our website, including IP address, browser type and usage data collected through cookies and similar technologies;

(j) information about third parties; and

(a) any other information provided by you to us via our website, social media or otherwise required by us or provided by you.

1.2 SENSITIVE INFORMATION

We do not seek to collect sensitive information (as defined in the Privacy Act, which includes information about your health, racial or ethnic origin, political opinions, religious beliefs, sexual orientation or criminal record). You should not submit sensitive information to us or through the Platform. If you do, you consent to us handling it in accordance with this Privacy Policy, and you warrant that you have obtained all necessary consents to do so.

1.3 INFORMATION ABOUT THIRD PARTIES

You may provide us with personal information about other individuals (such as your customers, suppliers or staff) when you use the Platform. If you do, you must ensure you are entitled to disclose that information to us and that, without us taking any further steps, we may collect, use and disclose that information as described in this Privacy Policy.

2 HOW WE COLLECT PERSONAL INFORMATION

We collect personal information in a number of ways, including:

(a) directly from you, when you contact us, complete a contact or sign up form on our website, communicate with us by email or Telegram, or are onboarded onto the Platform;

(b) when you receive goods or services from us;

(d) when you enquire as to a potential interest in our business;

(e) when you or your authorised users use the Platform, including data submitted through Telegram, email and voice channels and data retrieved from your connected Xero account;

(f) through cookies and similar technologies when you visit our website; and

(g) from third parties, such as our service providers and integration partners, where it is reasonable to do so. Where it is reasonable and practicable to do so, we will collect personal information directly from you. If we collect personal information about you from a third party, we will take reasonable steps to ensure you are made aware of the matters required under the APPs.

3 HOW WE USE PERSONAL INFORMATION

We use personal information for the purposes for which it was collected and for related purposes you would reasonably expect, including to:

(a) provide, operate, maintain and improve the Platform and our website, or other goods and services;

(b) set up and manage your account, and provision access for your authorised users;

(d) track reminders, compliance dates and business notes, and answer questions about your business based on the data we hold for you;

(e) communicate with you, respond to your enquiries and provide customer support;

(f) process payments and manage billing;

(g) send you marketing and promotional messages and other information that may be of interest to you and for the purpose of direct marketing (in accordance with the Spam Act). In this regard, we may use email, SMS, social media or mail to send you direct marketing communications. You can opt out of receiving marketing materials from us by using the opt-out facility provided (e.g. an unsubscribe link);

(h) maintain the security and integrity of the Platform;

(i) send you administrative messages, reminders, notices, updates, security alerts, and other information requested by you; and

(a) consider an application of employment from you; and

(j) comply with our legal and regulatory obligations. We may disclose your personal information to cloud-providers, contractors and other third parties located inside or outside of Australia. If we do so, we will take reasonable steps to ensure that any overseas recipient has similar legal safeguards and deals with such personal information in a manner consistent with how we deal with it. We may also use de-identified or aggregated data, which does not identify you, for analytics and to improve the Platform.

4 ARTIFICIAL INTELLIGENCE AND AUTOMATED PROCESSING

4.1 USE OF AI IN THE PLATFORM

The Platform uses artificial intelligence, machine learning and automated processing technologies to read, extract, categorise and process information you submit, and to generate outputs such as draft invoices, draft Xero entries, extracted data, reminders and answers to your questions. These technologies may include services provided by third-party AI and processing providers, such as Anthropic and OpenAI, and separate providers used for specific functions such as voice transcription.

4.2 THIRD-PARTY AI PROVIDERS

Some of the information you provide may be processed by third-party AI, transcription and other processing providers in order to deliver the Platform. Where we engage third-party providers, we take reasonable steps to ensure they handle personal information in accordance with applicable privacy and data protection obligations and our arrangements with them.

4.3 NO TRAINING ON YOUR DATA

For AI providers where we have commercial, enterprise or other no-training terms in place, we do not permit your information to be used to train AI models for the benefit of other customers or third parties. This may include providers such as Anthropic and OpenAI where those terms apply. Some processing functions, such as voice transcription, may be provided by separate third-party providers. We will only describe those providers as subject to equivalent no-training or contractual restrictions once those arrangements have been confirmed.

4.4 HUMAN REVIEW AND YOUR RESPONSIBILITY

AI outputs are drafts for your review and are not certified financial records, and we do not provide tax, accounting, legal or financial advice. You acknowledge and agree that:

(a) AI can make mistakes, including hallucinating, misreading or miscategorising information, and to the extent permitted by law we do not warrant that AI outputs will be accurate, complete, current or free from error;

(b) you are responsible for reviewing AI outputs before relying on them, particularly for financial records, compliance obligations and communications with third parties; and

(c) we do not make decisions that have a legal or similarly significant effect on you based solely on automated processing without meaningful human involvement.

5 DISCLOSURE OF PERSONAL INFORMATION

We may disclose your personal information to:

(a) our personnel, contractors and advisers, on a need-to-know basis;

(b) third-party service providers who help us operate the Platform and our business, including hosting and infrastructure providers, AI and automated processing providers such as Anthropic and OpenAI, voice transcription providers, analytics providers, and our payment provider (currently Airwallex);

(c) integration partners you connect to the Platform, including Telegram and Xero, in order to retrieve, process or write data as you have authorised;

(d) a purchaser or prospective purchaser of our business or assets, as part of a sale or restructure; and

(e) government agencies, regulators, courts or other parties where required or authorised by law. We do not sell your personal information. Your use of any third-party service (including Telegram and Xero) is governed by the terms and privacy policies of that third party, and we encourage you to review them.

6 OVERSEAS DISCLOSURE

Personal information you submit to the Platform is stored on infrastructure located in Sydney, Australia. However, some AI processing occurs with overseas providers, including providers located in the United States. Where we disclose personal information to overseas recipients, we take reasonable steps to ensure those recipients handle your personal information consistently with the APPs. By using the Platform, you acknowledge and agree that we may disclose your personal information to these overseas recipients for the purposes described in this Privacy Policy.

7 COOKIES AND ANALYTICS

Our website uses cookies and similar technologies (such as pixels and analytics tags) to recognise your browser, remember your preferences, understand how our website is used and improve your experience. We may use Google Analytics to collect and process data, including when you use third party websites or apps. To find out more see How Google uses data when you use our partners’ sites or apps. Cookies are small text files placed on your device. Some cookies are essential for the website to function, while others are used for analytics and performance purposes. You can manage or disable cookies through your browser settings, although some parts of our website may not work properly if you do. For more detail about the cookies we use and how to manage them, please see our Cookies Policy at https://buckleiq.com.au/cookies.

8 SECURITY

We take reasonable steps to protect the personal information we hold from misuse, interference and loss, and from unauthorised access, modification or disclosure. These steps include storing data on secure, encrypted infrastructure, restricting access to authorised personnel, and using data processing agreements with our service providers. No method of transmission or storage is completely secure, and while we take reasonable steps to protect your personal information, we cannot guarantee its absolute security. You are responsible for keeping your account credentials secure and for notifying us promptly if you suspect any unauthorised access to your account.

9 RETENTION AND DELETION

We retain personal information for as long as it is needed to provide the Platform and for the purposes described in this Privacy Policy, or for as long as we are required to retain it by law (for example, the requirement to retain financial transaction records for seven years under the Income Tax Assessment Act 1997 (Cth)). You may request export or deletion of your data as set out in your services agreement with us. When personal information is no longer required and we are not required to retain it by law, we will take reasonable steps to destroy or de-identify it. Residual data may remain in our securely encrypted backups until those backups age out in the ordinary course of business, after which it is permanently destroyed.

10 ACCESS AND CORRECTION

If you wish to request access to the personal information we hold about you, please contact us using the contact details set out below including your name and contact details. We may need to verify your identity before providing you with your personal information. In some cases, we may be unable to provide you with access to all your personal information and where this occurs, we will explain why. We will deal with all requests for access to personal information within a reasonable timeframe. If you think that any personal information we hold about you is inaccurate, please contact us using the contact details set out below and we will take reasonable steps to ensure that it is corrected.

11 COMPLAINTS

If you wish to complain about how we handle your personal information or believe your privacy has been seriously invaded, please contact us using the details provided below with your name and contact details. We will investigate your complaint promptly and respond within a reasonable timeframe.

12 CHANGES TO THIS PRIVACY POLICY

We may update this Privacy Policy from time to time. The current version will always be available on our website, and the "Last updated" date at the top will reflect when it was last changed. We encourage you to review this Privacy Policy periodically. Your continued use of our website or the Platform after any change takes effect means you accept the updated Privacy Policy.

13 CONTACT US

If you have any questions, requests or complaints about this Privacy Policy or our handling of your personal information, please contact our privacy officer at privacy@buckleiq.com.au