Fin365 - Fin365 Financial Planning Software

Privacy Policy

Purpose

The purpose of this policy is to outline the Privacy Policy of Fin365 Pty Ltd (ABN 89 614 820 567) (Fin365).

Scope

This Privacy Policy applies to:

  • Our Customers and prospective Customers
  • Individuals whose Personal Information is processed by Fin365 in the course of providing services to our Customers
  • Business contacts, contractors, and service providers

1. Privacy Policy

In this Privacy Policy, the terms ‘us’, we’, or ‘our’ refer to Fin365. This Policy outlines how Fin365 collects, uses, discloses, retains, stores, manages, and protects your Personal Information and how we comply with our obligations under the Australian Privacy Act 1988 (Cth) (Privacy Act) and the Australian Privacy Principles (APPs). Unless you advise us otherwise, you acknowledge and consent to us using your Personal Information as set out in this Privacy Policy or as otherwise permitted under the Privacy Act 1988 (Cth) or other law.

This Privacy Policy may change. If we change our Privacy Policy, we will display notice of changes on our website. Please check for updates regularly.

2. Why do we collect your Personal Information?

Fin365 collects, uses, and discloses Personal Information to deliver Customer support and services activities including, but not limited to:

  • Providing support for CRM and Portal issues
  • Completing User access requests
  • Performing data migration
  • Performing revenue management activities
  • Creating and executing CRM customisation requests such as:
    • Power BI / Dashboard reporting
    • Power Platform requests
    • Integration requests into other platforms
  • Operating, protecting, improving and optimising our website and software products, business and our user experience, such as to perform analytics, conduct research and for advertising and marketing;
  • Managing contractual relationships
  • Complying with legal obligations, and
  • Resolving disputes.

Fin365 does not use Customers’ Client data for marketing purposes. If you do not provide us with Personal Information, we may not be able to provide services or support to you.

3. What personal information do we collect?

When we are contacted or we provide our services, the Personal Information we collect may include, however, is not limited to:

  • Business and employment details
  • Client identifiers and reference numbers
  • Financial or transactional data
  • Communications, service records, and operational data
  • Names and contact details
  • Financial asset and liability data
  • Personal insurance information
  • Device ID, device type, geo-location information, computer and connection information, statistics on page views, traffic to and from websites, advertisement data, IP address and standard web log information;
  • Information you provide to us through customer surveys
  • Any other personal information that may be required in order to facilitate your dealings with us. This may include sensitive information (as defined in the Privacy Act).

Fin365 does not intentionally collect sensitive information unless required to perform contracted services or permitted by law.

4. How do we collect Personal Information?

We collect Personal Information when you:

  • Register on our website;
  • Communicate with us through correspondence, chats, email, or when you share information with us via teams or SharePoint;
  • Interact with our sites, services, content and advertising;

We also collect Personal Information directly from customers and authorised third parties, including during support queries, system implementation, data migration, revenue management, and operational support and services activities.

Customers are responsible for ensuring they are authorised to disclose Personal Information on behalf of their Clients to Fin365 as required.

We are committed to ensuring the information we have is accurate and up to date. We update Personal Information when we are advised there has been a change and at other times as necessary.

5. How is your information stored?

We take reasonable steps to securely store personal details and information. This includes electronic and physical security measures.

We may be legally required to maintain some of your records for a period of time. When the Personal Information that we collect is no longer required, we destroy or delete it in a secure manner.

6. To whom do we disclose your personal information? 

We may disclose Personal Information for the purposes described in this privacy policy to:

  • Our employees and related entities;
  • Third party suppliers and service providers (including providers for the operation of our websites and/or our business or in connection with providing our products and services to you);
  • Professional advisers, dealers and agents bound by confidentiality;
  • Payment systems operators (e.g. merchants receiving card payments);
  • Anyone to whom our assets or businesses (or any part of them) are transferred;
  • Specific third parties authorised by you to receive information held by us; and/or
  • Other persons, including government agencies, regulatory bodies and law enforcement agencies, or as required, authorised or permitted by law

7. Disclosure of Personal Information offshore

We provide services to you under our Terms of Service (Terms of Service | Fin365) . Some of these services may be performed directly or through related parties located offshore. The offshore locations may include the United States of America, the Philippines, Vietnam and Argentina.

Fin365 will do all things necessary to ensure that as a recipient of Personal Information, it is subject to and complies with its obligations under the Privacy Act and APPs, which include Australian Privacy Principle 8 – Cross-border Disclosure of Personal Information.

8. Provision of Personal Information to us by our Customers

If you provide us with the Personal Information of another person (including your Clients):

  • You must disclose to that person that you are providing Personal Information (including sensitive information) to us and that the information may be disclosed offshore in accordance with clause 7; and
  • You represent, and we accept it on the basis that you represent that Client and are authorised to do so, and that the relevant Client has consented to the disclosure to us.

9. Considerations when you send information to us

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 a combination of administrative, technical and physical safeguards.

While we do all we can to protect your privacy and the privacy of your Clients, including investing in specialist security software, no data transfer is 100% secure.

If you provide Personal Information to us electronically, there are ways you can help maintain the security of the information. These include:

  • Always close your browser when you have finished your user session;
  • Do not provide Personal Information by using a public computer;
  • Never disclose your username and password to another person;
  • Never send Personal Information to a Fin365 employee’s email address or other web-based email account or any other means of transferring Client information, other than through approved file sharing applications which have been approved by Fin365.
  • Change your password and contact us immediately if, at any time, you believe your username and/or password have been compromised. You are responsible for all actions taken using your username, email, or password.

If we suspect that there is a data breach leading to the protection of Personal Information stored or held by us being compromised, we will follow our Incident and Data Breach policy (a copy of which is available on request), consistent with the Notifiable Data Breaches scheme and will notify affected individuals and OAIC where required

10. How you can update, correct, or delete your personal information

  • You and your Clients have a right to request access to Personal Information which we hold about you and your Clients and to ask us to correct it if you believe it is inaccurate or out of date.
  • You or your Clients may request access to your Personal Information or correct any inaccurate or out-of-date information by contacting our Privacy Officer whose details are outlined in clause 15 below.
  • If there is a reason under the Privacy Act or other law for us not to provide you or your Clients with information, we will give you or your Clients a written notice of refusal setting out:
    • the reasons for the refusal except to the extent it would be unreasonable to do so; and
    • the mechanisms available to you to complain about the refusal.
  • You or your Clients should also contact us immediately if:
    • someone has gained access to you or your Clients’ Personal Information;
    • we have breached our privacy obligations or your Clients’ privacy rights in any way; or
    • you or your Clients would like to discuss any issues about our Privacy Policy.

11. Using our website and cookies

We may collect Personal Information about you when you use and access our website.

  • While we do not use browsing information to identify you personally, we may record certain information about your use of our website, such as which pages you visit, the time and date of your visit and the internet protocol address assigned to your computer.
  • We may also use ‘cookies or other similar tracking technologies on our website that help us track your website usage and remember your preferences. Cookies are small files that store information on your computer, TV, mobile phone, or other devices. They enable the entity that put the cookie on your device to recognize you across different websites, services, devices and/or browsing sessions. You can disable cookies through your internet browser, but our websites may not work as intended for you if you do so.
  • We may also use cookies to enable us to collect data that may include Personal Information. For example, where a cookie is linked to your account, it will be considered Personal Information under the Privacy Act. We will handle any Personal Information collected by cookies in the same way that we handle all other Personal Information as described in this Privacy Policy

12. Your authority and opting out

  • By using our services and providing us with Personal Information, you consent to us maintaining, using, and disclosing your Personal Information in the way described in this Privacy Policy.
  • If, at any time, you no longer wish to receive any additional marketing material from us or do not want your information disclosed for direct marketing purposes, email [email protected] and we will remove your details from our marketing database.
  • If you close your account with us or opt out, we will remove or de-identify Personal Information as soon as reasonably possible. We may, however, retain Personal Information for as long as is necessary to comply with any applicable law, for the prevention of fraud, for insurance and governance purposes, in our IT back-up files, or for the collection of any monies owed and to resolve disputes.

13. Limitation of liability

  • To the extent permissible by law and subject to our obligations under the Privacy Act, we will not be liable to you or to any third party for any loss or damage (including but not limited to consequential loss or loss of profits) or claim arising from our collection, disclosure, management, and use of Personal Information in accordance with this Privacy Policy.
  • Where liability is not able to be excluded by law, to the extent allowed by law and without limiting your rights under Australian Consumer Law, our liability to you in any circumstances will be limited to re-performance of any services we have provided to you.
  • Links on our website or websites we set up for you may take you outside our network. These links are provided in good faith. However, we are not responsible for third party sites and Fin365 accepts no responsibility for the content, incurs, security or function of third-party sites.

14. Complaint procedure

If you have a complaint concerning the manner in which we maintain the privacy of your Personal Information, please contact us as on the contact details set out at the bottom of this policy.

All complaints will be considered by Fin365. We will confirm receipt of the complaint within 48 hours. We may seek further information from you to clarify your concerns.

If relevant, we will follow the steps outlined within our Incident and Breach policy (available on request).

If we agree that your complaint is well founded, we will, in consultation with you, take appropriate steps to rectify the problem.

If you remain dissatisfied with the outcome, you may refer the matter to the Office of the Australian Information Commissioner.

15. Further information on our Privacy Policy

This document sets out our current Privacy Policy.

If you would like further information on our Privacy Policy or if you have any concerns over the protection of the information you have given to us or that we have collected from others, please contact Fin365’s Privacy Officer on:

More information about your rights and our obligations in respect to privacy and information on making a privacy complaint are available from the Office of the Australian Information Commissioner by:

Updated: June 2026