Privacy policy

This policy explains how Sweep Tax ("Sweep Tax", "we", "us") handles personal information. We are bound by the Privacy Act 1988 (Cth) and the Australian Privacy Principles (APPs), and by the Google API Services User Data Policy for data we receive from Google. By using Sweep Tax you agree to the collection and use of information described here.

1. Who we are

Sweep Tax is a hosted service that connects to a Gmail mailbox, finds receipts, invoices and tax invoices for an Australian financial year, extracts their details and files them by business and ATO category. It is operated from Victoria, Australia. Contact details are at the end of this policy.

2. What we collect

We collect only what the service needs to work:

• Account details. Your email address and name, from the sign-in method you choose (magic link or Google sign-in). If you sign in with Google we also receive your Google account id and profile picture.
• Gmail metadata. For each message we check during a scan: message id, sender, subject, date, labels, size and attachment names and types. Most messages are rejected at this step and nothing further is read.
• Gmail message content. For messages our prefilter classifies as likely receipts: the message body (HTML or plain text) and any PDF or image attachments.
• Extracted fields. Date, biller, ABN, description, line items, currency, amount, GST, category, confidence and reasoning, produced from the message content.
• Uploads. Photos or PDFs of receipts you upload from your phone or computer.
• Business details. Business name, ABN, default financial year and members you invite.
• Usage counts. The number of emails scanned and invoices extracted each month, so we can apply plan caps.
• Billing reference. Your Stripe customer id and subscription status. Card details are entered on Stripe's hosted pages and are never stored by us.
• Technical logs. IP address, browser type and request logs kept for security and debugging.

We do not collect your tax file number, bank account details or government identifiers, and we ask you not to enter them.

3. How we use Gmail data

When you connect a mailbox we request a single Google OAuth scope, https://www.googleapis.com/auth/gmail.readonly. This lets us read messages and attachments. It does not let us send, delete, modify, label or archive mail, and we never ask for a scope that would.

We use Gmail data only to:

• search your mailbox for messages in the financial year you choose;
• decide, using an inexpensive rule-based prefilter, which messages look like receipts;
• send the content of those messages to our extraction model to confirm they are receipts and pull out the details;
• store the source document (PDF, image or rendered email) so you and your accountant can see the evidence for each record;
• show you the results in your expenses table, charts and exports.

We do not use Gmail data for advertising, we do not sell it, and we do not use it for any purpose unrelated to the service.

Humans do not read your mail. Our staff do not access message content. The only exception is when you explicitly ask us to look at a specific record to help with a support request, and then only with your written consent and limited to that record.

You can disconnect a mailbox from Settings at any time, which deletes its refresh token immediately. You can also revoke Sweep Tax's access from your Google account at myaccount.google.com/permissions.

4. Google API Services User Data Policy — Limited Use

Sweep Tax's use and transfer to any other app of information received from Google APIs will adhere to the Google API Services User Data Policy, including the Limited Use requirements.

In particular:

• We only use Google user data to provide and improve the user-facing features of Sweep Tax described above.
• We only transfer Google user data to others as necessary to provide those features (to our extraction and storage sub-processors listed below), to comply with the law, or as part of a merger or acquisition with prior notice to you.
• We do not use Google user data to serve advertisements, and we do not sell it.
• We do not allow humans to read Google user data unless we have your affirmative consent for specific messages, it is necessary for security purposes such as investigating abuse, it is necessary to comply with the law, or the data has been aggregated and anonymised for internal operations.
• We do not use Google user data to develop, improve or train generalised or non-personalised AI or machine-learning models.

5. AI processing

Message content that passes the prefilter, and files you upload, are sent to Anthropic's Claude API solely to classify whether the document is a receipt and to extract the fields listed above. Under Anthropic's commercial API terms, this content is not used to train Anthropic's models. We send only the excerpt needed for extraction, we do not send your name or email address with it, and we keep the raw model output attached to the record so you can see exactly what was inferred.

Extraction is automated and imperfect. Every record can be edited, and the category assigned is a suggestion — it is not tax advice.

6. How we use information

• to provide, operate and support the service, including sign-in emails and receipts for payments;
• to apply plan caps and bill you for the plan you choose;
• to keep the service secure, detect abuse and debug problems;
• to tell you about material changes to the service or these terms;
• to comply with Australian law.

We do not send marketing email unless you opt in, and every marketing email includes an unsubscribe link. We do not build advertising profiles.

7. Sharing and sub-processors

We share personal information only with providers that help us run the service, under contracts that restrict their use of it:

The current hosting and object-storage providers for each deployment are listed on the Security page. Members you invite to a business can see that business's records. We may also disclose information where required by law, or to protect our rights or the safety of others.

8. Retention and deletion

• Records and files are kept until you delete the record, the business it belongs to, or your account. Deleting any of these removes the database rows and stored files immediately.
• Mailbox tokens are deleted immediately when you disconnect a mailbox, delete the business or delete your account.
• Backups of the database are encrypted and roll off within 30 days, after which deleted data no longer exists anywhere in our systems.
• Billing records (invoices, payment references) are kept for seven years as required by Australian tax law. They contain your name and email but no receipt content.
• Logs are kept for up to 90 days.

You can delete a record from its drawer, a business from Settings → Businesses, and your whole account from Settings → Account. Account deletion is immediate and cannot be undone.

9. Security

Gmail refresh tokens are encrypted at rest with AES-256-GCM. All traffic uses TLS. Every query is scoped to the business you belong to. Files are stored in private object storage and served only through the app to signed-in members of the business. More detail is on the Security page. No system is perfectly secure; if we become aware of a data breach likely to cause serious harm we will notify you and the Office of the Australian Information Commissioner as required by the Notifiable Data Breaches scheme.

10. Overseas disclosure

Some sub-processors (Anthropic, Google, Stripe, Resend) process data in the United States and other countries where they operate. Where a deployment stores data outside Australia, the Security page says so. By using the service you consent to these disclosures. We take reasonable steps to ensure overseas recipients handle your information consistently with the APPs.

11. Your rights

You can, at any time and without charge:

• Access everything we hold about a business by exporting it — CSV or XLSX for the table, ZIP for every source document — from the Expenses page;
• Correct any record, your name or your business details in the app;
• Delete a record, a business, a mailbox connection or your account, as described above;
• Withdraw consent to Gmail access by disconnecting the mailbox or revoking access at Google.

If you need help with any of these, or want a copy of information not covered by the exports, contact us below.

12. Cookies

We use a single session cookie to keep you signed in, and a small amount of browser storage for preferences such as your active business. We do not use advertising or third-party analytics cookies.

13. Children

Sweep Tax is for people running a business and is not directed at anyone under 18.

14. Changes to this policy

We will post any changes here and update the date at the top. For material changes to how we use Gmail data we will also email you before they take effect.

15. Contact and complaints

Questions, access requests or complaints: support@sweeptax.com.au. We aim to respond within 5 business days. If you are not satisfied with our response you can complain to the Office of the Australian Information Commissioner at oaic.gov.au.