Privacy Policy

1. Who we are

HelpMyBooks is operated by ENKI IKNE PTY LTD (ABN 85 671 467 548), trading as HelpMyBooks. We provide bookkeeping workflow, reconciliation-assistance and secure clarification tools for Australian business owners and sole traders using Owner Mode, and for bookkeepers, accountants and practices using Practice Mode with their clients.

2. What personal information we collect

Depending on how you use HelpMyBooks, we may collect account details such as name, email address, organisation and role; authentication and security information such as login history and session information; billing identifiers and subscription status; business or client contact information; imported transaction and bookkeeping data; client responses; receipts and supporting documents; audit and support records; integration identifiers; and technical information needed to operate, secure and troubleshoot the service.

We do not ask you to provide payment card numbers directly to HelpMyBooks. Card information entered during payment is handled by Stripe.

3. How we collect information

We collect information when you create or manage an account, manage your own business records, import bookkeeping data, connect supported integrations, upload files, send client requests, submit client responses through the Client Portal, contact support, use billing features, or otherwise interact with HelpMyBooks. We may also receive information from service providers and integrations that you authorise, such as Xero and Stripe.

4. Why we use personal information

We use personal information to provide and secure HelpMyBooks; authenticate users; support Owner Mode, Practice Mode and Client Portal workflows; process bookkeeping work; deliver client requests and reminders; provide support; maintain audit and security records; manage subscriptions and billing; operate integrations; detect abuse or security incidents; improve reliability; comply with legal obligations; and communicate important service, billing or security information.

5. Owner Mode, Practice Mode and client data

An Owner Mode customer is a business, business owner, sole trader or authorised business user using HelpMyBooks for their own organisation and records. That customer decides what business information, transaction data, receipts and supporting documents they add to HelpMyBooks.

A Practice Mode customer is a bookkeeping or accounting practice using HelpMyBooks with client information. Practices decide what client information they upload and which clients they contact. In many cases, the practice is the organisation with the direct relationship to the client and is responsible for ensuring it has authority to collect, use and disclose that client information through HelpMyBooks. We process that information to provide the service to the practice and its authorised users.

A Client Portal user is a person responding to a secure request sent through HelpMyBooks, usually by a business or practice. Client Portal access is separate from creating a HelpMyBooks Owner Mode or Practice Mode account.

6. Where and how data is stored

HelpMyBooks uses Supabase for its primary PostgreSQL database and object storage. Our current production database runs in Supabase's Singapore (ap-southeast-1) region. Database access is protected using authentication, server-side controls and row-level security. Receipt and document storage is private and accessed through controlled application routes and short-lived signed URLs where required. Public practice-logo storage is limited to non-sensitive branding assets intended to be publicly displayed.

7. Overseas processing and service providers

Some of our service providers process or store data outside Australia, including in Singapore, the United States or other regions used by those providers. We take reasonable steps appropriate to the service to protect information handled by providers and select established providers with security and privacy controls relevant to their role.

Current providers may include Supabase (database and storage), Vercel (application hosting), Stripe (billing and payment processing), Resend (transactional email), Twilio (SMS), Upstash (rate limiting), Xero (when you connect Xero), and AI infrastructure used to assist transaction classification. Provider availability and processing locations may change over time as the service evolves.

8. AI processing

Transaction descriptions, bookkeeping context and client answers may be sent to configured AI providers through our AI infrastructure to generate classification or workflow suggestions. We aim to send only the information reasonably needed for that task. AI outputs are advisory and must be reviewed by an appropriate professional before being relied on. We do not claim ownership of customer data because it is processed by an AI feature.

9. Email and SMS communications

HelpMyBooks may send account, security, billing and service emails to registered users. When a business or bookkeeping practice enables client communications, HelpMyBooks may send bookkeeping clarification requests and reminders by email or SMS on that organisation's behalf. SMS delivery is subject to applicable messaging rules and provider requirements. Transactional client communications are not used as a substitute for consent where consent is legally required.

10. Cookies and similar technologies

HelpMyBooks may use essential browser storage, cookies or similar technologies for authentication, security, preferences and operation of the application. We do not sell personal information to advertisers. If we introduce non-essential advertising or analytics technologies that require additional disclosure or consent, we will update this Policy and the relevant controls.

11. Security

We use layered technical and organisational safeguards appropriate to the service, including authenticated access, row-level database security, restricted server-side credentials, private document storage, encrypted integration tokens where implemented, rate limiting, audit logging, secure client portal tokens, least-privilege controls, managed infrastructure and regular security review. No online service can guarantee absolute security, but we work to reduce risk and respond to identified issues.

See our Security page for additional information.

12. Data retention

We retain information for as long as reasonably needed to provide HelpMyBooks, maintain security and audit records, meet contractual and legal obligations, resolve disputes and enforce agreements. Retention periods vary by data type. When an organisation requests deletion, we remove eligible service data through our deletion process while retaining limited records where required or reasonably necessary, such as billing, fraud-prevention, security or legal records.

13. Access, correction and deletion

You may ask to access or correct personal information we hold about you, or request deletion where applicable, by contacting us below. We may need to verify your identity and authority before acting. Where a bookkeeping practice controls the relevant client record, we may need to coordinate a request with that practice.

14. Data breaches

If we become aware of a data breach, we will investigate and take reasonable containment and remediation steps. Where the Notifiable Data Breaches scheme under the Privacy Act 1988 (Cth) applies, we will make notifications required by law.

15. Children

HelpMyBooks accounts are intended for adults acting for a business, sole trader, bookkeeping practice, accounting practice or related professional organisation. We do not knowingly offer HelpMyBooks accounts directly to children. Business and client financial records should only be uploaded where the organisation has a lawful basis and authority to process them.

16. Australian privacy law and complaints

We handle personal information in accordance with applicable Australian privacy law, including the Australian Privacy Principles under the Privacy Act 1988 (Cth) where they apply. If you have a privacy concern or complaint, contact us first so we can investigate. If you are not satisfied with our response, you may be able to complain to the Office of the Australian Information Commissioner (OAIC) at oaic.gov.au.

17. Changes to this Policy

We may update this Privacy Policy when our service, providers, legal obligations or data practices change. We will update the date above and provide additional notice where a material change reasonably requires it.

18. Contact

Privacy questions, requests or complaints can be sent to support@helpmybooks.com.au.