Privacy policy

DocuFiled is operated by United Square Pty. Ltd. (ABN 82 618 171 010), trading as USQ Accountants ("USQ", "we", "us"). We handle personal information in line with the Privacy Act 1988 (Cth) and the Australian Privacy Principles. This policy explains what DocuFiled collects, why, and the choices you have.

What we collect

• Account details: your name, email address, and the workspaces and role you have.
• Documents you send: receipts, invoices and other files, and the details read from them, such as supplier names, dates, amounts and line items. These can contain personal information about you or others.
• Email-in: when you email a document to your DocuFiled address, we receive the sender's name and address, the subject line and the attachments.
• WhatsApp: if you send documents by WhatsApp, the mobile numbers registered for your business, your WhatsApp profile name, the files you send and any caption.
• Accounting connection: the name of your connected company, access tokens that let DocuFiled act on your behalf, and your chart of accounts and tax codes.
• Technical information: sign-in records and basic logs used to keep the service secure and working.

How we use it

• To receive, read and file your documents, and to publish them to your accounting software when you choose.
• To provide our accounting and tax services to you under your engagement with USQ.
• To reply to you, including confirmation messages for documents sent by WhatsApp.
• To secure, maintain and improve DocuFiled.

We do not sell personal information, and we do not use your documents or accounting data for advertising.

Data from your accounting software

When you connect QuickBooks Online or another accounting product, we only access the data needed to publish bills: your accounts, tax codes and suppliers, plus the bills and attachments DocuFiled creates. We use it solely to provide DocuFiled to your business. Disconnecting revokes our access, and we delete the stored access tokens.

Who we share it with

We use trusted service providers to run DocuFiled. They process information on our behalf and only as needed to provide their service:

• Lovable and Supabase, for application hosting, the database, file storage and sign-in.
• An artificial intelligence provider accessed through Lovable's AI gateway, to read the contents of documents.
• Postmark, to receive documents sent by email.
• Meta (WhatsApp Business Platform), to receive documents and send replies when you use WhatsApp.
• Intuit (QuickBooks Online) or your other accounting software provider, when you connect it.

We may also disclose information where required or authorised by law, for example to the Australian Taxation Office as part of our services to you.

Storage outside Australia

Some of these providers store or process data outside Australia, including in the United States and other countries where they operate. We take reasonable steps to make sure they protect it consistently with the Australian Privacy Principles.

Security

Information is encrypted in transit, files are kept in private storage, access is restricted to the people in your workspace and USQ staff who need it, and access tokens for accounting software are held only on our servers.

How long we keep it

We keep documents and records for as long as your workspace is active and then for as long as needed to meet our professional and legal record-keeping obligations, which for tax records is generally at least five years. After that we delete or de-identify them.

Access, correction and complaints

You can ask to access or correct the personal information we hold about you by emailing info@unitedsq.com. If you have a privacy concern, contact us first and we will respond within 30 days. If you are not satisfied, you can contact the Office of the Australian Information Commissioner at oaic.gov.au.

Contact

United Square Pty. Ltd., Suite 021, 44 Lakeview Drive, Scoresby VIC 3178. Email info@unitedsq.com or call 03 9070 4790.