Privacy Policy

Personal Information

We collect information you provide directly to us when creating an account or using our services. This includes your name, email address, phone number, and business information. When you connect financial accounts to our platform, we securely collect transaction data and account balances to provide accurate budget reporting.

Usage Information

Our system automatically collects information about how you interact with our platform. This includes your IP address, browser type, device information, pages visited, and time spent on different features. We use this data to improve our service performance and user experience.

Financial Data

With your explicit consent, we access read-only financial information from your connected accounts through secure third-party providers. This data helps generate comprehensive budget reports and spending insights. We never store your banking credentials on our servers.

• Account numbers and balances
• Transaction history and descriptions
• Merchant information and spending categories
• Income sources and payment schedules
• Investment portfolio data where applicable

Your information enables us to provide personalized budget reporting services. We analyze your financial data to create meaningful insights, track spending patterns, and generate custom reports that help you make informed financial decisions.

We use your contact information to send important account notifications, security alerts, and optional service updates. You can control communication preferences through your account settings at any time.

Service Improvement

Aggregated, non-identifiable usage data helps us understand how customers interact with our platform. This information guides feature development, identifies areas for improvement, and ensures our reporting tools meet evolving user needs.

We may use your information to provide customer support, respond to inquiries, and troubleshoot technical issues. Our support team accesses only the minimum information necessary to resolve your specific questions or concerns.

Legal and Security Purposes

We process personal information when required by Australian law, including compliance with financial regulations and tax reporting requirements. Information may also be used to protect against fraud, unauthorized access, and other security threats to our platform and users.

polarethivona does not sell, rent, or trade your personal information to third parties for marketing purposes. We share information only in specific circumstances outlined below, always with appropriate safeguards in place.

Service Providers

We work with trusted third-party providers to deliver our services effectively. This includes cloud hosting providers, data analytics services, and payment processors. These partners access only the information necessary to perform their specific functions and are contractually bound to protect your data.

• Financial data aggregation services for account connectivity
• Cloud storage providers for secure data hosting
• Email service providers for communication delivery
• Analytics providers for usage insights and performance monitoring

Legal Requirements

We may disclose information when required by Australian law, court order, or regulatory authority. This includes responding to valid legal requests, protecting our legal rights, and cooperating with law enforcement investigations when appropriate.

In the event of a business merger, acquisition, or sale, your information may be transferred to the new entity. We will notify affected users and ensure the receiving organization maintains equivalent privacy protections.

Protecting your financial information is our highest priority. We employ industry-standard security measures including encryption, secure servers, and regular security audits to safeguard your data against unauthorized access, alteration, or disclosure.

Technical Safeguards

All data transmission occurs over encrypted connections using TLS 1.3 protocol. Information stored on our servers is encrypted using AES-256 encryption standards. We maintain multiple backup systems and disaster recovery procedures to ensure data availability and integrity.

Access to personal information is restricted to authorized personnel who require it for their job functions. All team members undergo background checks and receive regular privacy and security training.

Account Security

You can enhance your account security by using strong passwords, enabling two-factor authentication, and regularly reviewing account activity. We recommend updating passwords periodically and avoiding shared or public computers for accessing sensitive financial information.

We monitor for unusual account activity and will alert you to potentially suspicious actions. Never share your login credentials with others, and contact us immediately if you suspect unauthorized access to your account.

Under Australian Privacy Principles, you have important rights regarding your personal information. We're committed to helping you exercise these rights and maintain control over your data.

Access and Correction

You can access and update most of your personal information through your account dashboard. For information not directly accessible, submit a written request to our privacy team. We'll provide requested information within 30 days, subject to identity verification.

If you identify incorrect or outdated information, we'll promptly correct it upon notification. Some financial data corrections may require verification through your financial institution to maintain reporting accuracy.

Data Portability and Deletion

You can export your budget reports and account information in standard formats. Account deletion is available through your settings, though some information may be retained for legal compliance purposes.

• Request data deletion or account closure at any time
• Opt out of marketing communications while maintaining service notifications
• Control which financial accounts connect to your budget reports
• Set preferences for data sharing with integrated services
• Choose frequency and types of report generation

To exercise these rights, contact our privacy team using the information below. We may require identity verification to prevent unauthorized access to your personal information.

We retain your personal information only as long as necessary to provide our services and comply with legal requirements. Active account information is maintained while your account remains open and for seven years after closure, as required by Australian financial regulations.

Retention Periods

Transaction data and budget reports are retained for the duration of your account plus seven years for compliance purposes. Usage analytics are retained for three years to support service improvements. Marketing communication preferences are kept until you unsubscribe or close your account.

International Data Transfers

Some of our service providers operate outside Australia, particularly cloud hosting and data analytics services. When transferring data internationally, we ensure adequate protection through contractual safeguards and compliance with Australian privacy requirements.

We primarily use providers in jurisdictions with equivalent privacy protections, including the European Union and countries with adequacy determinations. All international transfers include contractual clauses requiring protection equivalent to Australian standards.

You can request information about where your data is processed and the safeguards in place by contacting our privacy team.

Our platform uses cookies and similar technologies to enhance functionality, remember your preferences, and analyze usage patterns. You can control cookie settings through your browser, though disabling certain cookies may affect platform functionality.

Types of Cookies We Use

Essential cookies enable core platform functions like secure login and session management. These cannot be disabled without affecting basic functionality. Analytics cookies help us understand how users interact with our platform, allowing us to identify popular features and areas for improvement.

Preference cookies remember your settings, such as dashboard layout and report formats. These enhance your experience by maintaining personalized configurations across sessions.

• Session cookies for secure authentication and navigation
• Performance cookies to monitor platform speed and reliability
• Functional cookies to remember your preferences and settings
• Security cookies to detect suspicious activity and protect accounts

We don't use advertising cookies or share cookie data with marketing networks. Our tracking is limited to improving service quality and protecting user accounts.

Our service is designed for adults managing personal or business finances. We don't knowingly collect information from children under 18 years old. If we discover that a child has provided personal information, we'll promptly delete it and close the associated account.

Parents or guardians who believe their child has created an account should contact us immediately. We'll investigate and take appropriate action to remove any collected information.

Sensitive Information Handling

We recognize that financial information is particularly sensitive and deserves extra protection. Our policies exceed minimum legal requirements to ensure appropriate care for your financial privacy.

We don't collect information about political opinions, religious beliefs, or health details unless directly relevant to financial planning services you've specifically requested.

Users with special privacy needs, such as those in domestic violence situations requiring financial independence, can contact our privacy team for additional account protection options.

We may update this privacy policy periodically to reflect service changes, legal requirements, or improved privacy practices. Significant changes will be communicated through email notification and prominent website notices.

We encourage you to review this policy regularly to stay informed about how we protect your information. The "Last Updated" date at the top indicates when the most recent changes were made.

Notification Methods

For material changes affecting your rights or how we use your information, we'll provide at least 30 days' notice through multiple channels including email, in-app notifications, and website banners.

Continued use of our services after policy updates constitutes acceptance of the revised terms. If you disagree with changes, you can close your account before the effective date.

We maintain archived versions of previous privacy policies for reference. You can request access to historical policy versions by contacting our privacy team.