Privacy Policy

1. Introduction

OneCount ("we", "us", "our") is operated by OneCount Pty Ltd. We are committed to protecting your privacy. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our website and stocktake platform. We comply with the Australian Privacy Act 1988 (Cth) and the Australian Privacy Principles.

2. Information We Collect

Website

When you use our marketing website, we may collect:

• Waitlist and contact forms: Email address and any message you submit.
• Analytics: If we use analytics, we may collect anonymised usage data. We do not use invasive tracking.
• Cookies: Essential cookies for authentication. See our Cookie Notice for details.

Application (platform)

When you use our stocktake platform, we collect:

• Account information: Email address, name, and password when you create an account.
• Organization and venue data: Names of your organizations, venues, and locations.
• Stocktake data: Count entries, session data, catalog items, and operator information.
• Invoice data: Invoice line items, supplier names, dates, and optional attachments (e.g. PDFs, images) when you use our invoice features.
• Xero integration: When you connect Xero, we store connection metadata (tenant ID, access tokens) to sync invoices. We do not store your full Xero account data.

3. How We Use Your Information

We use your information to:

• Provide, operate, and maintain our stocktake platform
• Process invoices and sync with Xero when you choose to connect
• Power AI features (e.g. invoice parsing, variance summaries) via our AI service
• Improve our services and support
• Communicate with you about your account or our services

4. Hosting and Third-Party Processors

We use reputable cloud providers to host and process your data. Current processors include Supabase (auth, database), OpenAI (AI features), and Vercel (website hosting). Data may be stored in Australian or US regions. We will update this policy when material changes occur.

5. Storage and Security

Your data is stored in Supabase (Postgres database and auth). We use industry-standard security measures including encryption in transit and at rest. Access to your data is restricted to authorised personnel and systems necessary to provide our services.

6. Data Retention

We retain your data for as long as your account is active and as needed to provide our services. After account cancellation, we may retain certain data for legal, regulatory, or backup purposes for a limited period. You may request deletion of your data by contacting us.

7. Your Rights

Under the Australian Privacy Act, you have the right to:

• Access the personal information we hold about you
• Request correction of inaccurate or incomplete information
• Request deletion of your personal information (subject to legal obligations)
• Lodge a complaint with the Office of the Australian Information Commissioner (OAIC) if you believe we have breached your privacy

To exercise these rights, contact us at hello@onecount.ai.

8. Jurisdiction

This Privacy Policy is governed by the laws of Australia. We are based in Queensland, Australia.

9. Contact

For privacy-related questions or requests, contact us at hello@onecount.ai.