Hexkeeper Privacy Policy

Hexkeeper (“the app”) is a bookkeeping app that helps Australian businesses keep a GST-coded ledger and prepare their Business Activity Statement (BAS). This policy explains what information the app handles, where it is stored, and the choices you have. It is written to be read, not to bury things in legalese.

Who we are

Hexkeeper is developed and operated by an independent Australian sole trader (“we”, “us”). For any privacy question you can reach us at the address at the end of this policy.

What information we handle

Account information. When you create an account we store your email address, which is used to sign you in and to send essential emails such as password resets and business invitations.

Business data you enter. The information you record to keep your books — your business name and (optionally) ABN, transactions (amounts, dates, categories, GST treatment, counterparties and notes), receipt images and other evidence you attach, and the bank statement lines you import (see “Bank import” below). This is the core of what the app is for.

Subscription status. Whether your business is on a trial or a paid plan, and the plan’s tier and expiry. This comes from Apple; see “Payments” below.

Where your data is stored

Your account and business data are stored using Supabase, our database and storage provider, in a project hosted in Australia (the AWS Sydney region, ap-southeast-2). Receipt images are held in a private storage bucket belonging to your business.

Access is enforced at the database level: every record belongs to a business (“organisation”), and only signed-in members of that business can read or write its data. Members of one business cannot see another’s.

Overseas access. Your data is stored in Australia, but our service providers (listed below) are overseas companies — their staff may access your data from outside Australia where necessary to operate, secure or support the service. We only use reputable providers that are contractually committed to protecting it.

Bank import — what happens to skipped lines

When you import a bank statement, Hexkeeper shows the lines to you for review. Only the transactions you mark as business go into your ledger. Lines you skip never enter your ledger or your BAS figures, so your BAS only ever reflects transactions you explicitly marked as business.

Skipped lines are kept, marked as skipped, so you can undo a skip and so re-importing the same statement doesn’t show them to you again. After 30 days, a skipped line’s description, payee and amount are cleared: only its date and a scrambled fingerprint remain — enough to recognise the line if you import that statement again, but nothing about what was bought. You can also permanently delete skipped lines at any time from the account’s Skipped list in the app; deleting your account or business removes them too.

Receipt scanning

When you scan a receipt, the text recognition (OCR) that reads the merchant, amount and date runs entirely on your device using Apple’s frameworks. The receipt image you choose to attach is uploaded to your business’s private storage so it’s available as evidence across your devices and to your team; you can delete it at any time.

Email

We use Resend to deliver essential transactional emails (sign-in confirmation, password reset, and business invitations). Only the recipient address and the message needed to deliver that email are processed. We do not send marketing email.

Payments

Subscriptions are purchased and managed through the Apple App Store. Apple processes your payment and manages billing and renewals — we never receive or store your card or payment details. We store only the resulting entitlement (your plan tier and expiry) so the app knows your subscription is active.

Service providers

We rely on a small number of trusted providers to run the app. We share only what each needs to do its job, and none of them use your data for their own purposes:

• Supabase — our database and file storage, hosted in the AWS Sydney region (Australia); holds your account and business data. A US company whose staff may access data to operate and support the service.
• Resend — sends essential transactional emails (sign-in, password reset, invitations); receives only the recipient address and the message. A US company.
• Apple — processes App Store payments and subscriptions; we never receive your card details.

Analytics, advertising and tracking

Hexkeeper contains no advertising, no analytics SDKs, and no third-party trackers. If you download the app from the App Store, Apple may provide us with aggregated, anonymous statistics (such as download counts and crash summaries) that do not identify you.

How we use the information

We use the information solely to provide the app: to authenticate you, store and sync your books, generate your BAS figures and exports, send the essential emails above, and enforce your subscription. We do not sell your data or use it for advertising.

Your control over your data

• Export — export a business’s data (settings, transactions, categories, bank accounts, imported bank lines, payee rules and lodgements) with all its receipt and evidence files, as a ZIP from Settings — everything, or one financial year.
• Delete — delete individual records in the app, or delete your account from Settings. If you are the sole owner of a business, deleting your account removes that business and its data; if others are members, you’ll be asked to hand it over first.
• Access & correction — you can view and edit your data directly in the app, or contact us for help.

Data retention

We keep your data for as long as your account and business exist so the app can function. When you delete your account or a business as described above, its data is removed from our live database. We do not keep our own separate backups of your data; where our hosting provider makes short-lived system backups, they are retained no longer than 30 days before being permanently deleted.

Children’s privacy

Hexkeeper is a tool for businesses and is not directed at children. We do not knowingly collect information from children.

Changes to this policy

If this policy changes, we’ll post the updated version at this address with a new effective date.