Privacy Policy

Last Updated: 15 February 2025

Information We Collect

We collect information that helps us provide better financial management services to Australian small businesses. The type of data we gather depends on how you interact with our platform.

Personal Information

• Name, business name, and contact details (email address, phone number, business address)
• Australian Business Number (ABN) and tax file number when required for financial services
• Financial information including bank account details, transaction history, and payment records
• Business operational data such as invoices, expenses, and financial reports
• Account credentials and authentication information for secure access
• Communication records when you contact our support team

Technical Information

When you access our platform, we automatically collect technical data that helps us maintain security and improve performance. This includes your IP address, browser type, device information, operating system, and access times. We also track how you navigate through our services to understand which features are most valuable to our users.

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How We Use Your Information

We use your personal information for specific purposes that directly support your use of our financial management services. Everything we do with your data aims to help you run your business more efficiently.

• Processing financial transactions and maintaining accurate business records
• Generating financial reports, tax documents, and compliance statements
• Providing customer support and responding to your inquiries
• Improving our services through analysis of usage patterns and user feedback
• Sending important service updates, security alerts, and policy changes
• Preventing fraud, unauthorized access, and ensuring platform security
• Meeting legal obligations under Australian financial services regulations

We'll occasionally send you information about new features or services that might benefit your business. You can opt out of these communications anytime, though we'll still need to send you essential service notifications.

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Data Storage and Security

Your financial data is stored on secure servers located within Australia. We use industry-standard encryption both when data is transmitted and when it's at rest on our servers.

Security Measures

We've implemented multiple layers of security to protect your information. This includes encrypted connections (SSL/TLS), secure authentication protocols, regular security audits, and restricted access to personal data within our team. Only authorized personnel who need access to perform their jobs can view your information.

Despite our best efforts, no internet transmission is completely secure. While we work hard to protect your data, we can't guarantee absolute security. If you notice any suspicious activity on your account, contact us immediately at contact@virellanovia.com.

Data Retention

Data Type	Retention Period
Active account information	Duration of account plus 7 years (tax compliance)
Financial transaction records	7 years from transaction date (ATO requirements)
Communication logs	3 years from last contact
Technical access logs	2 years for security monitoring
Marketing preferences	Until you withdraw consent or close account

These retention periods align with Australian tax law requirements and standard business practices. When we no longer need your information, we securely delete or anonymize it.

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Sharing Your Information

We don't sell your personal information to anyone. Period. However, we do share data with trusted partners who help us deliver our services to you.

Service Providers

We work with carefully selected third-party providers who process data on our behalf. This includes payment processors for handling transactions, cloud hosting services for data storage, and email service providers for communications. All these partners are bound by strict confidentiality agreements and can only use your data for the specific purposes we authorize.

Legal Requirements

Sometimes we're legally required to disclose information. This might happen if we receive a valid court order, need to comply with Australian Taxation Office requests, or have to respond to law enforcement investigations. We only share what's legally required and will notify you when possible (unless prohibited by law).

Business Transfers

If virellanovia is involved in a merger, acquisition, or sale of assets, your information may be transferred. We'll notify you before your data is transferred and becomes subject to a different privacy policy.

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Your Privacy Rights

Under Australian privacy law, you have several rights regarding your personal information. We've made it straightforward to exercise these rights.

How to Exercise Your Rights

To access, correct, or delete your information, log into your account and visit the privacy settings page. For requests we can't fulfill through self-service tools, email us at contact@virellanovia.com with your account details and specific request. We'll respond within 30 days and verify your identity before processing requests involving sensitive data.

If you're not satisfied with how we handle your privacy concerns, you can lodge a complaint with the Office of the Australian Information Commissioner (OAIC) at www.oaic.gov.au.

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Cookies and Tracking

Our website uses cookies and similar technologies to enhance your experience. Cookies are small text files stored on your device that help us remember your preferences and understand how you use our service.

Types of Cookies We Use

Essential Cookies: These are necessary for the platform to function. They enable core features like secure login, account authentication, and session management. You can't opt out of these cookies if you want to use our services.

Performance Cookies: These help us understand how visitors interact with our platform by collecting anonymous information about page visits, error messages, and response times. This data helps us improve service performance.

Functionality Cookies: These remember your preferences and choices, such as your display settings, language preferences, or customized dashboard layout.

You can control cookie settings through your browser preferences. Keep in mind that blocking certain cookies may affect how our platform functions.

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Third-Party Links

Our platform may contain links to external websites, such as banking institutions or government services. We're not responsible for the privacy practices of these third-party sites. When you click through to another website, their privacy policy applies instead of ours. We recommend reading their policies before sharing personal information.

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Children's Privacy

Our services are designed for business owners and aren't intended for anyone under 18. We don't knowingly collect information from minors. If you believe we've inadvertently collected data from someone under 18, please contact us immediately so we can delete it.

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Updates to This Policy

We may update this privacy policy from time to time to reflect changes in our practices, technology, legal requirements, or business operations. When we make significant changes, we'll notify you via email or through a prominent notice on our platform at least 30 days before the changes take effect.

Minor updates (like formatting changes or clarifications) will be posted here with an updated "Last Updated" date. We encourage you to review this policy periodically to stay informed about how we're protecting your information.

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International Data Transfers

While we primarily store data within Australia, some of our service providers may process information outside Australia. When this happens, we ensure appropriate safeguards are in place through standard contractual clauses or equivalent protections required by Australian privacy law.

Any international transfers maintain the same level of protection as required within Australia. Our service providers are contractually obligated to protect your data according to Australian privacy standards.

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