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Privacy Policy

Last updated: October 2026

1. Overview and Commitment

ATOque is committed to protecting the privacy and confidentiality of personal information in accordance with the Privacy Act 1988 (Cth), the Australian Privacy Principles (APPs), and the Privacy (Tax File Number) Rule 2015.

2. Australian Data Residency

All customer and practice data is stored and processed within Australia: the application and database run on Vultr in Sydney, documents are stored in Amazon S3 in Sydney (ap-southeast-2), and AI processing uses Google's Gemini models on Google Cloud in Sydney (australia-southeast1). Cloudflare is used only to provide TLS encryption in transit and does not store customer data. Data is encrypted in transit using TLS (HTTPS).

3. Tax File Number (TFN) Handling

Tax File Numbers are permanently redacted at the binary PDF level prior to storage and prior to any processing. ATOque does not store, index, or transmit unredacted TFNs.

4. Google User Data

A practice can optionally connect a Google account to ATOque in two ways: to send client emails from the practice's own Gmail address, and to file processed ATO documents into the practice's Google Drive. This section explains what Google user data ATOque accesses, how it is used, stored, shared, protected, retained and deleted. It applies only to data received through Google APIs.

4.1 Which Google user data we access

  • Google account email address (userinfo.email), to identify which Google account is connected.
  • Gmail: send only (https://www.googleapis.com/auth/gmail.send). ATOque sends emails that a practice user has reviewed and approved in ATOque. ATOque does not read, search, list, label or delete any message in the user's mailbox.
  • Google Drive: only files and folders ATOque creates or that you select. ATOque uses this access to create client folders and upload ATO document PDFs into the location the practice chooses. ATOque reads only the names and IDs of those files and folders needed to file documents. It does not read the contents of any other files in the user's Drive, and it does not delete files.
  • OAuth tokens (access and refresh tokens) issued by Google for the connection.

4.2 How we use Google user data

We use Google user data only to provide the user-facing features described above: sending practice-approved emails from the connected Gmail address, and filing ATO documents into the chosen Drive location. We do not use Google user data for advertising, to build user profiles, for credit or lending decisions, or for any purpose unrelated to these features.

4.3 AI processing and model training

ATOque uses Google's Gemini models on Google Cloud in Sydney (australia-southeast1) to read and classify ATO correspondence that ATOque fetches from the ATO for the practice. That AI processing runs on ATO documents after TFNs are redacted. It does not run on data received from Gmail or Google Drive: ATOque never reads Gmail messages and never reads the contents of files in Drive, so no Gmail or Drive user data is sent to any AI model. Google's Gemini models on Google Cloud are ATOque's only AI provider, and no Google user data is sent to it.

Google user data, whether raw, aggregated, anonymised or derived, is not used to create, train or improve any generalised or foundational AI or machine learning model, by ATOque or by anyone else, and is not transferred to any AI provider.

4.4 Who we share Google user data with

We do not sell Google user data. We do not share, transfer or disclose it to third parties except: (a) to Google itself, as needed to send the email or write the file the user asked for; (b) to our hosting provider, which stores it on our behalf under contract and has no right to use it; (c) where required by law; or (d) as part of a merger, acquisition or sale of assets, with the user's prior consent. Emails sent through Gmail go only to the recipients the practice user approves.

4.5 Storage and protection

OAuth access and refresh tokens are stored encrypted with AES-256-GCM. Data is encrypted in transit with TLS. Access to production systems is limited to authorised ATOque personnel, and no human reads Google user data except with the user's explicit permission, for security purposes, to comply with law, or where the data is aggregated and used for internal operations in line with applicable law.

4.6 Retention and deletion

We keep OAuth tokens only to operate the connection. When a practice removes its Gmail mailbox in ATOque settings, we delete the stored tokens and ask Google to revoke them. When a practice disconnects Google Drive, ATOque stops using the connection immediately, but this does not currently revoke the Drive access granted to ATOque with Google; to have the stored Drive tokens deleted, revoke access in your Google account (below) or email us and we will delete them. Emails sent and files uploaded remain in the user's own Google account under the user's control. Users can also revoke ATOque's access at any time at myaccount.google.com/permissions, or ask us to delete their data by emailing info@atoque.com.au.

4.7 Limited Use

The use of raw or derived user data received from Workspace APIs will adhere to the Google User Data Policy, including the Limited Use requirements.

5. Contact Us

If you have any questions regarding our privacy practices or data handling, please contact our privacy officer at info@atoque.com.au.