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Nexus NumbersFree trial

Privacy policy

Last updated: 3 November 2026

Privacy collection notice

This notice describes how Nexus Services & Products Pty Ltd (ABN 20 633 477 899), providing the Nexus Numbers service (we, us or our), collects and handles personal information when you enquire about, trial or use Nexus Numbers. We collect personal information so that we can respond to your enquiry, provide our bookkeeping and admin services, and for the related purposes set out in this Privacy Policy.

We may disclose this personal information to third parties, including our personnel, related entities and service providers acting on our behalf, as set out below. Our service providers (including chat app providers such as Meta/WhatsApp and Slack, Cloudflare, Stripe, Microsoft, your accounting software provider and the providers of the automated and artificial intelligence (AI) systems we use) may store, transfer or access personal information outside Australia, including in the United States.

If you do not provide your personal information to us, it may affect our ability to provide the service to you. If you have questions about our privacy practices, please email hello@nexuswebcare.com. By providing your personal information to us, you agree to its collection, use, storage and disclosure as described in this policy.

Privacy policy

We are committed to protecting your privacy. This policy explains how we collect, use and protect personal information, and applies to all personal information we handle for Nexus Numbers, whether collected through our website, over WhatsApp, Slack, text/SMS or another chat app, by email, through your accounting software or by other means. We handle personal information in line with the Australian Privacy Principles (APPs) in the Privacy Act 1988 (Cth).

Quick overview

  • We collect information you give us, information from the accounts you connect, and information we gather when you use our website
  • We use it to run your invoicing, payment chasing, receipts, reconciling and reports, and to improve our service
  • Automated and AI systems (bots) do much of this work, and we tell you how below
  • Your business data and accounts stay yours. You can disconnect us at any time, and we delete or return your data when you leave
  • You have rights regarding your personal information, including access and correction

1. What we collect

When you enquire or ask for a free trial

  • Your name, business or trade, mobile number and email address
  • Which accounting software you use, which package interests you, and any message you send us
  • Campaign details in the link you clicked (such as UTM tags and a Facebook click ID)

When you trial or use Nexus Numbers

  • Chat messages: messages, photos (such as receipts) and files you send us over your chosen chat app (such as WhatsApp, Slack or text/SMS), and our replies
  • Business financial data: information we read from your accounting software (such as Xero, MYOB, QuickBooks or Reckon) and bank feeds through connections you authorise, including invoices, bills, contacts, transactions, account balances and reports
  • Your customers’ details: names, contact details and amounts owed that appear on invoices and payment reminders
  • Staff and subcontractor information: if you use timesheet and invoice checks, the names, hours, rates, invoices and payment details of your employees or subcontractors that you or your systems share with us
  • Job information: if you connect your CRM, job app or calendar, details of jobs and appointments
  • Account and billing details: your ABN, billing contact, package and payment history. Card payments are processed by Stripe; we do not see or store full card numbers.

When you share personal information about other people with us (such as your staff, subcontractors or customers), you confirm that you are authorised to do so and that they have been told, where the Law requires, that their information may be shared with service providers like us.

Digital information

  • IP address and general location derived from it, browser and device type, the page you came from and pages you view on our website
  • How you use our pages, through Microsoft Clarity (section 7)

2. How we collect it

  • Directly from you, when you fill out our trial form, message us, email us, approve invoices or send receipts.
  • Through connections you authorise, such as your accounting software, bank feeds (through your accounting software), CRM, job app or calendar.
  • Automatically, when you visit our website.
  • From third parties, such as Meta when you submit a Facebook or Instagram lead form, and our payment provider.

3. Why we collect, hold, use and disclose it

  • Providing the service: to ask about your jobs, draft invoices for your approval, send invoices you approve from your accounting software, send payment reminders, log receipts, reconcile bank transactions, check staff and subcontractor timesheets and invoices, send reminders, prepare your weekly numbers report, set-aside budgets and dashboard, and bill you.
  • Communication and support: to answer your questions and send service notices (trial ending, payment notices, changes to terms).
  • Service improvement: to understand how our website and service perform and improve them. We do not use your business financial data to advertise to you or anyone else.
  • Marketing: we only contact people who have enquired with us or are clients, and every marketing message includes an easy way to opt out, as required by the Spam Act 2003 (Cth). We don’t sell personal information.
  • Legal and compliance: to prevent spam and abuse, meet legal, tax and accounting obligations and protect our legal rights.

Messages to your customers. Invoices and payment reminders are sent on your instruction, to your own customers, from your accounting software or on your behalf. They are service messages about money owed to you, not marketing. We don’t send marketing to your customers.

Staff and subcontractor checks. If we find an issue in a timesheet or invoice, we raise it with you (the business owner) only. We don’t contact your staff or subcontractors about it.

4. Automated processing and AI

Nexus Numbers is run largely by automated and AI systems (bots), supervised by our team. These systems read your messages and business data in order to do the tasks above, such as drafting an invoice from a job description, reading a receipt photo, or suggesting how a bank transaction should be matched. Specifically:

  • We only give these systems the information needed for the task.
  • Nothing goes to your customers until you approve it. Our systems can make mistakes, so please check every draft before you approve it.
  • We use providers whose terms do not allow them to use your data to train their own public models, where that option is available to us.
  • Some of these providers are located, or process data, outside Australia (section 6).
  • We treat any information our systems generate about you (such as summaries and categorisations) as personal information under this policy.

Automated systems do not make decisions that have legal or similarly significant effects on you without your involvement. Approving invoices and making payments always stays with you.

5. Who we disclose it to

We do not sell, trade or otherwise transfer personal information to outside parties except as described below:

  • Service providers: your accounting software provider (such as Xero, MYOB, Intuit QuickBooks or Reckon), the provider of the chat app you use with us (such as Meta for WhatsApp, Slack, or SMS and messaging providers for text), Meta (Facebook and Instagram lead forms), Cloudflare (website hosting, form processing and data storage), Stripe (payments), Microsoft (Clarity website analytics), our email provider, and the providers of the automated and AI systems we use, plus our IT and accounting providers
  • Your customers, when we send invoices or payment reminders you have approved
  • Professional advisers: accountants, auditors, insurers and legal advisers
  • Your own advisers, such as your accountant or BAS agent, if you ask us to share information with them
  • Corporate transactions: if we sell or restructure our business, to advisers and a potential purchaser
  • Legal and regulatory bodies: courts, regulators and law enforcement where required or authorised by law
  • Other parties you have authorised, or as otherwise required or permitted by law

Your accounting software, chat apps (such as WhatsApp or Slack) and other apps you use are governed by their own terms and privacy policies, which you have agreed with those providers.

6. Storage and overseas disclosure

We use cloud-based services, and our providers (including chat app providers such as Meta/WhatsApp and Slack, SMS providers, Cloudflare, Stripe, Microsoft, accounting software providers and AI providers) may store, process or access your information outside Australia, including in the United States, the European Union and other countries where they or their sub-processors operate. We cannot promise that your data stays in Australia. Before disclosing personal information overseas, we take reasonable steps to ensure the recipient treats it in accordance with the APPs, by only sending what is necessary and using providers whose contractual terms require them to protect personal information to comparable standards.

7. Cookies and analytics

We use Microsoft Clarity to understand how visitors use our pages, through heatmaps and session recordings. Clarity masks what you type into forms. See Microsoft’s privacy statement: https://privacy.microsoft.com/privacystatement.

Our website also uses strictly necessary technical storage to work properly, and Cloudflare Turnstile to check that a real person is submitting our forms. You can block or delete cookies in your browser settings, although some features may not work. Our wider website may also use the Meta Pixel, as described in the Nexus Web Care privacy policy.

8. Your accounts and access

  • You remain the owner of your accounting software, bank and chat accounts and all the data in them. Your accounting software subscription stays in your name.
  • We access your accounts only through connections you authorise, and only as needed to provide the service.
  • You can revoke our access at any time, for example by disconnecting our app in your accounting software’s settings, removing our user, or asking us to disconnect. Revoking access stops the service from working.

9. Protecting your information

  • Encryption in transit (HTTPS/SSL) and security measures provided by our hosting and messaging platforms
  • Authorised connections (such as OAuth) to your accounting software where available, so we don’t need to hold your password
  • Access controls limited to the people and systems that need the information
  • All payments processed through a secure gateway (Stripe); we do not store card details on our systems

No system is completely secure, but we take reasonable steps to protect personal information from misuse, interference, loss and unauthorised access, change or disclosure. If a data breach is likely to cause serious harm, we will notify you and the OAIC as required by the Notifiable Data Breaches scheme.

10. How long we keep it

We keep personal information only as long as we need it for the purposes we collected it, or as required by law.

  • Enquiries that don’t become clients are deleted or de-identified within 12 months of our last contact (or sooner if you ask).
  • When you cancel (or your trial ends without continuing), we disconnect from your accounts and, within 30 days, delete the business data and chat content we hold, or return it to you if you ask before then, unless the Law requires us to keep it. Your records in your own accounting software are not affected.
  • Our own records of your account, billing and payments are kept for up to 7 years for tax and legal purposes.

Backups may take a short additional time to cycle out. When we no longer need information, we securely destroy or de-identify it.

11. Your choices and rights

  • Providing information: you can choose whether to give us personal information, but without it we may not be able to provide the service.
  • Access: you can ask for the personal information we hold about you. We will respond within a reasonable time (usually 30 days) and won’t charge you for making a request.
  • Correction: you can ask us to correct information that is inaccurate, out of date, incomplete, irrelevant or misleading. If we can’t, we’ll explain why and you can ask us to note your requested correction.
  • Marketing: you can opt out at any time using the unsubscribe or opt-out option, or by emailing us.
  • Staff, subcontractors and customers of our clients can contact us directly using the details below.

12. Requests and complaints

Step 1: Email hello@nexuswebcare.com with your full name, contact details and clear details of your request or complaint.

Step 2: We will verify your identity, investigate or process your request, and respond in writing within a reasonable time (we aim to acknowledge complaints within 7 days and resolve them within 30 days).

Step 3: If you’re not satisfied with our response to a complaint, you can contact the Office of the Australian Information Commissioner (OAIC): oaic.gov.au, phone 1300 363 992.

13. Changes to this policy

We may update this policy at any time by posting the revised version on this page, with the date it was last updated.

Contact us

Nexus Numbers, a service of Nexus Services & Products Pty Ltd (ABN 20 633 477 899)
Perth, Western Australia
Email: hello@nexuswebcare.com