Privacy Policy

What Changed in Version 2.0

Flowlog 2.0 adds Moneylog, a full personal finance ledger, alongside the existing worklog module. That means we now handle categories of information the previous policy did not describe. This version:

• Discloses that we record which screens you open in the App, how long you stay and whether you changed anything, so we can tell which features are actually useful. We record only the screen's internal identifier, never its contents, and it is deleted after 90 days
• Describes the transaction, account, budget, savings, plan and instalment data you record in Moneylog
• Discloses that we store an Apple push notification token for each device you enable reminders on. Version 1.0 stated that we did not collect push tokens; that is no longer accurate, and this version corrects it
• Discloses that we keep a record of the actions taken on your account (for example "created a worklog", "failed login") for a limited period, so that support can investigate problems you report. Version 1.0's blanket statement that we perform no behaviour tracking was too broad, and this version replaces it with an accurate description of what is recorded, why, and for how long
• Describes receipt and attachment photos in Moneylog, email delivery records, home screen and lock screen widgets, the on-device suggestion engine, and the data import, reconciliation and debt payoff features
• Names the third parties we rely on, including Apple's push notification service and our email delivery provider

We have not started selling data, showing advertising, or using third-party analytics or tracking SDKs. We still do not do any of those things.

Introduction

This Privacy Policy describes how Flowlog ("we", "our", or "us") collects, uses, stores, and protects your personal information when you use our mobile application Flowlog (the "App") and our website. Flowlog is operated as a business registered in Australia under the business name Flowlog, located at 8 Leydin Court, Darwin City, Northern Territory, Australia.

We are committed to protecting your privacy and ensuring the security of your personal information. By using our App, you agree to the collection and use of information in accordance with this policy.

Flowlog is made of two modules that share one account:

• Worklog — employments, roles, work sites, work hours and payouts
• Moneylog — accounts, transactions, budgets, savings goals, plans and reminders

You can use either module, both, or neither. We only hold the data you actually create.

Information We Collect

1. Account Information

When you create an account, we collect:

• Email address: used for account verification, password reset, security notices and, if you have not unsubscribed, occasional product announcements
• Name: used for display purposes within the App
• Profile picture / avatar (optional): used for display purposes within the App
• Account status: subscription tier, trial status, and the version of the Terms of Service and Privacy Policy you accepted

Authentication methods:

• OAuth login (Google Sign-In) — not available in Mainland China
• OAuth login (Apple Sign-In) — available globally including Mainland China
• Email and password login — available globally

When you register, we use the IP address of the request to estimate your country and pre-select a base currency for you. The estimated country is used at that moment only and is not stored as a separate profile attribute; only the resulting currency preference is saved, and you can change it at any time.

2. Sensitive Personal Information

The following is treated as sensitive personal information and is collected only with your explicit consent, given by choosing to use the relevant feature:

• Financial information: account names and balances, transaction records, debts, credit card and buy-now-pay-later obligations, budgets and savings goals
• Employment and income information: employers, roles, work sites, work hours, pay rates, salary, tax withholding, superannuation and GST

We do not collect government identifiers, full bank account numbers, card numbers, CVVs, online banking credentials, or biometric templates. Flowlog has no connection to your bank; nothing is fetched from a financial institution on your behalf.

3. Financial Information You Enter (Moneylog)

Everything in this section is information you choose to type in, and it stays entirely under your control.

Accounts:

• Account names, account types (bank, cash, credit card, debit card, e-wallet, prepaid card, virtual, investment, buy-now-pay-later and debt), and the institution you select from our list
• The last four digits of a card or account, if you choose to record them — we recommend recording no more than that
• Balances, per currency, across 40 supported currencies
• Cryptocurrency holdings on investment accounts — we store only the quantity and ticker you typed in. This is never linked to any on-chain address, wallet or exchange account, and we do not read any blockchain
• Sub-accounts: transaction and savings sub-accounts, bank debit cards, and credit card supplementary cards
• Credit card statement day, repayment day and credit limit; buy-now-pay-later mode and settings
• Debt direction (money owed to you or by you) and counterparty
• Whether an account counts towards your total assets or total liabilities

Transactions:

• Amount, currency, exchange rate, date and time
• Type — income, expense, transfer, lending, borrowing, repayment, collection, refund, reimbursement, split bill, reversal, and system-generated balance initialisation or adjustment entries
• Category and sub-category, including the names of any categories you create
• The account (and, where relevant, the exact sub-account or card) the money moved through
• Members, counterparties and tags you attach, including names you type
• Notes, fees, coupon amounts, interest, repayment dates and reimbursement status
• Pre-authorisation state, the amount originally held and when you confirmed it, for expenses you mark as pre-authorised
• Photos you attach (see section 5)
• Repayment plans and instalment plans, including period amounts, dates and settlement status

Budgets, savings and plans:

• Budget amounts, periods, category limits, linked accounts, rollover settings
• Savings goals, target amounts and dates, deposits and withdrawals, and any savings challenge you start
• Planned items and recurring rules, including title, amount, frequency and next due date
• The split you set on a recurring rule: which members it is shared with, each person's amount and currency, and the account their share is collected into
• Quick entries — the shortcut templates you save for transactions you record often

Reconciliation and debt payoff:

• Each reconciliation you complete: the account and currency balance it was for, the date it is as of, the balance you typed in from your financial institution, the balance Flowlog held, the difference, how you finished it, any note, and the adjustment entry it created if there was one
• Your debt payoff plan, if you set one up: the strategy you chose, the monthly amount you said you can put towards it and its currency, and per debt the minimum payment you typed in, the order you placed it in, and whether you excluded it from the plan

4. Employment and Work Information (Worklog)

• Company name, employment type (PAYG / ABN / other), pay cycle and calculation method
• Roles and pay rates, including weekend, holiday and night rates
• Work sites belonging to each employment, and the site attached to each worklog
• Work dates and times, clock-in and clock-out events, time zone, deductions for breaks and leave
• Hours, days or pieces worked, rate type applied, and expected earnings
• Payout records: employer, payment date, gross and net amounts, tax withheld, GST, superannuation, payment breakdown, linked worklogs, payment account and notes

5. Photos and Attachments

You may attach photos to payouts (payslips) and to transactions (receipts), and you may set a profile picture.

• Photos are selected by you. The App does not browse or index your photo library, and does not access the camera except when you explicitly take a photo for one of these purposes
• Photos are resized and compressed on your device before upload
• Uploaded photos are stored in our own object storage on our servers, are reachable only through a link that is not published anywhere, and are deleted when you delete the record they belong to or your account

6. App Settings and Preferences

• Interface language (English, Simplified Chinese, Traditional Chinese) and your time zone
• Base currency, default payment and income accounts, default module and default landing page
• Reminder preferences: the master switch, which of the eleven reminder categories are on, and how many days ahead each should fire
• Category, member, counterparty, tag, company and role presets you create
• Theme preference, filter and view preferences, and the metric you choose for a widget
• Face ID / Touch ID setting — the setting is stored locally on your device, and the biometric data itself never leaves your device and is never available to us

7. Device and Technical Information

• Push notification token, per device, if you enable reminders. This is an identifier issued by Apple that lets us deliver a notification to that device. It is deleted when you sign out of that device, disable notifications, or delete your account
• Device type and operating system version, App version and build number, and platform
• IP address, used for authentication, abuse prevention and security investigation
• Time zone, used to send reminders at the right local time and to date your records correctly

8. Records of Activity on Your Account

To answer support questions ("I saved a worklog and it disappeared"), to detect abuse, and to understand which parts of the App are actually useful, we keep two kinds of record:

Actions that change data — creating, editing or deleting a record, signing in, and failed sign-in attempts. Each record contains the action, whether it succeeded, the time, and technical context such as IP address, App version and a trace identifier.

Screens you open in the App — which screen, how long you stayed on it, which screen you came from, and whether you changed any data while you were there. We record the screen's internal identifier (for example moneylog.home), never its contents: no amounts, no account names, no notes.

• We do not record anything you look at outside the App, and we do not use tracking cookies, advertising identifiers or third-party analytics SDKs
• Neither kind of record is used to build an advertising or marketing profile, shared with advertisers, or used to make automated decisions about you
• Both are automatically deleted after 90 days. Aggregate counts derived from them (for example "the budget screen was opened 400 times last month") are not tied to any individual and are kept longer

Separately, we record the calendar dates on which each account was active, so we can count how many people use the App. This is used only in aggregate.

9. Notification Data

If you enable reminders, we generate notifications about your own records — for example that a credit card statement is due, or that a budget threshold has been reached. To avoid sending the same reminder twice we keep a small ledger of which reminders have already been sent.

Notification content is delivered through Apple's Push Notification service. A notification may include limited financial details such as an amount or an account name, so that it is useful on the lock screen. If you would rather it did not, you can turn off individual reminder categories in the App, or change how much iOS shows on your lock screen in the system Settings.

10. Email Delivery Records

When we send you an email, our delivery provider tells us whether it could be delivered. We store delivery failures and complaints — bounces, blocks, spam reports and unsubscribes — together with the email address, subject and reason, so we stop emailing an address that cannot receive mail or does not want to hear from us.

We do not track whether you opened an email or clicked a link in it.

Verification codes, password resets and other emails you need in order to use your account are transactional and cannot be unsubscribed from. Product announcements can be, using the link in the email or by contacting us.

11. Data You Import

Flowlog lets you bring records over from another app or from your own Flowlog export by uploading a file. When you do:

• The file is processed for the sole purpose of creating records in your own account
• Imported records are treated exactly like records you typed in, and are covered by every other part of this policy
• The uploaded file itself is not retained after the import finishes

12. Third-Party Service Data

Exchange rates: currency exchange rates come from the free, open-source currency API published by fawazahmed0 and served over a public CDN. We fetch rates on our own servers; your identity is never sent with these requests. Rates are for reference only and are not professional financial advice.

What We Do NOT Collect

• Third-party analytics or attribution SDKs — we do not embed Google Analytics, Firebase Analytics, Facebook SDK, or any similar tool
• Advertising identifiers, cookies for tracking, or tracking pixels — we do not advertise and we do not participate in ad networks
• Any profile built for advertising, or any sale or rental of your information
• GPS or precise location data
• Background access to your camera, microphone, photo library, contacts, calendar, health data or messages
• Email open or click tracking
• Full bank account numbers, card numbers, CVVs or online banking credentials
• Automated crash and diagnostic reports collected by us — if you have enabled sharing with Apple, Apple may provide us with aggregated crash reports through App Store Connect, which we receive from Apple rather than collect from your device

How We Use Your Information

We use the information we hold to:

1. Provide the service — store and organise your records; calculate balances, net worth, expected earnings, budgets, savings progress and cash flow forecasts; keep your data in sync across sessions and devices; render your widgets
2. Send the reminders you ask for — statement and repayment days, instalments, debts, planned items, budget alerts and savings milestones
3. Communicate with you — verification, password reset, security notices, essential service updates and, unless you unsubscribe, product announcements
4. Keep your account secure — verify your identity, enforce single-device login, detect suspicious activity, and investigate abuse
5. Support you — respond to your requests and investigate problems you report, using the activity records described in section 8
6. Meet our obligations — comply with law, resolve disputes and enforce our Terms

We do not use your financial or employment data for any purpose other than providing the App to you.

Processing That Happens Only on Your Device

Some of what Flowlog does never reaches our servers at all:

• Smart suggestions. When you record a transaction, Flowlog suggests a category, account, member and note. This is computed on your device from your own past records using simple statistics. Nothing is sent anywhere for this, no model is trained on your data, and no automated decision with legal or similarly significant effect is made about you
• Widgets. Your widget content is calculated and formatted inside the App, then written to a private container shared with the Flowlog widget on the same device. It is not uploaded, and it is cleared when you sign out
• Biometrics. Face ID / Touch ID is handled entirely by iOS. We only ever learn whether authentication succeeded
• Photo compression happens before upload

Data Storage and Security

Storage Location

• Records are stored in PostgreSQL databases on servers located in Australia
• Photos and other uploaded files are stored in our own object storage on our own infrastructure
• Backups are taken regularly for disaster recovery and are held to the same standard

Security Measures

• All data transmission uses HTTPS/TLS encryption
• Passwords are stored only as salted hashes and are never recoverable in plain text
• Encryption at rest for the database
• Single-device login: signing in on a new device signs the previous one out
• Biometric data never leaves your device
• Access to production systems is restricted, and administrative actions are recorded in a separate audit log
• Regular security review and dependency updates

No method of transmission or storage is perfectly secure. We take reasonable steps to protect your information, but we cannot guarantee absolute security.

Data Retention

Your Rights and Controls

You can:

1. Access everything we hold about you, in the App
2. Export your data as an Excel workbook — 13 categories across both modules (Premium)
3. Correct any of it, at any time, by editing it
4. Delete individual records, or your whole account and everything in it
5. Take it elsewhere — the export is a plain, documented Excel workbook
6. Limit processing — turn off reminders entirely or by category, or simply not use a feature
7. Unsubscribe from product announcements without losing account-critical emails
8. Withdraw consent by deleting the data or the account
9. Complain to us, and to your local privacy regulator — in Australia, the Office of the Australian Information Commissioner

To exercise any of these, use the App or contact [email protected]. We respond within 24–48 business hours and complete substantive requests within 30 days.

Data Sharing and Third Parties

We do not sell, trade, or rent your personal information.

We share information only in these circumstances:

1. Authentication providers

   • Google (outside Mainland China) and Apple (globally), for sign-in only. Only the basic profile information needed to identify you is exchanged

2. Service providers, each processing only what their function requires and bound to protect it:

   • Apple — App Store subscriptions, Sign in with Apple, and the Apple Push Notification service, which receives the device token and the notification content in order to deliver it
   • Brevo (Sendinblue) — email delivery. Receives your email address, the message, and returns delivery status
   • Infrastructure and hosting providers for the servers, database and storage described above

3. Content translation — when we publish our own material (announcements, help articles, legal documents) in three languages, we may use a machine translation service on our own text. No user record is ever sent for translation

4. Legal requirements — when required by law, court order or a lawful government request; to protect our rights, privacy, safety or property; or to enforce our Terms

5. Business transfer — in a merger, acquisition or asset sale, with notice to users before any transfer of personal information

6. With your consent — for anything else

International Data Transfers

Our servers are in Australia. If you use Flowlog from another country, your information is transferred to and stored in Australia, where data protection law may differ from that of your own country. By using the App you consent to this transfer.

For users in Mainland China

• Your personal information is transferred to and stored on servers in Australia
• Using the App constitutes your separate consent to this cross-border transfer, as required by the Personal Information Protection Law (PIPL)
• The recipient is Flowlog, at the address given below, for the purposes described in this policy
• You may request information about the overseas recipient, and you may withdraw consent by deleting your account

For users in the European Economic Area and the United Kingdom

• We process your data on the basis of contract (providing the App), consent (sensitive information, notifications, announcements) and legitimate interests (security and abuse prevention)
• Appropriate safeguards are applied to international transfers
• You have the rights of access, rectification, erasure, restriction, portability and objection, and the right to lodge a complaint with a supervisory authority

Subscriptions and Payment

Subscriptions are processed by Apple through the App Store:

• Monthly: AUD 5.99 (or the equivalent in your local currency)
• Annual: AUD 59.99 (or the equivalent in your local currency)
• New accounts include a 14-day free trial

All payment processing is performed by Apple. We never receive or store your card or payment details. We receive only the fact that a subscription is active, its type and its expiry.

Children's Privacy

The App is not directed to children under 14, and we do not knowingly collect personal information from them. If we learn that we have, we will delete it promptly. For users aged 14 to 16, guardian consent may be required depending on your jurisdiction.

Changes to This Privacy Policy

We may update this policy from time to time. When we do:

• The new version is published in the App and on our website, with its version number and effective date
• Previous versions remain available so you can see what changed
• For material changes we will notify you by email and in the App
• Where the change materially affects how we handle your information, you will be asked to accept the new version the next time you sign in

Continuing to use the App after a change takes effect means you accept the updated policy.

Third-Party Services and Disclaimers

Exchange rate service

• Fiat rates come from fawazahmed0's free currency API; cryptocurrency rates come from CoinGecko's public API
• They are for reference only and are not professional financial advice
• We do not guarantee their accuracy or timeliness — verify with an official source before acting on an important amount

Authentication providers

• Google and Apple handle the data they collect under their own privacy policies
• We receive only the basic profile information required for authentication

Push notifications

• Delivery is performed by Apple. Apple's handling of notification payloads is governed by Apple's own privacy policy

Contact Us

If you have any question, concern or request regarding this Privacy Policy:

Privacy matters: [email protected] General support: [email protected] WhatsApp support: available through the in-app link Business address: 8 Leydin Court, Darwin City, Northern Territory, Australia

Response times:

• General enquiries: 24–48 hours on business days
• WhatsApp: 24–48 hours on business days
• Privacy concerns: 24–48 hours on business days
• Urgent security issues: within 24 hours
• Legal matters: 5–7 business days

Compliance

This Privacy Policy is designed to comply with:

• The Australian Privacy Act 1988 and the Australian Privacy Principles (APPs)
• The General Data Protection Regulation (GDPR) for users in the EEA and the UK GDPR
• The Personal Information Protection Law (PIPL) for users in Mainland China
• The California Consumer Privacy Act (CCPA/CPRA) for users in California
• Apple's App Store Review Guidelines and App Privacy requirements

Consent

By using Flowlog you consent to this Privacy Policy. For sensitive personal information we obtain your explicit consent through specific, affirmative actions in the App:

• Financial and employment data — by choosing to enter it
• Photos — by selecting a photo to attach, after granting permission
• Notifications — by granting notification permission and turning on the reminder categories you want
• Face ID / Touch ID — by turning it on
• Product announcements — you may opt out at any time without affecting your account

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