Privacy Policy

Soleil OS ("we", "us") provides online software for sole traders. This policy explains what personal information we collect, how we use and protect it, who we share it with, and the choices you have. We handle personal information in line with the Privacy Act 1988 (Cth) and the Australian Privacy Principles.

1. Two roles: your information and your clients' information

There are two kinds of personal information in Soleil OS.

• Information about you (the account holder). We collect this and are responsible for it under this policy.
• Information about your clients, leads and contacts, which you enter. You decide what is entered and why. For that information, you are responsible for having a lawful reason to hold it, and we act only as your service provider: we store and process it on your behalf and on your instructions. We do not use it for our own purposes.

2. What we collect

• Waiting list: if you join the waiting list on our website, your name (optional), email and phone number (optional). We use it only to tell you when Soleil OS launches. Email info@soleilos.co and we will remove you.
• Account details: name, email, business name, ABN, phone number and login credentials. Passwords are stored hashed, so we cannot read them.
• Records you create: clients, invoices, quotes, expenses, tasks, notes, projects, files you attach, and similar. This includes the bank account details and PayID you choose to show on your invoices.
• Technical error details: if something goes wrong, we record what failed, the page it happened on and your account id, so we can fix it. This does not include passwords or card numbers.
• Billing details: your plan and subscription status. Card details are collected and held by Stripe. We never see or store full card numbers.
• Messages: what you send through the contact form, the Feedback button or email.
• Technical data: basic log information such as browser type and IP address, used to keep the service secure and working.
• Quote acceptances: when a client accepts a quote online we record the name they enter, the time, and their IP address, as evidence of the acceptance for you.

3. How we use information

• To provide, secure and support the service, including sending emails you ask us to send on your behalf (such as invoices and quotes)
• To process subscription payments and manage your plan
• To reply to your questions and fix problems
• To improve the product, using feedback you choose to send
• To meet legal obligations

We do not sell personal information. We do not use your business records or your clients' details for advertising, and we do not build profiles from them.

4. Who we share it with

We use these service providers to run Soleil OS. Each receives only what it needs to do its job:

• Supabase: database, sign in and file storage
• Cloudflare: hosting, network security and email forwarding
• Stripe: your Soleil OS subscription and, only if you connect your own Stripe account, card payments on your invoices
• Resend: sending emails such as invoices, quotes and sign up confirmations
• Anthropic: on the Plus plan, reads receipt photos and the words you say into voice entry, so the form can be filled in for you
• Your browser's speech service: when you use voice entry, your browser turns your speech into text, and may use its maker's service to do it (for example Google in Chrome, Apple in Safari or Microsoft in Edge)
• Google Fonts: our website loads its typeface from Google, which may receive your IP address when you visit

These providers may store or process information outside Australia, including in the United States and Europe. We take reasonable steps to make sure they handle it appropriately. We may also disclose information where the law requires or allows it, for example to a court or regulator.

5. How we protect it

• Each account's records are separated at the database level, so one account cannot read another's.
• Connections to Soleil OS are encrypted in transit.
• Access to the production database is limited to the people who run Soleil OS.
• Payment card data never touches our systems.
• We review the security of the service as it grows and fix issues promptly.

No online service can promise perfect security. If we become aware of an eligible data breach affecting your information, we will assess it and notify you and the Office of the Australian Information Commissioner as the Notifiable Data Breaches scheme requires. Please use a strong, unique password and keep it private.

6. Keeping and deleting information

We keep your information while your account is open. If you close your account, you can ask us to export your data first. After that we delete or de-identify your information within a reasonable time, except records we must keep by law (such as billing records) and routine backups, which are overwritten on their normal cycle. Email info@soleilos.co to request an export or deletion.

7. Your rights

You can ask to access or correct the personal information we hold about you. If you are a client of one of our customers and want to see or correct your information, please contact that business, since they control it. If you have a complaint, contact us first at info@soleilos.co and we will respond within a reasonable time. If you are not satisfied you can contact the Office of the Australian Information Commissioner at oaic.gov.au.

8. Emails from us

We send service emails (confirmations, receipts, security and billing notices) because they are part of the service. We will only send marketing emails if you have chosen to receive them, and you can unsubscribe at any time.

9. Cookies

We use only the cookies needed to keep you signed in and the service secure. We do not use advertising cookies.

10. Children

Soleil OS is for businesses and is not intended for anyone under 18.

11. Changes

We may update this policy. We will change the date above and, for significant changes, let you know by email or in the app.

12. Contact

Soleil OS, info@soleilos.co