Privacy Policy

1. About this policy

Keisan Systems Pty Ltd ("Keisan", "we", "us") provides Keisan, online accounting and payroll software. This policy explains how we handle personal information, in line with the Privacy Act 1988 (Cth), the Australian Privacy Principles and the Privacy (Tax File Number) Rule 2015. It applies to our website and to the Service described in our Terms of Service.

2. Information about our customers' employees, customers and suppliers

Much of the personal information in Keisan is entered by our customers about other people, such as their employees, customers and suppliers. We hold and use it on our customers' behalf, to provide the Service to them. If you're one of those people, the business that uses Keisan is the best place to start with questions about your information, but you're also welcome to contact us.

3. What we collect

• Account details: your name and email address. Your password is handled by our sign-in provider, and we never see it.
• Business details: your business's name, ABN, address and settings.
• Accounting records: transactions, invoices, bills and bank transactions, including the names, contact details and bank details of your customers and suppliers.
• Payroll records about employees: names, contact details, dates of birth, tax file numbers, tax and residency details, bank accounts, super fund details, pay and leave.
• Messages you send us, such as through our contact form or by email.
• Technical information: logs of requests to our servers, including IP addresses and browser details, which we use to run and secure the Service.

We don't use advertising or tracking cookies. Keisan stores what it needs to keep you signed in in your browser.

4. Tax file numbers

We collect tax file numbers only so our customers can meet their tax obligations as employers: to work out tax to withhold and to report it to the Australian Taxation Office, such as through Single Touch Payroll. We don't use them for anything else, including to identify people or to match records. We store them encrypted, limit who can see them, and handle them as the Privacy (Tax File Number) Rule 2015 requires.

5. How we use it

• to provide the Service, including calculating pay and tax and preparing reports and lodgements;
• to send information to the Australian Taxation Office and others when our customers ask Keisan to;
• to support you and respond to your messages;
• to tell you about your account and about changes to the Service or these terms;
• to keep the Service secure and prevent fraud; and
• to meet our legal obligations.

We don't sell personal information, or use it for advertising.

6. Who we share it with

We share personal information only as needed to provide the Service, with:

• Amazon Web Services, which hosts Keisan, its database and files, and sends its emails, in Sydney, Australia;
• Google (Firebase Authentication), which handles signing in and stores your email address and a secure form of your password in the United States;
• our Single Touch Payroll gateway provider, which passes payroll reports to the Australian Taxation Office, once Keisan offers Single Touch Payroll;
• the Australian Taxation Office and others our customers ask Keisan to send information to;
• people a customer invites into their business in Keisan, such as their accountant or bookkeeper; and
• government agencies, courts and others where the law requires or authorises it.

Apart from the sign-in details held by Google in the United States, Keisan's data is stored in Australia. We take reasonable steps to make sure the providers we use protect personal information in line with the Australian Privacy Principles.

7. Security

We protect personal information with encryption in transit and at rest, extra encryption for tax file numbers, access controls that limit our staff to what they need, and monitoring of our systems. If a data breach is likely to cause serious harm, we'll notify the people affected and the Office of the Australian Information Commissioner, as the Notifiable Data Breaches scheme requires.

8. How long we keep it

We keep your data while your account is open. After it closes, or your trial ends without a subscription, we keep it for 7 years, so you can come back to the records you're required to keep, and then delete it. You can ask us to delete it sooner, except where the law requires us to keep it. Backups are overwritten on a rolling basis.

9. Accessing and correcting your information

You can see and correct most of your information in Keisan itself. You can also ask us for access to, or a correction of, the personal information we hold about you by emailing contact@keisan.app. We'll respond within 30 days. If we refuse, we'll tell you why.

10. Complaints

If you think we've mishandled your personal information, email us at contact@keisan.app, and we'll respond within 30 days. If you're not satisfied with our response, you can complain to the Office of the Australian Information Commissioner at oaic.gov.au.

11. Changes to this policy

We may update this policy. We'll tell you by email or in Keisan before a significant change takes effect, and the date at the top of this page shows when it last changed.

12. Contact us

Questions about privacy? Email us at contact@keisan.app.

Versions

• 8 November 2026 (current)