1.About this policy
Cancel Costs is a Sydney business that builds and runs software for companies. This policy covers cancelcosts.com and the apps we operate, including those listed in section 4. When an app has its own more detailed privacy policy, that policy also applies to it, and we link to it below.
We handle personal information in line with the Australian Privacy Principles in the Privacy Act 1988 (Cth).
2.Information we collect
Depending on how you deal with us, we collect:
- Contact details you give us, such as your name, email address, phone number and company, when you email us, book a call or send an enquiry.
- Account details for our apps, such as your name, email address and sign-in information.
- Content you put into our apps, such as documents, meeting recordings, transcripts and notes.
- Information from third-party accounts you choose to connect, such as Google, described in section 4.
- Job applications made through our careers pages, including the exercises you complete.
- Technical and usage information, such as pages visited, device and browser type, and error reports.
3.How we use information
We use personal information to:
- Provide the services and app features you ask for, and support you when you need help.
- Reply to enquiries, arrange meetings and send information you have requested.
- Assess job applications.
- Keep our services secure, prevent misuse and fix problems.
- Meet our legal, tax and accounting obligations.
We do not sell personal information, and we do not use it for third-party advertising.
4.Google user data
Some of our apps let you sign in with Google or connect a Google account. Each app asks only for the access its features need, and Google shows you that list before you agree. This is what each app can access, what it does with it, and what it keeps.
NoteBot
- What it can access
- Your name and email address, to sign you in
- Your Google Calendar events, to read and to create
- Sending email from your Gmail account (it cannot read your mail)
- Google Drive files that NoteBot itself creates (it cannot see your other files)
- What it does with it
- Reads your upcoming meetings so its meeting bot can join the ones you choose, adds calendar events you ask for, sends emails you ask it to send, and saves meeting notes to Docs, Sheets or Drive when you ask.
- What it keeps
- The connection tokens and the meeting details it needs, in its database in Australia. Disconnecting Google in NoteBot deletes the tokens straight away.
Almanac
- What it can access
- Your email address
- Reading your Gmail
- A separate "Almanac" calendar that the app creates (it cannot see your other calendars)
- What it does with it
- Imports attachments from senders you have approved, recording each email’s sender and subject but not reading its body, and keeps deadline events up to date in its own Almanac calendar.
- What it keeps
- The attachments it imports, stored as documents in your workspace, and the connection tokens.
CancelCosts Audit
- What it can access
- Your name and email address
- Reading your Gmail
- Reading your Google Drive files
- For Google Workspace administrators who choose to connect it: your organisation’s user list, the third-party apps users have authorised, usage reports and licence assignments
- What it does with it
- Looks through the last 90 days of email for receipts and invoices, reading only the sender, subject, date and a short preview, and reads financial documents in Drive, to find software subscriptions and expenses. For administrators it finds unused accounts, apps and licences. AI is used to pick out the subscriptions and expense lines.
- What it keeps
- Only what the audit finds, such as subscription records, expense lines and recommendations. It does not keep copies of your emails. Connection details are encrypted.
CopyFlow
- What it can access
- Reading and drafting in your Gmail
- Your Google Calendar and its events
- Google Docs, and Google Drive files you open with the app
- What it does with it
- Imports creative briefs from Docs and Drive, pulls in feedback threads from Gmail, and schedules due dates in Calendar, when you ask it to.
- What it keeps
- The connection tokens, encrypted, and the briefs, feedback and dates you choose to import.
NirvanaMatch
- What it can access
- Reading, drafting and sending email in your Gmail
- Your Google Calendar and its events
- Reading your Google Drive files
- What it does with it
- Drafts and sends candidate emails from your Gmail, creates meetings with Google Meet links, and lets its AI assistant read your calendar, email and Drive files to answer questions you ask it.
- What it keeps
- The connection tokens, encrypted, and the emails and meetings it creates for you.
OmniApp
- What it can access
- Your name and email address, to sign you in
- Reading your Gmail
- Your contacts
- Your calendars and events, read only
- Your Google Drive files and Google Docs, Sheets and Slides, read only
- Your Google Tasks, read only
- What it does with it
- Copies your emails, contacts, calendar events, Drive file details and tasks into your OmniApp workspace so they sit alongside your client records, and keeps them in sync, every 15 minutes by default.
- What it keeps
- Copies of those emails (including their content), contacts, events, tasks and file details in your workspace, and the connection tokens.
Our commitments about Google data
Cancel Costs’ use and transfer to any other app of information received from Google APIs will adhere to the Google API Services User Data Policy, including the Limited Use requirements.
- We use Google data only to provide and improve the features you can see in the app you connected.
- We do not sell Google data, use it for advertising, or use it to decide anyone’s creditworthiness.
- We do not use Google data to develop, improve or train generalised AI or machine learning models.
- We do not share Google data except as needed to provide those features, to comply with the law, or with your permission.
- People at Cancel Costs do not read your Google data unless you ask us to, it is needed for security or to comply with the law, or it has been aggregated and anonymised.
Some features send the text they work on to AI service providers to produce the result you asked for, such as a meeting summary or a list of subscriptions found in your receipts.
You can remove an app’s access at any time at myaccount.google.com/permissions, which stops it reaching your Google account straight away. To have what an app kept deleted, ask us using the details in section 12.
6.Where information is stored
Our apps store data with cloud hosting providers, in Australia where we can. Some service providers, including hosting, email and AI providers, may process information in other countries, such as the United States. When that happens we take reasonable steps to make sure the information is handled consistently with the Australian Privacy Principles.
7.How long we keep it
We keep personal information for as long as we need it to provide our services or to meet legal obligations, then delete or anonymise it. You can ask us to delete your information at any time.
8.Security
We protect information with encrypted connections, access controls that limit who can see what, and established hosting providers. No system is completely secure, so if we become aware of a data breach that is likely to cause serious harm, we will notify you and the Office of the Australian Information Commissioner as the law requires.
9.Your choices and rights
You can ask to see the personal information we hold about you, ask us to correct it, or ask us to delete it. We will respond within 30 days.
If you are in the European Economic Area or the United Kingdom, you also have rights under data protection law there, including to object to processing and to receive your data in a portable format.
If you are unhappy with how we have handled your information, contact us first so we can put it right. You can also complain to the Office of the Australian Information Commissioner.
11.Changes to this policy
We may update this policy. The date at the top shows when it last changed, and if a change materially affects how we use your information we will tell the people it affects before it takes effect.
12.Contact us
For privacy questions or requests, email emily@cancelcosts.com. Cancel Costs is based in Sydney, Australia.