Privacy Policy

Information we collect

Information is collected when you create an account, enter or synchronise records, use account security features, or contact us. Depending on the features you use, this includes:

• Account and business details: your name or business name, email address, account identifier, password credentials, verification and recovery information, and business settings. We store password hashes rather than readable passwords. You may also provide an address, phone number, GST registration details and GST/IRD number.
• Business and financial records: customer and contact details, jobs, quotes, estimates, invoices, credit notes, payments, expenses, sales refunds, GST figures and other bookkeeping records. Documents, notes, descriptions and custom terms may contain information you choose to enter.
• Images and documents: a business logo you choose, and business documents you create or save in the service. The app does not scan your photo library or collect videos or audio recordings.
• Purchase and access information: trial status and, where you purchase access through Google Play or Stripe, product identifiers, purchase-verification tokens and purchase or entitlement status linked to your account. Google Play or Stripe handles your payment details; WellLinked does not receive your full card number. For website subscriptions we retain Stripe customer, checkout and subscription identifiers, plan, payment/access status and verified paid-through dates.
• Security and technical information: sign-in attempts, verification status, cookies and a random browser/trial identifier used to recognise a device and prevent repeated trials. Hosting services may process connection and security information, such as IP addresses, request times and requested pages, to deliver and protect the service.
• Support correspondence: the information you send us when asking for help or making a privacy request. Do not send your password.

Account details and the records needed for the features you use are necessary to provide those features. Optional details, logos and additional records can be left out where the app allows. If you enter information about customers or other people, make sure you have authority to do so and give them appropriate information about its use.

How we use information

• Create and manage accounts, verify email addresses, sign users in and recover access.
• Save, synchronise and display records across devices, calculate bookkeeping totals, and generate documents and reports you request.
• Administer trials, verify purchases and access rights, prevent misuse and secure the service.
• Respond to support and privacy requests, correct problems and carry out account deletion.

The app does not automatically submit your records to Inland Revenue. It prepares figures and provides links for you to use when filing separately. We do not use advertising identifiers, advertising networks or an app analytics SDK. We do not read your device address book, calendars, SMS messages or email inbox, or track your precise location.

Who receives information

We use service providers to host and operate WellLinked, including Crazy Domains/Freeparking hosting, Microsoft Azure database and security services, and email-delivery services for verification, recovery and service correspondence. These providers process the information needed to deliver their services for us.

If you purchase through Google Play, Google processes your purchase under its own privacy terms and provides information needed to verify access. For website subscriptions, Stripe processes payment, billing address and subscription information under its own privacy terms. We send Stripe your account email and an account identifier to link billing to your account. If you choose to export, print or share a document, its recipients and the device or service you select receive that document. Information you send to Inland Revenue separately is handled by Inland Revenue.

We may disclose information when required by law, or where lawfully necessary to protect accounts, investigate misuse or protect legal rights. We do not provide business records to advertisers or sell them. Our providers may process information outside New Zealand; the protections applying to provider processing include access controls and the provider's service and data-protection terms.

Storage, cookies and security

Your app saves working copies of your records in the browser or app on your device and synchronises them with our server and Microsoft Azure SQL database. Signing in on another device can retrieve your saved account records.

We use HTTPS to encrypt information in transit, password hashing, account access controls and restricted database access. This is not end-to-end encryption: the service processes your records to provide its features. No internet service can guarantee absolute security; protect your account password and the devices and exports you use.

Cookies support sign-in, verification, device recognition and trial protection. The persistent trial cookie can last up to ten years unless you clear it earlier. It uses a random identifier, rather than an advertising or hardware identifier. Clearing cookies or app/browser storage may sign you out and remove locally saved records, including unsynchronised changes.

How long information is kept

We keep your account and synchronised business records while your account remains open. Trial expiry does not automatically delete the account. Temporary verification information expires, and operational and security information is kept for as long as reasonably needed to deliver, secure and troubleshoot the service or meet applicable legal obligations.

When you complete self-service account deletion, we immediately remove the account and all associated business records, verification records, purchase-verification records, Stripe billing identifiers/status and linked trial-device records from the active service. We do not retain a separate business-record archive.

Our database has a seven-day recovery window. Supporting recovery backups may remain for up to 14 days after active deletion before expiring automatically. Deletions must be reapplied before a restored service is reopened. A restricted deletion receipt contains only the account identifier and deletion/expiry times, with no email, password or business records; it is automatically removed within 15 days.

Optional AI business logos

If you choose Generate business logo, we send your saved business name and the services description you enter to OpenAI to create a logo. We do not include your customer records, invoices or account email in that request. Avoid putting private customer or financial information in the description.

The result is a preview until you choose Save logo. Saving stores the logo and description with your business settings so the logo can appear on your invoices and business card. You can replace or remove it in Edit business details. We keep usage counters to limit repeated requests.

You can report an unsuitable preview inside the logo creator. Sending a report saves a small copy of the image, its description and your reason with your account for WellLinked to review and improve safeguards. The five most recent reports are retained with your account and are removed with account deletion.

Your choices and account deletion

You can review and edit information using the app's available controls. To request access to or correction of personal information, contact support@welllinked.co.nz. We may need to verify your identity before supplying information or changing account access.

To delete your account and all associated business records, open My business → Business and app settings → Delete account in the app, or use the public deletion form in a browser. Enter your account email and current password and confirm permanent deletion. No approval or confirmation from support is required. See full deletion instructions.

Export the business and tax records you need before deletion. The browser used for deletion clears the account's saved record copies; clear the app/browser data on other devices yourself. Exported, printed or shared copies and records held independently by Google or other recipients are outside this deletion process. A trial cookie may remain on your device until you clear it or it expires, but its linked account record is deleted.

Account deletion does not cancel a Stripe or Google Play subscription renewal. Cancel a Stripe website subscription through Manage subscription before deleting the account. Stripe retains its own payment and compliance records under its policies. Cancel it separately in Google Play subscriptions. There is no separate option to clear all business data while keeping the account open.

Children, changes and questions

WellLinked is intended for adult business users and is not directed at children. If you believe a child has supplied personal information, contact us.

We may update this policy as the service changes. The current policy and effective date will appear on this page; material changes will be brought to users' attention through the service or an appropriate account notice.

For privacy questions, access or correction requests, or complaints, contact WellLinked Accounting Limited at support@welllinked.co.nz or use our contact form. If a privacy concern remains unresolved, you can contact the New Zealand Office of the Privacy Commissioner.