Privacy Policy

Last updated: 9 February 2026

Entity: Insight Development Aust (Pty Ltd)
ABN: 61 086 597 604
Address: PO Box 123 Mooloolaba QLD 4557
Contact: support@filecheck.com.au

1. Introduction

FileCheck (“we”, “our”, or “us”) is committed to protecting your privacy. This Privacy Policy explains how we collect, use, and share information about you when you use our website and services.

We comply with the Australian Privacy Act 1988 (Cth) and the Australian Privacy Principles (APPs). This policy applies to all personal information we collect and handle.

2. Who This Policy Applies To

This policy applies to:

  • Customers: Businesses (mortgage brokers, accountants, and other professionals) who use FileCheck to collect and manage documents
  • End Users: Individuals who upload documents via FileCheck links provided by our Customers

Both Customers and End Users have rights under this policy and the Privacy Act 1988.

3. Information We Collect

We collect information you provide directly to us, including:

From Customers:

  • Contact information (name, email address, phone number)
  • Business information (company name, ABN, business address)
  • Account credentials and login information
  • Payment and billing information

From End Users:

  • Contact information (name, email address, phone number)
  • Files and documents uploaded for verification
  • Any personal information contained within uploaded documents (such as identification documents, financial records, employment records, etc.)

Automatically collected information:

  • IP address and device information
  • Browser type and operating system
  • Usage data (pages visited, features used, time spent)

4. How We Use Your Information

We use the information we collect to:

  • Provide, maintain, and improve our services
  • Process and verify documents using AI technologies
  • Communicate with you about services, updates, security alerts, and support requests
  • Process payments and maintain billing records
  • Analyze usage patterns to improve user experience
  • Comply with legal obligations and enforce our terms of service
  • Detect and prevent fraud, security breaches, and illegal activities

5. Data Storage and Location

Storage location:

  • All uploaded documents are stored encrypted in Google Cloud Platform data centers located in Sydney, Australia
  • Account and business data is stored in Australian-based infrastructure
  • Data does not leave Australia for storage purposes

Retention periods:

  • Uploaded documents: Automatically deleted 90 days after upload unless exported by the Customer
  • Account information: Retained while your account is active and for up to 12 months after account closure
  • Billing records: Retained for 7 years as required by Australian taxation law
  • Documents may be deleted earlier upon request, subject to legal obligations

6. Overseas Disclosure (APP 8)

While your documents are stored in Sydney, Australia, we use the following overseas services:

Google Gemini AI (USA and Asia-Pacific regions):

  • Documents are processed using Google Gemini AI for classification, extraction, and validation
  • AI processing may occur on Google servers located outside Australia, including in the USA
  • Google is certified under the EU-US Data Privacy Framework and provides privacy protections equivalent to Australian law
  • This processing is essential to provide our document verification services

Stripe (USA):

  • Payment processing is handled by Stripe, which may process payment information on servers located outside Australia
  • Stripe complies with international payment security standards (PCI DSS)

By using FileCheck, you consent to this overseas transfer for AI processing and payment processing purposes.

For a complete list of third-party service providers, please see our Sub-processors page.

7. AI Processing

How we use AI:

  • We use Google Gemini AI to classify, extract, and validate information from uploaded documents
  • AI processing helps automate document verification, data extraction, and compliance checking
  • This processing is essential to provide our core service functionality

Important safeguards:

  • We do not use your documents to train AI models or for any purpose beyond providing our service
  • We do not use your documents for advertising or marketing purposes
  • All AI processing is performed under strict confidentiality and security controls
  • Documents are processed only for the specific business purpose for which they were uploaded

8. Data Security

We implement bank-grade security measures to protect your data:

  • Encryption: All files are encrypted at rest using AES-256 encryption and in transit using TLS 1.3
  • Access controls: Strict role-based access controls ensure only authorized users can access specific documents
  • Authentication: Multi-factor authentication available for Customer accounts
  • Monitoring: Continuous security monitoring and logging of all access and activities
  • Infrastructure: Secure cloud infrastructure with regular security audits and penetration testing
  • Staff training: All staff undergo regular security and privacy training

Despite these measures, no internet transmission is completely secure. You acknowledge that you provide information at your own risk.

9. Sharing of Information

We do not sell your personal information.

We may share your information with:

Service providers:

  • Third-party service providers who perform services on our behalf (cloud hosting, AI processing, payment processing)
  • A complete list is available on our Sub-processors page
  • All service providers are contractually bound to protect your information and use it only for specified purposes

Legal disclosure:

  • Law enforcement, regulators, or government agencies if required by law
  • Courts or tribunals in response to legal processes (subpoenas, court orders)
  • Where necessary to protect our rights, property, or safety, or that of others

Business transfers:

  • In connection with a merger, acquisition, or sale of assets, subject to confidentiality obligations

With your consent:

  • Other parties where you have provided explicit consent

10. Your Rights Under Australian Privacy Law

You have the following rights regarding your personal information:

Access (APP 12):

  • Request access to the personal information we hold about you
  • Request a copy of your documents before the 90-day deletion period

Correction (APP 13):

  • Request correction of inaccurate, incomplete, or out-of-date information
  • We will take reasonable steps to correct information or attach a statement if we disagree

Deletion:

  • Request early deletion of your documents before the 90-day retention period
  • Request deletion of your account and associated data (subject to legal retention requirements)

Opt-out:

  • Unsubscribe from service communications (where not essential to service delivery)
  • Adjust notification preferences in your account settings

To exercise these rights:

  • Email support@filecheck.com.au
  • We will respond within 30 days
  • We may need to verify your identity before processing requests
  • We may charge a reasonable fee for complex or repeated access requests

11. Complaints Process

If you believe we have breached the Privacy Act or this policy:

Step 1 - Contact us:

  • Email: support@filecheck.com.au
  • Include details of your complaint and how you would like it resolved
  • We will acknowledge your complaint within 7 days

Step 2 - Investigation:

  • We will investigate your complaint thoroughly
  • We will provide a written response within 30 days
  • If we need more time, we will notify you and explain why

Step 3 - Office of the Australian Information Commissioner (OAIC):

  • If you are not satisfied with our response, you can contact the OAIC:
  • Website: oaic.gov.au
  • Phone: 1300 363 992
  • Email: enquiries@oaic.gov.au
  • Post: GPO Box 5218, Sydney NSW 2001

12. Data Breach Notification

In the event of a data breach that is likely to result in serious harm to you, we will:

  • Notify affected individuals as soon as practicable
  • Notify the Office of the Australian Information Commissioner
  • Provide information about the breach, the type of information involved, and steps you can take
  • Take immediate action to contain the breach and prevent further unauthorized access

This is in accordance with the Notifiable Data Breaches (NDB) scheme under the Privacy Act 1988.

13. Cookies and Tracking

We do not use analytics, advertising, or marketing cookies.

Essential cookies only:

  • Our website uses only essential cookies required for login, session management, and core functionality
  • These cookies cannot be disabled without affecting service functionality
  • We do not track your browsing behavior or share cookie data with third parties for advertising purposes

Your browser settings:

  • You can control cookies through your browser settings
  • Disabling essential cookies will prevent you from using FileCheck services

14. Children’s Privacy

Our service is not intended for individuals under 18 years of age. We do not knowingly collect personal information from children.

If you believe we have collected information from a child under 18, please contact us immediately at support@filecheck.com.au and we will take steps to delete it.

Our website may contain links to third-party websites. We are not responsible for the privacy practices of these external sites. We encourage you to read their privacy policies before providing any information.

16. Changes to This Policy

We may update this Privacy Policy from time to time to reflect:

  • Changes in our practices or services
  • Legal or regulatory requirements
  • Improvements in privacy protection

How we notify you:

  • Post the updated policy on our website with a new “Last updated” date
  • Notify Customers via email for material changes
  • Provide 30 days’ notice before material changes take effect

Your continued use of FileCheck after changes take effect constitutes acceptance of the updated policy.

We encourage you to review this policy periodically.

17. Contact Us

For privacy-related inquiries and general support:

Email: support@filecheck.com.au
Address: PO Box 123 Mooloolaba QLD 4557
ABN: 61 086 597 604

We will respond to all privacy inquiries within 30 days.

18. Definitions

Personal Information: Information or an opinion about an identified individual, or an individual who is reasonably identifiable.

Australian Privacy Principles (APPs): The 13 principles in Schedule 1 of the Privacy Act 1988 that regulate how personal information is handled.

Customer: A business entity that uses FileCheck services.

End User: An individual who uploads documents via a FileCheck link provided by a Customer.

This Privacy Policy was last updated on 9 February 2026 and is effective immediately.