Privacy Policy

PlotBot is an Australian-based software platform that helps property developers and investors manage invoices, documents, and tax classifications using artificial intelligence. This Privacy Policy explains how we collect, use, store, and protect your personal information in accordance with the Privacy Act 1988 (Cth) and the Australian Privacy Principles (APPs).

By creating an account and using PlotBot, you agree to the collection and use of your information as described in this policy.

Account Information. When you create an account, we collect your name, email address, and password. If you subscribe to a paid plan, we collect payment information through our third-party payment processor. We do not store your full credit card or bank account details on our systems.

Property and Financial Documents. You may upload or forward invoices, receipts, statements, and other financial documents to PlotBot. These documents may contain information such as supplier names, Australian Business Numbers (ABNs), bank account details, transaction amounts, property addresses, and other commercial information. You are responsible for the content of documents you submit to PlotBot, including any personal information of third parties contained within those documents.

Property Information. You may enter property details including addresses, purchase prices, settlement dates, property stages, and related financial information.

Email Content. If you forward emails to your PlotBot email address, we process the full content of those emails, including any information contained in the email body, attachments, and metadata such as sender details. You are responsible for the content of emails you forward to PlotBot.

Usage and Device Information. We automatically collect information about how you interact with PlotBot, including device type, operating system, browser information, IP address, and general usage patterns. This information helps us maintain and improve the service.

Collaborator Information. If you invite a collaborator (such as an accountant) to view your account in a read-only capacity, we collect their name and email address for the purpose of providing that access.

Providing the Service. We use your documents and property information to organise invoices, extract data, suggest tax classifications, and provide the core functionality of PlotBot. This is the primary purpose for which your information is collected.

AI-Powered Document Processing. Your documents are processed using artificial intelligence to extract information such as supplier details, amounts, dates, and invoice line items. This AI processing is integral to the service you have signed up for. Further detail is provided in Section 4 below.

Tax Classification Suggestions. PlotBot uses AI to suggest tax classifications for your invoices, such as GST eligibility, capital deductions, and cost base items. These are suggestions only and do not constitute tax, legal, or financial advice. You should always verify classifications with a qualified professional before relying on them for any tax return or compliance purpose.

Account Administration. We use your contact details to manage your account, process payments, send service-related communications, and respond to support requests.

Service Improvement. We may use anonymised and de-identified patterns derived from document processing to improve PlotBot's AI extraction accuracy. See Section 5 for full details on how this works.

PlotBot uses third-party AI services to process your documents. When you upload or forward a document, its contents are sent to an AI service for data extraction. The AI analyses the document and returns structured information (such as supplier name, amount, date, and suggested category) back to PlotBot.

PlotBot may also use AI to suggest tax classifications based on the type of expense, the stage of your property, and other contextual factors. These classifications are presented to you as suggestions. No classification is applied to your records without your review.

In accordance with the Privacy and Other Legislation Amendment Act 2024 (Cth), we disclose that PlotBot uses automated computer programs to process personal information and generate outputs that may relate to your financial and property affairs. These automated processes assist in data extraction and classification but do not make binding decisions affecting your legal rights without your review and acceptance.

PlotBot may use anonymised and de-identified patterns from document processing to improve its own AI extraction capabilities. This means we may analyse trends in how documents are structured, common extraction errors, and classification accuracy to make PlotBot better at reading invoices and suggesting categories.

This internal improvement data:

• –is used solely to improve PlotBot's own extraction and classification accuracy;
• –does not contain any personally identifiable information, document contents, financial details, or information that could be used to identify you or any third party;
• –is never shared with any third party;
• –is never contributed to any external training dataset;
• –is never sold or licensed to anyone;
• –may persist after your account is deleted, but only in its fully anonymised and de-identified form.

By using PlotBot, you consent to this use of anonymised data for internal improvement purposes as set out in our Terms and Conditions.

Third-Party AI Processing Services. Your documents are sent to third-party AI services for the purpose of data extraction and classification. These services are provided by international service providers and are subject to contractual arrangements that govern how your data is handled. See Section 7 for further detail on international transfers.

Cloud Infrastructure. PlotBot uses third-party cloud infrastructure providers to host and store your data. These providers are bound by contractual obligations regarding data security and handling.

Connected Services. If you choose to connect PlotBot to external services (such as accounting software or banking data providers), your data will be shared with those services to the extent necessary to provide the integration. Once your data is received by a third-party service, it is governed by that service's own terms and privacy policy. PlotBot ensures data is transmitted securely but is not responsible for the handling of your data by third-party services after transmission.

Payment Processing. Payments are handled by a third-party payment processor. We do not have access to your full payment card details.

Legal and Compliance. We may disclose your information where required by Australian law, court order, or regulatory request, or where necessary to protect PlotBot's legal rights or the safety of our users.

Business Transfer. In the event that PlotBot is acquired, merged, or transfers its assets to another entity, your information may be transferred to the successor entity. We will notify you of any such transfer.

We do not sell your personal information to any third party.

Some of the third-party services PlotBot uses to provide its functionality are operated by providers located outside Australia, including in the United States. This means your personal information, including document contents, may be processed in countries other than Australia.

In accordance with Australian Privacy Principle 8, we take reasonable steps to ensure that overseas recipients of your personal information handle it in a manner consistent with the APPs. This includes entering into contractual arrangements (such as data processing agreements) with our service providers that impose obligations regarding data protection and security.

By using PlotBot, you acknowledge that your information may be transferred to and processed in countries outside Australia for the purposes described in this policy.

Your personal information, documents, property records, and all associated data are retained for as long as your PlotBot account is active.

If you choose to delete your account, all of your data — including uploaded documents, extracted information, property records, account details, and any associated data — will be permanently and immediately deleted. This deletion is irreversible. PlotBot does not retain backups of your data after account deletion, and we will have no ability to recover any of your information once your account is deleted.

Third-Party AI Provider Logs. When your documents are processed by third-party AI services, those services may retain transient processing logs for a short period (typically between 7 and 55 days, depending on the provider) for the purposes of abuse monitoring, security, and service integrity. These logs are automatically deleted after this period. Under our commercial arrangements with these providers, your data is not used for training their AI models.

Anonymised Improvement Data. As described in Section 5, fully anonymised and de-identified patterns derived from document processing may persist after account deletion. This data cannot be used to identify you or reconstruct your documents.

Legal Obligations. In limited circumstances, we may be required to retain certain information to comply with Australian law or respond to legal processes. We will retain only the minimum information necessary and only for as long as legally required.

We take the security of your personal information seriously and implement reasonable technical and organisational measures to protect it from misuse, interference, loss, unauthorised access, modification, and disclosure, in accordance with Australian Privacy Principle 11.

Our security measures include encryption of data in transit and at rest, access controls and authentication mechanisms, logical separation of user data to prevent cross-account access, and regular review of our security practices.

While we take reasonable steps to protect your information, no method of electronic transmission or storage is completely secure. We cannot guarantee absolute security.

Documents you submit to PlotBot may contain commercially sensitive information such as Australian Business Numbers (ABNs), bank account details, financial transaction amounts, supplier and contractor details, and property-related financial information.

We collect this information only because it is reasonably necessary to provide the PlotBot service — specifically, to extract, organise, and classify invoice data for property management purposes. We apply the same security measures described in Section 9 to all information we hold, with particular care taken for financial and commercially sensitive data.

We do not collect or solicit government identification documents (such as passports, driver's licences, or Medicare cards), health information, or biometric data. If such information is inadvertently included in documents you forward to PlotBot, it will be processed as part of the document but we will not extract, store, or use it for any purpose beyond providing the service.

Under the Australian Privacy Principles, you have the right to:

Access. You may request access to the personal information we hold about you. Your account dashboard provides direct access to most of this information.

Correction. You may request that we correct any personal information that is inaccurate, out of date, incomplete, or misleading. You can update most information directly through your account settings.

Deletion. You may delete your account at any time, which will result in the immediate and permanent deletion of all your personal information as described in Section 8.

Complaint. If you believe we have breached the Australian Privacy Principles, you may lodge a complaint with us using the contact details in Section 14. We will acknowledge your complaint within a reasonable timeframe and investigate it. If you are not satisfied with our response, you may lodge a complaint with the Office of the Australian Information Commissioner (OAIC) at www.oaic.gov.au.

PlotBot uses essential cookies required for the service to function, such as session authentication. We may also use basic analytics to understand how the service is used and to identify areas for improvement. We do not use advertising cookies or tracking technologies for the purpose of targeted advertising.

We may update this Privacy Policy from time to time to reflect changes to our practices, legal requirements, or the functionality of PlotBot. When we make material changes, we will notify you by email. The updated policy will take effect from the date specified in the notification. Your continued use of PlotBot after the updated policy takes effect constitutes your acceptance of the changes.

If you have any questions about this Privacy Policy, wish to exercise your privacy rights, or want to make a complaint, please contact us at:

If you are not satisfied with our response to your complaint, you may contact the Office of the Australian Information Commissioner: