Privacy Policy

Last updated: June 2025

1. Who We Are

Clipbill ("we", "us", "our") is an Australian invoicing service for freelancers and NDIS support workers. We are committed to handling your personal information responsibly and in accordance with the Privacy Act 1988 (Cth) and the Australian Privacy Principles (APPs).

This policy explains what personal information we collect, why we collect it, how we use and protect it, and your rights in relation to it.

2. What Information We Collect

We collect only what is necessary to provide the Service:

• Account details: your name and email address when you register
• Provider information: ABN, phone number, bank BSB and account number, and other business details you enter in Settings — used solely to populate your invoices
• Client information: client names, NDIS participant numbers, and contact details you enter when creating invoices
• Invoice data: service descriptions, line items, hours, rates, and amounts on invoices you create
• Billing details: your card is handled entirely by Stripe — we never see or store your full card number; we only store a Stripe customer reference and subscription status
• Usage data: basic log data (IP address, browser type, pages visited) for security and debugging purposes

3. How We Use Your Information

We use your information to:

• Create and manage your account
• Generate and store your invoices
• Pre-fill invoice templates with your saved provider and client details
• Process your subscription payments through Stripe
• Send you transactional emails such as billing receipts and account notices
• Investigate and fix bugs or security issues
• Comply with any legal obligations that apply to us

We do not use your data for advertising, and we do not sell or rent your personal information to any third party.

4. NDIS Data

Some users enter NDIS participant numbers and NDIS service line-item codes when creating invoices. This information is treated with extra care. It is stored securely, never shared with third parties beyond what is necessary to operate the Service, and used only to populate your invoices. We are not an NDIS registered provider and we do not submit data to the NDIS on your behalf.

5. Who We Share Your Information With

We only share information with the following parties, and only to the extent necessary:

• Stripe — payment processing. Stripe is PCI-DSS compliant. Their privacy policy is available at stripe.com/au/privacy.
• Render — our hosting provider. Your data is stored on Render's infrastructure. Render's privacy policy is available at render.com/privacy.
• Law enforcement or regulators — if we are required to disclose information by law, court order, or to report suspected fraud (including NDIS fraud).

We do not share your information with any other third party without your explicit consent.

6. Data Storage and Security

Your data is stored on secure servers. We use encrypted connections (HTTPS) for all data in transit. Access to the database is restricted to authorised systems only. Passwords are stored using industry-standard hashing — we cannot see your password.

No system is completely risk-free. We will notify you promptly if we become aware of a breach that is likely to affect your personal information.

7. Cookies

Clipbill uses a single session cookie to keep you logged in. This cookie is strictly necessary for the Service to function. We do not use any advertising cookies, tracking pixels, or analytics cookies from third-party platforms.

8. How Long We Keep Your Data

We keep your account data for as long as your account is active. If you close your account and request deletion, we will remove your personal information within 30 days. We may retain anonymised or aggregated data (e.g. invoice counts) that cannot identify you for internal reporting purposes.

Some records may be retained longer where required by law (for example, financial records under tax law).

9. Your Rights

Under the Australian Privacy Principles you have the right to:

• Access the personal information we hold about you
• Ask us to correct information that is inaccurate or out of date
• Request that we delete your account and personal data
• Complain about the way we have handled your information

To exercise any of these rights, email us at support@clipbill.com.au. We will respond within 30 days.

If you are not satisfied with our response, you may lodge a complaint with the Office of the Australian Information Commissioner (OAIC) at oaic.gov.au.

10. Children's Privacy

Clipbill is intended for use by adults aged 18 and over. We do not knowingly collect personal information from anyone under 18. If you believe a minor has created an account, contact us and we will remove it promptly.

11. Changes to This Policy

We may update this Privacy Policy from time to time. If we make a material change we will notify you by email at least 14 days before the change takes effect. The date at the top of this page will always reflect when the policy was last updated.

12. Contact Us

If you have any questions or concerns about how we handle your personal information, please contact us at support@clipbill.com.au. We take privacy seriously and will do our best to address your concern quickly.