01Introduction
Hyaki Pty Ltd (ABN: 75 678 395 018) trading as Weeklify ("we", "us", "our") is committed to protecting your privacy and personal information. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our cloud-based Point of Sale (POS) system and related services (collectively, the "Service").
This Privacy Policy is designed to comply with the Australian Privacy Principles (APPs) contained in the Privacy Act 1988 (Cth).
02Information We Collect
2.1 Information You Provide to Us
We collect personal information that you voluntarily provide when you:
- Create an account and use our Service
- Set up your business profile
- Manage staff and customer records
- Contact our support team
- Subscribe to our marketing communications
This information may include:
- Account Information: Name, email address, phone number, company name, job title
- Business Information: Business name, ABN, business address, trading hours
- Staff Information: Employee names, contact details, roles, roster schedules, wage estimates
- Customer Information: Your customers' names, phone numbers, email addresses, birthdays, purchase history, and preferences
- Payment Information: Payment card details processed through our authorised payment terminals (Tyro, Linkly, Commonwealth Bank)
- Communications: Any information you provide when contacting customer support or responding to surveys
2.2 Information Collected Automatically
When you access and use our Service, we automatically collect certain information, including:
- Device Information: IP address, browser type and version, device type, operating system
- Usage Data: Pages visited, features used, time spent on the Service, clickstream data
- Location Data: General location based on IP address
- Cookies and Tracking Technologies: We use cookies, web beacons, and similar tracking technologies to enhance your experience and analyse usage patterns
2.3 Information from Third-Party Sources
We may collect information from third-party services when you:
- Sign in using Google OAuth authentication
- Integrate third-party applications with our Service
03How We Use Your Information
We use the personal information we collect for the following purposes:
3.1 Service Provision
- To provide, maintain, and improve our POS system and related services
- To process transactions and manage your account
- To facilitate staff rostering and wage calculations
- To store and manage your customer records
- To enable payment processing through our authorised terminal partners
3.2 Communication
- To send administrative information, including updates, security alerts, and support messages
- To respond to your inquiries and provide customer support
- To send marketing communications about our products and services (you may opt out at any time)
3.3 Security and Compliance
- To detect, prevent, and address technical issues, fraud, and security threats
- To comply with legal obligations and enforce our terms of service
- To protect the rights, property, and safety of Weeklify, our users, and the public
3.4 Analytics and Improvement
- To analyse usage patterns and trends to improve our Service
- To develop new features and functionality
- To conduct research and testing
04How We Share Your Information
We do not sell, rent, or trade your personal information to third parties. We may share your information only in the following limited circumstances:
4.1 Service Providers
- Payment Processors: We share payment information with Tyro, Linkly, and Commonwealth Bank terminals to process transactions securely
- Authentication Services: Google OAuth for login authentication
- Hosting Services: OVH Australia for secure data storage on our dedicated servers
4.2 Legal Requirements
We may disclose your information if required to do so by law or in response to valid requests by public authorities, including to meet national security or law enforcement requirements.
4.3 Business Transfers
In the event of a merger, acquisition, reorganization, or sale of assets, your information may be transferred as part of that transaction. We will notify you of any such change and the choices you may have.
4.4 With Your Consent
We may share your information with third parties when you provide explicit consent to do so.
05Data Storage and Security
5.1 Data Location
All personal information is stored on our dedicated servers hosted by OVH in Australia. We do not transfer your data internationally.
5.2 Security Measures
We implement appropriate technical and organizational security measures to protect your personal information, including:
- Firewall protection
- Cloudflare security services
- Two-factor authentication (2FA)
- Encryption of data in transit and at rest
- Regular security assessments and updates
- Access controls and authentication protocols
While we strive to protect your personal information, no method of transmission over the internet or electronic storage is 100% secure. We cannot guarantee absolute security.
06Data Retention
6.1 Standard Retention Period
We retain your personal information for a period of five (5) years from the date of collection or last activity on your account, unless a longer retention period is required by law.
6.2 Custom Retention Options
You have the option to set a custom data retention period of three (3) months. If you choose this option:
- Every three months, we will send you a complete copy of your data for safekeeping
- Following the data export, we will permanently delete the data from our systems
- This applies to transaction records, customer data, and other business information
6.3 Deletion of Data
Upon the expiration of the retention period or upon your request for deletion (where applicable), we will securely delete or anonymize your personal information in accordance with our data retention and deletion policies.
07Your Rights and Choices
Under the Australian Privacy Principles, you have the following rights regarding your personal information:
7.1 Access
You have the right to request access to the personal information we hold about you. You may access and review most of your information directly through your account dashboard.
7.2 Correction
You have the right to request correction of any inaccurate or incomplete personal information. You can update most information directly in your account settings.
7.3 Deletion
You have the right to request deletion of your personal information, subject to certain exceptions (such as legal retention requirements). Note that deleting your account will result in the permanent loss of your data.
7.4 Opt-Out of Marketing
You may opt out of receiving marketing emails from us at any time by:
- Clicking the "unsubscribe" link in any marketing email
- Updating your communication preferences in your account settings
- Contacting us at [email protected]
Note: We only send marketing communications to our direct customers, not to your customers.
7.5 Data Portability
You may request a copy of your personal information in a structured, commonly used, and machine-readable format.
To exercise any of these rights, please contact us at [email protected]. We will respond to your request within a reasonable timeframe, typically within 30 days.
08Cookies and Tracking Technologies
We use cookies and similar tracking technologies to enhance your experience and collect usage information. Cookies are small data files stored on your device.
8.1 Types of Cookies We Use
- Essential Cookies: Required for the Service to function properly
- Analytics Cookies: Help us understand how users interact with our Service
- Preference Cookies: Remember your settings and preferences
8.2 Managing Cookies
Most web browsers allow you to control cookies through their settings. However, disabling cookies may affect the functionality of our Service. For more details, see our Cookie Policy.
09Third-Party Links and Services
Our Service may contain links to third-party websites or services that are not operated by us. We are not responsible for the privacy practices of these third parties. We encourage you to review the privacy policies of any third-party services you access.
10Children's Privacy
Our Service is not intended for use by children under the age of 13. We do not knowingly collect personal information from children under 13. If you believe we have inadvertently collected information from a child under 13, please contact us immediately at [email protected], and we will take steps to delete such information.
11Changes to This Privacy Policy
We may update this Privacy Policy from time to time to reflect changes in our practices, technology, legal requirements, or other factors. We will notify you of any material changes by:
- Posting the updated Privacy Policy on our website
- Updating the "Last Updated" date at the top of this policy
- Sending an email notification to the address associated with your account (for material changes)
Your continued use of the Service after any changes indicates your acceptance of the updated Privacy Policy.
12International Users
While our Service is primarily designed for users in Australia and our servers are located in Australia, users from other countries may access our Service. If you are accessing our Service from outside Australia, please be aware that your information may be transferred to, stored, and processed in Australia, where our servers are located and our central database is operated. By using our Service, you consent to the transfer of your information to Australia.
13Complaints and Disputes
If you have any concerns or complaints about how we handle your personal information, please contact us first at [email protected]. We will investigate and attempt to resolve any complaints or disputes regarding the use or disclosure of your personal information.
If you are not satisfied with our response, you have the right to lodge a complaint with the Office of the Australian Information Commissioner (OAIC):
14Contact Us
If you have any questions, concerns, or requests regarding this Privacy Policy or our privacy practices, please contact us at:
We will respond to your inquiry as soon as reasonably possible, typically within 30 days.
Acknowledgment: By using our Service, you acknowledge that you have read, understood, and agree to be bound by this Privacy Policy.