Privacy Policy

Last updated: 17 September 2026

Region-specific sections: 🇬🇧 United Kingdom 🇦🇺 Australia

1. Introduction

Beeswax is operated by Ryanchow Pty Ltd (ABN 99 100 901 488), an Australian-registered company ("we", "our", "us"). Ryanchow Pty Ltd is the data controller for the personal information described in this policy, except where section 7 says otherwise. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our application and services.

This policy applies globally. Two sections at the end apply additionally by region: United Kingdom, Australia.

2. Information We Collect

Information You Provide

  • Account registration details (name, email address, company name)
  • Billing and payment information
  • Content you create within the Service (projects, invoices, expenses, tasks, documents, and accounting records)
  • Payroll and contact records you add about other people — for example your employees (including pay, leave, and government identifiers needed for payroll filings) and your clients and suppliers. Section 7 explains our role for this data.
  • Meeting audio you choose to record and upload, its transcript, and generated or edited meeting notes
  • Communications with our support team

Information Collected Automatically

  • Usage data and analytics (pages visited, features used)
  • Device and browser information
  • IP address and general location
  • Cookies and similar technologies
  • When you connect Beeswax to His Majesty's Revenue and Customs (HMRC), additional device and connection details required by United Kingdom law — see the United Kingdom section.

Information From Connected Services

  • Bank feed data: if you connect a bank feed, we receive your bank transaction data from the feed provider you authorise
  • Accounting integrations: if you connect Xero, we exchange accounting records with your Xero organisation as you direct

3. How We Use Your Information

We use your information to:

  • Provide, maintain, and improve the Service
  • Process transactions and send billing notifications
  • Prepare and, on your instruction, submit filings to tax authorities (section 6)
  • Provide the artificial-intelligence features described in section 4
  • Respond to your enquiries and provide customer support
  • Send important service updates and announcements
  • Analyse usage patterns to improve user experience
  • Detect, investigate, and prevent security incidents
  • Comply with legal obligations

4. Artificial-Intelligence Features

Beeswax includes artificial-intelligence features on every paid plan — for example extracting details from receipts, suggesting bank-transaction matches and account allocations, and reviewing draft tax figures. To provide these features we send the relevant financial records (such as a receipt image, transaction descriptions, or draft return figures) to our artificial-intelligence providers, acting as our processors: Google (Gemini), and, where configured for particular tasks, OpenAI and Anthropic.

This data is used only to produce the result you asked for. Under our agreements with these providers, data submitted through their business interfaces is not used to train their models. Artificial-intelligence output is assistive only. Review results for accuracy before relying on them; generated meeting notes are marked as needing review.

Meeting recordings

When you start a meeting recording in the iOS app, microphone audio is saved on your device. After you finish, the app uploads it to Beeswax and sends it to Google Gemini to produce a transcript and summary. The recording is associated with your account and user. You can choose a project before recording or assign one later; assigning a completed meeting creates an internal project note marked for review.

Recordings, transcripts and summaries are retained until you delete the recording or the account is deleted, subject to the retention requirements in section 10. Deleting a recording removes its source audio and transcript from Beeswax; a note already saved to a project remains until it is separately deleted. Google may retain processing data under the terms applicable to our Gemini service. Let meeting participants know before you record and ensure you have the right to record them.

5. Data Sharing and Sub-processors

We do not sell your personal information. We share information only as described here:

  • Service providers (sub-processors) who help us run the Service, limited to what their role requires: Amazon Web Services and Heroku (Salesforce) for hosting and file storage; Stripe for billing and online invoice payments; Postmark for transactional email; Google, OpenAI, and Anthropic for the artificial-intelligence features (section 4); our bank feed providers (currently Lunch Flow, and the provider named when you connect a feed); Bonsai for search infrastructure; Airbrake and New Relic for error and performance monitoring; and Google Analytics on our public website only, and only with your consent (section 12).
  • Tax authorities, on your instruction — see section 6
  • Integrations you connect (for example Xero, Google Drive) — data flows to them only when you connect them, and you can disconnect at any time
  • Legal authorities when required by law or to protect our rights

We keep this list current: when we engage a new sub-processor that will handle your personal information, we update this policy before it does so, and the date at the top of this page changes.

6. Data You Ask Us to Send to Tax Authorities

Beeswax can prepare and submit tax filings. Submissions happen only on your instruction, and you review the figures before they are sent. Depending on your region this includes filings to His Majesty's Revenue and Customs in the United Kingdom and the Australian Taxation Office in Australia. The regional sections below describe exactly what is sent to each authority.

7. Employee and Client Data — Our Role

Records you keep in Beeswax about other people — employees, clients, suppliers — are your records. For that data, you are the data controller and Beeswax processes it on your instructions to provide the Service. You are responsible for having the right to collect that information and for responding to those individuals' requests; we will assist where the law requires.

For Australian customers: the Privacy Act does not use the controller/processor distinction. Beeswax holds this information as an entity subject to Australian privacy law in its own right and applies the Australian Privacy Principles to it, while acting on your instructions as described above.

8. Where Your Data Is Stored and International Transfers

Beeswax is hosted on Amazon Web Services and Heroku infrastructure located in the United States. Your data is therefore transferred to and stored in the United States, whichever country you use Beeswax from. Our hosting providers are certified under the European Union–United States Data Privacy Framework and its United Kingdom extension. The regional sections below describe the legal safeguard that applies to your transfer.

If you connect your own storage (Google Drive or your own network storage), documents you store there are held by that provider or on your own infrastructure, under your agreement with them.

9. Data Security

We implement industry-standard security measures to protect your data, including encryption in transit and at rest, security tooling and audits, multi-factor authentication, and access controls. However, no method of transmission over the Internet is 100% secure.

10. Data Retention

We retain your data for as long as your account is active or as needed to provide the Service. Records that support tax and payroll filings are subject to statutory retention periods (typically five to six years depending on jurisdiction) and we may retain them for that period even after account closure or a deletion request — the law requires it. After account termination we may also retain limited data for a reasonable period to comply with other legal obligations and resolve disputes.

11. Your Rights

You may, subject to the law that applies to you (see the regional sections):

  • Access the personal information we hold about you
  • Request correction of inaccurate information
  • Request deletion of your personal information (subject to statutory retention, section 10)
  • Object to or restrict processing of your information
  • Export your data in a portable format

To exercise any of these rights, contact us at the address in section 15.

12. Cookies

We use two kinds of cookies and similar technologies:

  • Strictly necessary — signing you in (session cookie), protecting forms against forgery, and, when you use the HMRC connection, one cookie carrying the device details United Kingdom law requires us to send with submissions (see the United Kingdom section). These are always on and do not require consent.
  • Analytics (optional, public website only) — Google Analytics, which helps us understand how visitors use our public website. It runs only if you accept it in the cookie banner. The application itself sets no analytics cookies.

You can change your analytics choice at any time by clearing this site's data in your browser, after which the banner will ask again on your next visit.

13. Children's Privacy

The Service is not intended for children under 16. We do not knowingly collect personal information from children under 16. If we become aware of such collection, we will take steps to delete the information.

14. Changes to This Policy

We may update this Privacy Policy from time to time. We will notify you of material changes via email or through the Service. The date at the top of this page indicates when this policy was last revised.

15. Contact

If you have questions about this Privacy Policy or our data practices, please contact us at support@beeswaxapp.com

If you raise a privacy or data-protection complaint with us, we will acknowledge it within 30 days and respond without undue delay.