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Privacy Policy.

[Legal entity name] (ABN [ABN]) · Last updated 17 October 2026

Naxium is operated by [Legal entity name] (“we”, “us”). This policy explains what personal information we handle when you use Naxium, why, and the choices you have. We handle it in line with the Australian Privacy Principles in the Privacy Act 1988 (Cth).

What we collect

Account details: your email address, your business name, and your password, which we store only as a one-way scrypt hash.
Reports you create: the calculated report for each weekly CSV you run (file name, dates, transaction count, totals by day and by category, and the written takeaway). We do not store the CSV file or its individual transactions; the server reads the file, calculates the report and discards it. Separately, choosing Save workspace stores the parsed worksheet cells, file/sheet names, conversation and review decisions for your business.
Company memory: records you explicitly keep, including title, text, dates, revision and optional source-workspace reference. PDF quote uploads are read transiently on our server to extract text; they are not sent to AI for extraction and the original PDF is not retained. You review and explicitly keep the extracted text. These records are retained until you delete them, independently of the original workspace. People signed into the same business can access them. Search also retrieves saved workspace rows and messages while those workspaces remain available.
Established approaches: accepting a result for matching requests retains its request, headings, calculation rules, corrections, accepted versions and input fingerprints separately from the spreadsheet workspace. Filter values and correction text may include personal information. The approach does not retain worksheet rows; its rules may retain selected filter values.
Routines: the name and report format you save, or a saved spreadsheet query and its frequency. Background jobs receive workspace identifiers rather than spreadsheet contents.
Security and usage records: a sign-in cookie, records of account actions (for example “report deleted”), sign-in attempts against your email address, the number of AI requests per day, and your IP address in short-lived rate-limit counters.
Questions you ask the assistant, which are sent to our AI provider to answer them (see below). Full conversations are stored when you explicitly save a workspace. Accepting a result for matching requests separately retains its task question and any corrections as part of that approach.

Why we use it

To create your account and keep it secure, to produce and keep your reports, to send emails you need (confirming your address and resetting your password), to limit abuse and spending, and to comply with the law. We don’t sell your information, use it for advertising, or use it to train AI models.

Who we share it with

We use these service providers to run Naxium. Each handles information only to provide its service to us:

Vercel hosts the application. Requests may be processed outside Australia, including in the United States.
Neon hosts our database in Sydney, Australia (AWS ap-southeast-2).
OpenAI handles brainstorming, general writing and drafts when connected. It receives the question or, for a draft based on a selected company-memory record, your request and that record’s full text. Spreadsheet rows and report totals are not automatically included in these requests. We request that Responses API outputs are not stored by OpenAI (store: false); this does not remove the provider’s applicable operational retention. General public web research continues through Anthropic. Your response identifies the provider used. OpenAI may process data outside Australia.
Anthropic provides the Claude AI model. For tasks routed to Claude, it receives the calculated totals of a report (including your category names) and your questions. For spreadsheet questions and adjustments it receives column headings, user questions and the calculation rules being adjusted, not spreadsheet rows. Rules may include filter values you selected. Text you quote in your questions is also sent. When you select a company-memory record as a chat reference and ask for a draft, its full text and your request are sent to the configured drafting provider (OpenAI when connected, otherwise Anthropic). General questions may use Anthropic’s web-search tool; the public question and relevant search terms go to the search service. We do not include company-memory content or spreadsheet rows in general web-search requests. Anthropic processes this in the United States.
Inngest runs configured background routines, receiving job and business identifiers, not the worksheet cells.
Resend sends our account emails and receives your email address to do so. It processes this in the United States.

Because some providers are overseas, your information may be disclosed outside Australia, mainly to the United States. We choose providers with security commitments suited to the information involved. We may also disclose information where the law requires it.

How long we keep it

Reports and routines stay until you delete them (one at a time, or all at once from Run history) or delete your account. Sign-in attempts are kept for one day and rate-limit counters for two. Emailed links expire after 30 minutes (password reset) or 24 hours (email confirmation). When you delete your account from Settings, we delete your user record, your business workspace and its reports, routines, activity records and AI usage, straight away. Copies may remain in our providers’ encrypted backups for a limited period until they are overwritten.

Saved spreadsheet workspaces expire 30 days after saving. Expired workspaces are inaccessible and removed by the configured cleanup worker or when saved work is listed. Deleting a workspace also deletes its routines and jobs. AI call activity includes model, operation, token counts, duration and outcome; it contains no prompt or row content.

Established approaches expire 30 days after acceptance of a version or an explicit restore; running them does not extend expiry. They are independent of source-workspace deletion. Up to 20 accepted versions and the latest 50 execution records (version, input fingerprint, file name and row counts, not result text or source cells) are retained while the approach remains active. Expired approaches are inaccessible and deleted when approaches are listed or by the configured cleanup worker. Forgetting an approach deletes its rules and usage history, but does not rewrite historical answers already saved in a workspace. Before account storage is enabled, the interface explicitly offers tab-only approaches; those are lost on refresh.

Company-memory records remain until explicitly deleted or the business account is deleted. Removing the original workspace does not remove a record you chose to keep separately. Deleting a memory removes it from future retrieval, but quotations in previously saved answers remain until those workspaces are deleted or expire. Records can be inspected, edited, exported and deleted in Company memory. This version keeps the current revision, not full revision history.

Cookies

We use one essential cookie to keep you signed in. We don’t use advertising or analytics cookies. Without an account, the browser-only version keeps your history in your browser’s local storage, on your device. Explicitly saved spreadsheet workspaces use IndexedDB in browser-only mode and are removed on expiry when saved work is loaded. Browser-only established approaches use local storage with the disclosed 30-day lifetime; associated run metadata is removed when expired approaches are loaded. They can be inspected, restored or forgotten in Workflows.

Security

Traffic is encrypted in transit. Each business’s data is separated in the database by row-level security as well as in our code. Passwords are hashed, and session and email-link tokens are stored only as hashes. No system is perfectly secure; if a data breach is likely to cause you serious harm, we will notify you and the Office of the Australian Information Commissioner as the law requires.

Your choices

You can see and delete your reports in the app, change your password, and delete your account in Settings. To ask for access to or correction of your information, or to make a complaint, email [privacy contact email]. We’ll respond within 30 days. If you’re not satisfied with our response, you can contact the Office of the Australian Information Commissioner at oaic.gov.au.

Changes

We’ll update this page when our practices change and show the date above. For significant changes we’ll let you know by email or in the app.