1. Who We Are
Simple Office Tools ("we", "us"). Email: joe@simpleofficetools.co.nz.
Merchant of Record: Payments are processed by Paddle (Paddle.com), which acts as our merchant of record and processes purchases as an independent controller.
2. What We Collect
- Account and purchase details: name, email, company, billing country, order ID, and tax details (handled by Paddle; we receive limited information required for fulfilment and support).
- Licence and activation data: licence key or ID, activation and deactivation timestamps, plan or seat count, and device metadata necessary to manage seats (for example, a hashed device identifier, OS version, app version, IP-derived country for tax and compliance). We do not store raw MAC addresses.
- Diagnostics (optional): crash reports and basic telemetry such as error codes, performance metrics, and feature usage. If enabled, you can opt out in Settings.
- Website analytics (optional): if you allow analytics, Google Analytics receives information such as pages viewed, approximate location, browser and device category, referring source, scroll and section engagement, selected website interactions, and checkout or purchase details such as product, value, quantity and transaction ID. We do not send document contents, file names, recipient details or support-message contents to website analytics.
- Support communications: messages you send us by email or in-app forms, plus related attachments.
3. Website Analytics and Cookies
Google Analytics is optional. It is not loaded until you choose Allow analytics. If you decline, website analytics events are not sent. Your choice is stored in your browser so we can remember it.
If you allow analytics, Google Analytics may set cookies such as _ga and _ga_*. We use the resulting reports to understand how people find and navigate the website, which content and calls to action are useful, and whether checkout and download journeys work as intended. Advertising storage and personalised advertising signals are disabled.
You can change or withdraw your choice at any time using Cookie settings in the website footer. Declining after previously allowing analytics removes the Google Analytics cookies that this website can access.
4. How We Use Data
- Provide, secure, and maintain the app and your licence.
- Process purchases, renewals, and invoicing via Paddle.
- Detect and prevent fraud or licence abuse.
- Troubleshoot, improve performance, and plan features (for diagnostics if enabled).
- Understand and improve website journeys, content, downloads and checkout performance (if website analytics is allowed).
- Provide customer support and communicate important changes.
- Comply with legal, tax, and accounting obligations.
5. Legal Bases (EEA/UK)
We rely on: performance of a contract (to supply the app), legitimate interests (security, licence management and product improvement), consent (where required, for optional diagnostics and website analytics), and legal obligation (tax and records).
7. International Transfers
We may transfer or store data outside your country. Where required, we use lawful mechanisms (for example EU Standard Contractual Clauses) and take appropriate safeguards.
8. Retention
- Licence and purchase records: for the life of your account plus up to 7 years (tax and records).
- Diagnostics: typically 90 days unless needed longer for security or investigation.
- Website analytics: according to the retention period configured for our Google Analytics property. Aggregated reports may no longer identify a particular browser or visit.
- Support communications: up to 24 months after closure.
We delete or anonymise data when it is no longer needed.
9. Your Rights
Depending on your location, you may have rights to access, correct, delete, port, or object to or restrict processing, and to withdraw consent for optional diagnostics and website analytics. You can also lodge a complaint with your local data authority (for example the NZ Privacy Commissioner or EU/UK supervisory authorities). To exercise rights, email joe@simpleofficetools.co.nz.
10. Security
We use technical and organisational measures appropriate to the risk, including encryption in transit and access controls. No system is 100 percent secure.
11. Children
The app is not intended for children under 16. We do not knowingly collect their data.
12. Changes
We may update this notice; material changes will be highlighted on our site. Continued use indicates acceptance.
13. Contact
Privacy questions: joe@simpleofficetools.co.nz. For billing matters, include your Paddle order number.