Privacy Policy

1. Information we collect

We collect only information needed to provide the service you choose to use:

• Account information, such as your email address, display name, authentication records and household role.
• Family workspace information, including invited members, categories, sharing choices and access audit records.
• Content you add, such as document files and metadata, reminders, forwarded emails and attachments, saved links, rental-property details and bill records.
• Technical and security information, including timestamps, file size and hashes, provider identifiers, error codes and security events needed to operate and protect the service.

Please avoid adding information that is unnecessary for your family workspace. Do not upload real documents during synthetic or test-only stages identified in the product.

2. How we use information

We use information to authenticate users, organise and retrieve family records, apply your sharing choices, process optional OCR, suggest categories or dates for your confirmation, deliver reminders, receive documents you forward by email, maintain security and troubleshoot the service.

We do not sell personal information. We do not use document contents or Google user data for advertising. AI-generated suggestions do not become confirmed records until a user approves them.

3. Google Drive data

Connecting Google Drive is optional. Family Documents requests the narrow drive.file permission, which covers files and folders you explicitly select or create for use with the app. It does not request permission to scan or list your whole Drive.

• A short-lived Google access token stays in browser memory and is requested again when needed.
• We retain the selected folder or file identifier and limited metadata needed to upload, reopen and detect changes, such as name, type, size, version, modified time and checksums.
• Document bytes move between Google Drive and your browser for the action you request. Family Documents does not store a Google password or a long-lived Google refresh token.
• Disconnecting stops future access and does not delete originals from Google Drive.

Family Documents' use and transfer of information received from Google APIs will comply with the Google API Services User Data Policy, including its Limited Use requirements.

4. Storage and service providers

Your records are served by the Family Documents application and its privately operated home-server backend. Website delivery, security and inbound-email routing use Cloudflare. Outbound account email uses an email delivery provider. If you choose Google Drive, selected data is also processed by Google under your Google account and Google's terms.

Some providers may process information outside New Zealand. We assess provider access and use bounded configurations, but laws in another country may differ. By choosing an optional overseas storage provider, you direct us to send the selected information to that provider.

5. Sharing and disclosure

Content starts private unless the product clearly states otherwise. You can share selected records with named family members or through explicit category and relationship rules. Household administrators may have management access described in the app. We may disclose information to service providers acting for us, when you direct us to, to protect the service or a person, or when required by law. Providers receive only the information needed for their function.

6. Security

We use access controls, isolated application storage, encrypted web connections, short-lived sessions, malware scanning, audit records and multi-factor checks for high-risk actions. No system is completely secure. Keep your account credentials private, use multi-factor authentication when offered, and tell us promptly if you suspect unauthorised access.

7. Retention and deletion

We keep information while your account or workspace needs it and for bounded security, recovery and legal purposes. Some deletion actions are recoverable for a limited period before permanent removal; backup copies age out through the backup cycle. Google originals remain in Google Drive until you delete them there. You can request account or personal-information deletion by contacting us.

8. Access, correction and choices

You can view and update much of your information in the app, change sharing, disconnect Google Drive and delete supported records. You may ask us for access to, or correction of, personal information we hold about you. You may also raise a privacy concern with us or contact the New Zealand Office of the Privacy Commissioner.

9. Children and family information

The service is intended to be administered by adults. A parent or guardian should decide what information about a child is appropriate to add and who may access it.

10. Changes to this policy

We will update this page when our practices materially change. If a change affects how we use Google user data or other important personal information, we will provide an appropriate notice and seek consent where required.