Privacy policy

1. Who we are

Dankas Club (“we”, “us”) operates this system and is responsible for the personal information in it. The system is not offered to the public. Accounts are created by an administrator for staff who need them for their work.

2. What we collect

About staff who use the system

• Account details: name, work email address, role, and the parts of the system you may use.
• Sign-in security: your password (stored only as a one-way hash by our authentication provider) and your authenticator app registration. We never see or store authenticator codes after they are checked.
• Signed-in devices: for each session, your browser's description, IP address and approximate city and country, so you can review and end your own sessions.
• Failed sign-in attempts: the email address typed or your account, and the time, to slow down password guessing.
• Activity records: an audit log of who created, changed or deleted which record, and when.

About customers and other people in insurance records

Staff enter the information needed to buy policies and handle claims. Depending on the record this includes:

• names, email addresses and mobile numbers;
• identity document details, including date of birth and address, which are only shown to staff after they re-confirm with an authenticator code;
• payment card details: the full card number is encrypted before it reaches our database, only the last four digits are shown by default, and card security codes (CVV) are never stored;
• vehicle, policy, premium and claim details, including the parties to an incident, their vehicles, insurers and repairers, and photos, drawings and documents attached to a claim.

Connected mailboxes (the mail client)

Staff may connect their own Gmail, Outlook or other email account so they can read and send mail inside the system. For a connected mailbox we store:

• the address and display name, and which group you put it in;
• the credentials needed to keep it in sync: an OAuth refresh token for Gmail or Outlook, or the server settings and password for other providers, always encrypted before storage;
• copies of messages from the last 30 days onward (sender, recipients, subject, body, date, read and starred status) and their attachments, plus the folder names and unread counts.

WhatsApp backups

Staff may back up WhatsApp chats, either by uploading a chat export or by linking their phone with the WhatsApp Sync desktop app. A backup holds the chat's messages, sender names and numbers, media files, and the contact names the phone provides. The desktop app keeps WhatsApp's own login keys on the staff member's computer, protected by the operating system's key store; they never reach our servers. The app only reads: it never sends messages or marks them as read.

What we do not collect

We do not use advertising, analytics or tracking tools, and we do not build profiles of anyone for marketing.

3. Google user data

When a staff member connects a Gmail account, we ask Google for these permissions:

• Read, compose and modify email (gmail.modify): to copy messages and attachments into the mail client, and to keep read and starred status in step.
• Send email (gmail.send): to send the replies, forwards and new messages you write in the mail client, from your own account.
• Your email address (openid, email): to know which mailbox you connected.

How we treat that data:

• It is used only to show your mail to you inside the system and to send mail you ask us to send.
• It is visible only to the staff member who connected the mailbox, unless they choose to make it a public inbox for a shared work address, such as a team's enquiries mailbox. A public inbox can be read by colleagues who have access to Mail; they cannot send from it, change its settings or remove it. The owner can make it private again at any time. Administrators cannot read a private mailbox.
• It is never sold, never used for advertising, and never used to train artificial intelligence or machine learning models.
• No person reads it unless you ask us to for support, it is needed for security or to comply with the law, or it has been aggregated and anonymised for running the service.
• It is never transferred to anyone else, except as needed to provide the features above, for security, to comply with the law, or as part of a merger or sale of the business with notice to you.

Dankas Club's use and transfer to any other app of information received from Google APIs will adhere to the Google API Services User Data Policy, including the Limited Use requirements.

You can disconnect a Gmail account at any time from the account's menu in the mail client, which deletes the copies we hold. You can also withdraw our access from your Google account permissions. Microsoft accounts are handled the same way, and access can be withdrawn from your Microsoft account.

4. How we use it

• to run insurance operations: buying and renewing policies, tracking premiums, and handling claims;
• to stop the same card, phone number, email address or identity document being reused where it shouldn't be;
• to provide the mail client and WhatsApp backups to the staff member who set them up;
• to keep the system secure: verifying sign-ins, limiting guessing, ending idle sessions, and recording changes;
• to meet legal, insurance and record-keeping obligations.

5. Who we share it with

We do not sell personal information. We share it only with:

• Insurers, repairers and assessors, as needed to buy a policy or progress a claim;
• Service providers that run the system for us: Supabase (database, sign-in, file storage and background jobs) and Vercel (website hosting). They process data on our instructions only;
• The email and messaging providers you connect (Google, Microsoft, your mail host, WhatsApp), only to fetch and send your own messages;
• Authorities, when the law requires it.

Within Dankas Club, staff see only the parts of the system their role allows. A connected mailbox stays private to the person who connected it unless they make it a public inbox, which colleagues with access to Mail can then read.

6. Where it is stored

Our database and files are hosted by Supabase in its Sydney, Australia region. The website is served by Vercel, which may handle requests through servers outside Australia. Connected mail and messaging providers hold their own copies under their own policies.

7. How we protect it

• every sign-in needs a password and an authenticator code;
• sessions end after 15 minutes without activity and 8 hours after sign-in;
• database access rules check each person's role and sections on every request, not just in the app;
• card numbers and mailbox credentials are encrypted with keys kept outside the database;
• identity details and some files need a fresh authenticator code to view;
• files are stored privately and opened through short-lived links;
• changes to records are written to an audit log.

No system is perfectly secure. If a breach is likely to cause serious harm, we will notify the people affected and the regulator as the law requires.

8. How long we keep it

• Insurance, claim and audit records are kept for as long as needed for the business and for legal and insurance record-keeping.
• Records that staff delete are removed from the system, together with their files.
• Disconnecting a mailbox deletes its stored credentials, messages and attachments from the system straight away.
• Deleting a WhatsApp backup deletes its messages and media.
• Failed sign-in attempts are deleted after one day. Device records go when their session ends.
• When a staff account is closed, it is deactivated and its sessions ended. Its audit trail is kept with the records it relates to.

9. Cookies and browser storage

We use only what the system needs to work. There are no advertising or analytics cookies.

• Sign-in cookies keep you signed in and are removed when you sign out.
• last-active records when you were last active, to end idle sessions.
• mail-connect-state lasts ten minutes while you connect a mailbox, to check the reply really came from your own sign-in.
• Browser storage remembers display choices such as text size and whether the sidebar is collapsed.

10. Your choices and rights

We handle personal information in line with the Australian Privacy Principles in the Privacy Act 1988 (Cth). You may ask to see the personal information we hold about you, or ask us to correct it. Staff can review and end their own sessions, change their email address, and disconnect their own mailboxes and backups at any time.

If you have a concern, contact us first and we will respond within 30 days. If you are not satisfied, you can complain to the Office of the Australian Information Commissioner.

11. Changes to this policy

We may update this policy as the system changes. The date at the top shows when it last changed. If a change affects how we use Google user data, we will ask for your consent again before the new use begins.

12. Contact us

For privacy questions, access or correction requests, or to report a concern, contact the administrator who gave you access.