# Estate Owl Privacy Policy
**Effective date:** 01/09/2026
Estate Owl is operated by Realcorp Pty Ltd (“Estate Owl”, “we”, “us” or “our”).
This Privacy Policy explains how we collect, hold, use and disclose information when you use the Estate Owl mobile application, our website at https://estateowl.app, or contact us.
Estate Owl is an estate administration and record-keeping application. Users may enter information about an estate, beneficiaries, other people involved with the estate, assets, transactions, expenses, receipts and distributions.
We take the privacy of that information seriously.
## 1. Who this policy applies to
This policy applies to:
* people who create or use an Estate Owl account;
* people who are invited to access an estate in Estate Owl;
* beneficiaries and other living people whose information is entered into an estate record;
* people who contact us for support; and
* visitors to our website where personal information is collected.
Estate records may also contain information about a deceased person. Information relating solely to a deceased person may not be “personal information” under applicable privacy laws. We nevertheless treat estate records as confidential information and apply appropriate safeguards to them.
## 2. Information we may collect
The information we collect depends on how Estate Owl is used.
### Account and contact information
We may collect:
* your name;
* email address;
* phone number, if provided;
* account and authentication information; and
* information you provide when contacting us for support.
### Estate information
Users may enter information including:
* the estate name;
* the deceased person’s name;
* date of death;
* estate currency;
* assets and estimated or realised values;
* asset types, status and notes;
* estate transactions;
* money received;
* expenses;
* whether an expense was paid from estate or personal funds;
* reimbursements;
* distributions;
* transaction dates, descriptions, categories and notes;
* receipts and receipt images;
* audit-history records; and
* other information reasonably required to maintain the estate record.
Estate Owl is not intended to collect tax file numbers, bank account details or financial-account credentials.
We encourage users not to enter sensitive or unnecessary information into free-text fields or notes unless it is reasonably required for administering the estate record.
### Beneficiaries and other estate participants
A user may enter information about another person, including:
* their name;
* relationship to the deceased;
* contact details;
* phone number;
* beneficiary share or entitlement information;
* notes relevant to the estate;
* distributions linked to that beneficiary; and
* their role or access to an estate.
This means that we may receive personal information about someone indirectly from another Estate Owl user.
### Shared-estate access
If you are invited to an estate, we may collect and hold information required to:
* identify you;
* associate your account with the estate;
* record your access level or role;
* show information to authorised estate members; and
* maintain records of actions taken within the estate.
### Receipts
Users can upload receipt images as part of an estate record.
Estate Owl does **not currently send receipt images to an artificial intelligence or OCR service for automatic extraction or analysis**.
If this changes in the future, we will update our privacy information before introducing that processing.
### Purchases
Purchases may be processed through an app-store or payment-service provider.
We may receive information such as:
* whether a purchase was completed;
* the product purchased;
* transaction or entitlement identifiers; and
* information required to confirm access to paid Estate Owl features.
We do not receive or store your full payment-card details when your payment is processed by the relevant app store or payment provider.
**[IF REVENUECAT IS USED AT LAUNCH: Add RevenueCat to the service-provider and overseas-processing sections of this policy.]**
### Technical and service information
Our technology providers may process technical information reasonably necessary to provide and secure the service, such as:
* IP address;
* device or browser information;
* authentication and security information; and
* service and diagnostic logs.
Estate Owl does not currently use Firebase Analytics, Crashlytics or similar analytics services for behavioural advertising or marketing analytics.
## 3. How we collect information
We may collect information:
* directly from you when you create an account, update your profile or use Estate Owl;
* when you create, edit or upload estate records;
* from another authorised Estate Owl user who enters information about you;
* when another user invites you to an estate;
* from an app store or payment provider in connection with a purchase;
* through our service providers where required to operate or secure the service; and
* when you contact us through our website or by email.
## 4. Information about other people
Estate Owl is designed for estate administration, so users may need to enter information about beneficiaries and other people.
If you enter personal information about someone else, you should:
* only enter information reasonably relevant to the administration or record-keeping of the estate;
* ensure you have an appropriate basis for providing that information; and
* provide any notice or obtain any authority required by applicable law.
People whose information is held in Estate Owl may contact us at **[PRIVACY EMAIL]** to ask about information we hold about them or request access or correction.
Additional requirements may apply where we collect information indirectly, including for people in New Zealand.
## 5. How we use information
We use information to:
* create and administer Estate Owl accounts;
* provide the Estate Owl service;
* create and maintain estate records;
* calculate and display estate ledger and summary information;
* store and display assets, transactions, receipts, beneficiaries and distributions;
* allow authorised people to collaborate on an estate;
* generate reports, PDFs and CSV exports requested by users;
* maintain an audit history;
* process or verify purchases and product entitlements;
* provide customer support;
* maintain the security and integrity of Estate Owl;
* investigate errors, misuse or disputes;
* comply with applicable legal obligations; and
* protect our legitimate rights and those of our users.
We do not currently use estate information for targeted advertising or marketing.
We do not sell personal information.
## 6. Sharing an estate with other users
Estate Owl allows authorised users to share access to an estate.
If an estate is shared, other authorised members of that estate may be able to see personal information contained in the estate record, depending on their access level.
This may include information about:
* the deceased person;
* assets and transactions;
* receipts;
* beneficiaries;
* distributions;
* estate notes;
* other authorised users; and
* audit activity.
Users should only invite people who are appropriately authorised to access the estate.
Actions taken by estate members may be recorded in the estate’s audit history.
## 7. Reports and exports
Estate Owl can generate reports and exports, including PDF and CSV files, at a user’s request.
These files may contain personal and estate information.
Estate Owl does not automatically send these reports to other people. Once a user saves, shares or exports a file from Estate Owl, the user is responsible for where that copy is stored or sent.
Users should take care when sharing estate reports because they may contain confidential or personal information.
## 8. When we may disclose information
We may disclose information where reasonably necessary to:
* provide Estate Owl to authorised users;
* operate our hosting, authentication and other technology services;
* process or verify a purchase;
* respond to a user’s support request;
* comply with applicable law, a court order or lawful government request;
* investigate suspected fraud, misuse or security incidents;
* enforce our Terms of Use; or
* protect the rights, safety or security of Estate Owl, our users or others.
Our service providers may process information only to the extent reasonably necessary to provide the relevant services to us, subject to their applicable terms and privacy obligations.
We do not sell estate records or personal information to advertisers, data brokers or other third parties.
## 9. Where information is stored and processed
Estate Owl uses Firebase and related Google services to provide its backend infrastructure.
Our primary Cloud Firestore database and cloud storage used for Estate Owl estate records are configured in the **Sydney, Australia region**.
Some services necessarily operate outside Australia.
In particular, Firebase Authentication processes authentication data in the **United States**.
Information may also be processed outside Australia where this is necessary for an app store, payment provider or other service provider used by Estate Owl.
If we introduce a provider that materially changes where personal information is stored or processed, we will update this policy where appropriate.
For New Zealand users, we will take applicable requirements regarding overseas processing and disclosure into account when selecting and managing service providers.
## 10. Security
We use technical and organisational measures intended to protect the information held through Estate Owl against unauthorised access, loss, misuse, interference, alteration or disclosure.
These measures include controls intended to restrict estate information to users and service providers who require authorised access.
No online system, cloud service or method of electronic storage can be guaranteed to be completely secure.
Users are responsible for protecting their Estate Owl login credentials and should not share passwords with other people.
If you believe your account or an estate you can access has been compromised, contact us promptly at **[SUPPORT EMAIL]**.
## 11. Retention of information
We retain personal information only for as long as it is reasonably required for the purposes for which it is held, to maintain the integrity of estate records, or as required or permitted by applicable law.
Different information may need to be retained for different periods.
Where information is no longer reasonably required, we will take reasonable steps to delete or de-identify it, subject to matters such as:
* shared estate records;
* legitimate record-integrity requirements;
* security and fraud-prevention requirements;
* backup and recovery processes;
* disputes or complaints; and
* applicable legal obligations.
We do not currently promise a fixed retention period for every category of estate information.
## 12. Account deletion and shared estates
Estate Owl allows users to request deletion of their account.
If you are the owner of an estate that still has other members, you cannot delete your account until that is resolved. Estate Owl will tell you if this applies.
Otherwise, deleting your account removes your access to every estate you belong to, and deletes your Estate Owl profile and login.
Deleting your account does not delete the estate records themselves. Information that forms part of an estate record may need to remain available to other authorised members of that estate, or be retained to preserve the integrity of the record.
We may also retain limited information where reasonably necessary to comply with applicable law, resolve disputes, protect security, prevent fraud or maintain required records.
Users may contact estateowl.app@gmail.com with questions about deletion of their information.
## 13. Closing an estate
Closing an estate and deleting an Estate Owl account are different actions.
Closing an estate may change the status of an estate record without necessarily deleting the information contained in it.
**[FINALISE THIS SECTION AFTER THE CLOSE-ESTATE AND DELETE-ACCOUNT FLOWS HAVE BEEN AUDITED.]**
## 14. Accessing or correcting personal information
You may be able to view or update some of your personal information directly within Estate Owl.
You may also contact us at estateowl.app@gmail.com if you want to:
* request access to personal information we hold about you;
* ask us to correct information that is inaccurate, incomplete or out of date; or
* ask a question about how your personal information is handled.
We may need to verify your identity before providing access to information.
In some circumstances, applicable law may permit or require us to refuse access or correction. If that occurs, we will explain our decision where required.
If information about you was entered into Estate Owl by another user, you may still contact us about your privacy rights.
## 15. Children and people under 18
Estate Owl accounts are intended for people aged **18 years and over**.
We do not knowingly create accounts for children.
However, an adult user administering an estate may enter information about a beneficiary or other estate participant who is under 18.
Users should only enter information about a child where it is reasonably necessary for the estate record and should avoid entering unnecessary sensitive information.
## 16. Website and cookies
Our website may use cookies or similar technologies that are reasonably necessary to operate, secure or maintain the website.
We do not currently use the Estate Owl website for targeted advertising.
We do not currently send marketing emails.
If we later introduce analytics, advertising or other non-essential tracking technologies, we will update our privacy information and implement any notices or choices required by applicable law.
If you contact us through the website or by email, we may retain your message and contact details for the purpose of responding to you and maintaining appropriate support records.
## 17. Privacy incidents and data breaches
If we become aware of a privacy or security incident involving personal information, we will assess the incident and take appropriate steps to contain and address it.
Where applicable law requires us to notify affected individuals, a privacy regulator or another authority, we will do so.
## 18. Australian privacy
Estate Owl is operated from Australia.
At the date of this policy,Realcorp Pty Ltd is a small business with annual turnover below AUD $3 million.
The Australian Privacy Act 1988 does not apply to every Australian small business. Whether it applies depends on the circumstances and activities of the business.
Regardless of whether every provision of the Privacy Act applies to us at a particular time, we aim to manage personal information responsibly and use the Australian Privacy Principles as an important privacy benchmark.
If our legal obligations change as Estate Owl grows or its activities change, we will update our privacy practices and this policy as required.
## 19. Privacy complaints
If you have a concern or complaint about how we have handled personal information, please contact:
**Privacy Officer** Realcorp Pty Ltd
**Email:** estateowl.app@gmail.com
**Address:** 10 Albert Ave, Broadbeach, Qld , 4218
Please provide enough information for us to understand and investigate your concern.
We will acknowledge privacy complaints as soon as reasonably practicable and aim to provide a substantive response within **30 days**.
If your concern is not resolved, you may have the right to contact the relevant privacy regulator.
In Australia, this may include the **Office of the Australian Information Commissioner (OAIC)** where the Australian Privacy Act applies.
## 20. Changes to this policy
We may update this Privacy Policy as Estate Owl changes or as legal and regulatory requirements develop.
The current version will be published on our website and will show the date it was last updated.
Where a change materially affects how we handle personal information, we will take reasonable steps to bring the change to users’ attention where appropriate.
## 21. Contact us
For privacy questions, access or correction requests, deletion questions or complaints, visit the contact us page.