1.Overview & Privacy Commitment
Instant Client ("we", "us", or "our") provides practice management and onboarding workflow software designed specifically for accountants, advisors, and professional firms.
Because our platform manages sensitive business documents, engagement proposals, and client intake details, we maintain the highest standards of data integrity and confidentiality. We do not sell, rent, or monetize your personal data or your clients' records.
2.Information We Collect
We collect information in the following categories:
A. Account & Profile Information
When you create an Instant Client account, invite team members, or connect third-party accounts (such as Google OAuth or Instant Compliance), we collect your name, email address, practice name, business address, and profile settings.
B. Client Onboarding & Proposal Data
To operate onboarding workflows, you or your clients provide information including client company names, contact names, email addresses, phone numbers, questionnaire submissions, service scopes, contract fee arrangements, and electronic signature audit timestamps.
C. Billing & Payment Information
Payment processing for both platform subscriptions and client invoices is conducted via Stripe. Instant Client does not store full credit card numbers or banking passwords on our servers. All sensitive card data is securely tokenized and handled directly by Stripe in compliance with PCI-DSS standards.
D. Technical & Log Data
When you access our platform, our servers automatically log technical information such as IP address, browser type, operating system, referring URLs, device identifiers, and timestamps to maintain security and monitor system performance.
3.How We Use Your Information
We use the collected information solely for legitimate business purposes, including to:
- Provide, operate, and maintain the Instant Client onboarding and document generation platform.
- Facilitate the delivery, review, electronic signature, and invoicing of client proposals.
- Enable client portals for real-time onboarding collaboration.
- Authenticate your identity, manage account permissions, and prevent unauthorized access.
- Process transactions and send invoices, receipts, and billing notifications.
- Respond to customer support inquiries and diagnose platform bugs.
- Comply with applicable legal, accounting, and tax compliance obligations.
4.Client Data Confidentiality & AI Safeguards
We recognize that you act as a trusted advisor to your clients, and the information entered into intake forms, fee schedules, and proposals is strictly confidential.
Our Privacy Safeguards for Client Records:
- We do not sell, rent, or share your client contacts or intake submissions with advertisers or data brokers.
- We do not use your proprietary documents, client questionnaires, or proposal contracts to train publicly accessible machine learning or foundation AI models.
- Any automated extraction or suggestion tools operate in isolated environments strictly to serve your workspace.
6.Data Security, Encryption & Infrastructure
Instant Client employs robust technical, administrative, and physical safeguards to protect your data against unauthorized access, destruction, alteration, or disclosure:
- Encryption in Transit: All data transmitted between your browser and our servers is encrypted using modern TLS (Transport Layer Security) protocols.
- Encryption at Rest: Customer Data and database records are encrypted at rest using industry-standard AES-256 encryption.
- Hosted in Australia: Core operational infrastructure and data routing are managed in secure data centers with modern physical and environmental controls.
- Access Controls: Access to production environments is strictly limited to authorized personnel with multi-factor authentication (MFA).
7.Data Retention & Account Deletion
We retain your personal information and Customer Data for as long as your account remains active or as needed to provide you with the services.
If you decide to close your account, you may request complete deletion of your workspace data by emailing support@instantclient.ai. Upon receipt of a verified deletion request, we will remove your Customer Data from active production databases within 30 days, retaining only such records as necessary to satisfy legal, tax, or regulatory compliance requirements.
8.Your Rights & Choices
Depending on your location and applicable privacy laws (such as the Australian Privacy Principles under the Privacy Act 1988 (Cth) or GDPR), you have the right to:
- Access: Request a copy of the personal information we hold about you.
- Correction: Update or rectify inaccurate or incomplete personal records directly in your dashboard or by contacting us.
- Deletion: Request erasure of your personal data when it is no longer needed for the purposes for which it was collected.
- Data Portability: Request an export of your documents, proposals, and client records in a structured format.
- Opt-Out of Communications: Opt out of non-essential promotional communications via the unsubscribe link in any marketing email.
10.International Data Transfers
While our primary services and operations are managed in Australia, certain sub-processors (such as Stripe or global cloud CDNs) may process data in other countries. When transferring data internationally, we ensure appropriate data protection safeguards—such as Standard Contractual Clauses—are in place.
11.Children's Privacy
Our services are strictly directed to professionals, businesses, and commercial practitioners. We do not knowingly collect personal information from individuals under the age of 18.
12.Changes to This Privacy Policy
We may update this Privacy Policy from time to time to reflect modifications in our practices, platform capabilities, or legal requirements. When we post changes, we will update the "Last updated" date at the top of this document. We encourage you to review this page periodically.
13.Contact Us & Privacy Inquiries
If you have questions, requests, or concerns regarding this Privacy Policy or how your data is handled, please contact our Privacy Officer:
Instant Client Privacy Office
Email: privacy@instantclient.ai
General Support: support@instantclient.ai
Squiggly Labs • Sydney, NSW, Australia