Last Updated 2nd November 2018
This policy applies across all websites that we own and operate and all services we provide, including fathomhq.com (marketing website), app.fathomhq.com (the Fathom application), api.fathomhq.com and the Fathom Desktop Connector. For the purpose of this document, we’ll refer to them simply as our ‘services’.
Personal information is information or an opinion about an identified individual, or an individual who is reasonably identifiable.
We collect personal information when you register for an account, create or modify your profile, apply for a job, or otherwise use, access, or interact with our services. Personal information we collect for all users includes:
You may enter this information yourself, or alternatively, your name and email address may be entered by an account administrator to create an account on your behalf (usually someone from your organisation, or a trusted third party such as your accountant).
We also collect the following personal information from the owner of the Fathom account:
Other information that we collect for all users includes:
Fathom’s core activity is to provide services facilitating financial analysis and reporting on business entities such as companies, trusts etc. To provide this functionality, Fathom allows you to import into Fathom’s service:
This information can be entered manually, uploaded from a spreadsheet you provide or imported directly from third party services (eg. Xero, Intuit) where you have given us permission to do so. In the latter case we securely store access tokens which allow us to update the accounting information in Fathom on your behalf.
As is true with most websites and services delivered over the Internet, we gather certain information and store it in log files when you interact with our websites and services.
This information includes browser type, internet protocol (IP) address, language preference, URL of referring site, operating system, and the date and time of each interaction. Some URLs you access may contain your email address as necessary to perform the requested operations, and therefore your email address would be stored in the log file.
We collect usage data automatically as you interact with our services. This data is useful for us as it helps us get a better understanding of how you’re using our websites and services so that we can continue to provide the best experience possible (e.g., by personalising the content you see).
This information may include search queries, pages you visit, information on the device you are using, features you use, actions you take etc.
Fathom uses various third party service providers to help us provide customer support to our users. In the course of obtaining support you may provide personal information or other commercially confidential information required to resolve an issue. The communication may occur by web-form, through a pop-up chat service, via email or by phone. The communication, including any file attachments, may be stored by these service providers.
The communication may also be shared with the third party service from which you imported accounting information (eg. Xero, Intuit, MYOB) for the purpose of troubleshooting and providing customer support.
Fathom and our third party partners also use other tracking technologies like ‘web beacons (also known as "tracking pixels"). These are tiny images that may be used in our websites or in emails to help us count visits, understand usage and campaign effectiveness and determine whether an email has been opened and acted upon.
One aspect of our services allows for the upload of data from Desktop based software on your machine. This is accomplished using the ‘Fathom Desktop Connector’. In the event of an error, our support team may request a ‘Support Log’ to be sent to Fathom.
The support log is a plain text file that, in addition to details on the error, contains:
We don’t disclose your personal information to entities outside the Fathom group except as described in this policy.
We will not sell or rent your personal information.
We do not share your personal information with third parties for their marketing purposes (including direct marketing) without your consent.
The personal information we collect is used for a variety of purposes including to:
Other uses of your information are outlined below.
Please be aware that, depending on their role, other users within your organisation’s Fathom account may have access to certain of your information. For example, a user with the ‘Administrator’ role, in your organisation’s account, can:
As a natural result of using Fathom Services, you may create content (eg. a report) and share access with other users of Fathom for the purpose of collaboration. The collaboration features within Fathom may display personal information such as your name, photo or email. The content you create may also contain personal information or commercially confidential information. We urge you to use the various security and privacy settings (eg. roles and permissions) within the Fathom Services to limit those who can access this information.
We may display personal testimonials of satisfied customers within the Fathom Services. With your consent, we may post your testimonial along with your name. If you wish to update or delete your testimonial, you can contact us using the contact information below.
We may share your information with third party service providers who provide services to us to help with our business activities. These companies are authorised to use your personal information only as necessary to provide these services to us. These services include payment processing, customer service, sending marketing communications, research and analysis, hosting, backup, cloud computing infrastructure.
Fathom takes steps to ensure that information is treated confidentially by third party service providers. If you would like more information on the services we use, please contact us using the contact information below.
In certain situations, Fathom may be required to disclose personal information in response to lawful requests by public authorities, including to meet national security or law enforcement requirements. We may also disclose your personal information as required by law or other circumstances, such as:
We may use the personal information we collect about you and other users of our services to produce aggregated and anonymised analytics and reports, which we may publish or share with others.
You have certain rights relating to personal information about you that we hold. You have rights to:
You can enquire about or exercise these rights by sending an email to firstname.lastname@example.org
Please note that if you seek deletion of personal information and you are not the owner of your Fathom account, you should first contact your account holder and ask them to remove your user account.
The length of time we retain personal information depends on what it is and whether we have an ongoing business need to retain it (for example, to provide you with a service you’ve requested or to comply with applicable legal, tax or accounting requirements).
When it comes to marketing communications, you can ask us not to send you these at any time – just follow the unsubscribe instructions contained in the marketing communication, or send your request to email@example.com
Even after you opt out from receiving promotional messages from us, you may continue to receive messages with important information regarding your use of Fathom’s Services. For example this may include notification of changes to our terms of Service, password reset emails, scheduled report notifications etc.
Our data store and data infrastructure provider is located in the United States of America. Personal information from users in other jurisdictions will be transferred to, and stored and processed in, that location. We have taken steps to satisfy ourselves that our provider will manage and secure our data in a way that is consistent with applicable regulatory requirements and international best practice.
We may share or transfer your information (including your personal information) in connection with, or during negotiations of, any merger, sale of company assets, financing, or acquisition of all or a portion of our business. You will be notified via email and/or a prominent notice on the Fathom website of any change in ownership or related uses or disclosures of your personal information, as well as any choices you may have regarding your personal information in those circumstances.
Fathom Applications Pty Ltd.
55 Old Northern Rd,
Albany Creek, 4035.
Brisbane, QLD, Australia.
An appropriate person within our organisation will consider any requests or complaints promptly, and respond to you in writing.