Privacy Policy

This Privacy Policy explains how WHV 417 Tracker (the "Service", accessible at mywhv.app) collects, uses, stores and shares personal information about you. It applies to anyone who registers for or uses the Service.

The Service is operated by Filippo Cattaneo ("we", "us"), acting as the data controller. If you have any questions or wish to exercise your rights, contact us at legal@mywhv.app.

We comply with the EU General Data Protection Regulation (GDPR) and, to the extent applicable, the Australian Privacy Act 1988 and the Australian Privacy Principles (APPs).

1. Data we collect

When you use the Service, we collect the following categories of personal data:

Account data

• Email address and a hashed password (hashed with bcrypt — we never see your plain password).
• Optional profile data you provide: name, nationality, date of birth, visa target (1st / 2nd / 3rd WHV) and current visa details.
• Whether you have an active Pro subscription.

Work period data

• Employer name, employer ABN, industry, contract type, start and end dates, hours per pay period, pay period length, unpaid leave, work postcode, computed valid days.

Payslip analysis (Pro feature)

When you upload a payslip PDF to be analysed, the file is never written to disk or kept on our servers — it exists only in memory for the duration of the request, is sent to the AI processor listed in section 4, and is discarded as soon as the analysis completes.

The AI is instructed to extract only the fields strictly required to assess your WHV 417 eligibility:

• Employer name and employer ABN
• Pay period start and end dates
• Total paid hours and pay period length (weeks)
• Contract type (casual / part-time / full-time / piecework)
• Industry (agriculture, fishing, mining, etc.)
• Work-site postcode(s) and locality

The AI is explicitly instructed not to extract pay amounts, tax, superannuation, bank details or any other financial information. Only the fields above — once you review and save them — are stored in our database as a work period. The original PDF is never persisted.

Technical data

• Authentication cookies (NextAuth JWT session, maximum age 30 days).
• Request metadata such as IP address, user agent and timestamps, processed by our hosting provider for security and abuse prevention.
• Anonymous crash and error reports when the app fails.

Payment data (Pro subscribers only)

• Payments are processed by Stripe. We do not receive or store your full card details — only the subscription status and a Stripe customer identifier.

2. How we use your data and legal basis

• To provide the Service (legal basis: performance of a contract, GDPR Art. 6(1)(b)) — creating your account, storing work periods, computing valid days toward your 417 visa renewal.
• To analyse payslips you submit (legal basis: your explicit consent each time you upload, GDPR Art. 6(1)(a)) — the file is sent in-memory to our AI processor for the sole purpose of extracting the visa-relevant fields listed in section 1. We do not keep the payslip, we do not extract financial data, and we do not allow the processor to use your file to train their models.
• To authenticate you and secure the Service (legal basis: legitimate interests, GDPR Art. 6(1)(f)) — preventing unauthorised access, rate-limiting, crash logs.
• To send transactional emails such as password reset links (legal basis: performance of a contract).
• To process payments for Pro features (legal basis: performance of a contract and compliance with legal obligations, e.g. tax records).
• To serve advertising via Google AdSense on free tiers, when enabled (legal basis: your consent, given through the cookie banner).

We do not sell your personal data. We do not use your work periods or payslip content to train AI models.

3. Who can see your data

Your personal data is visible only to you when logged in, and to the Service operator for technical administration. We do not share individual user data with third parties for marketing purposes.

4. Third-party processors

We rely on the following providers to run the Service. Each of them processes your data only on our behalf and under appropriate contractual safeguards:

• Vercel Inc. (United States) — hosting of the application and serverless functions.
• Our managed Postgres provider — storage of your account and work periods. Region: EU.
• Anthropic PBC (United States) — Claude AI for payslip field extraction (in-memory only, never stored). Anthropic does not use API inputs to train its models.
• Google LLC (United States) — fonts (Google Fonts), and Google AdSense advertising on free tiers if enabled.
• Stripe, Inc. (United States / Ireland) — payment processing for Pro subscriptions.
• Our SMTP/email provider — delivery of transactional emails (password reset).

5. International transfers

Some of the processors listed above are based outside the European Economic Area and Australia, primarily in the United States. When your data is transferred there, the transfer is protected by Standard Contractual Clauses approved by the European Commission or equivalent safeguards.

6. Cookies and similar technologies

We use a small number of cookies and local storage items:

• Essential: NextAuth session cookie (required to keep you signed in), theme and language preferences.
• Advertising (with consent): Google AdSense cookies, when AdSense is enabled.

You can clear cookies at any time through your browser. Disabling essential cookies will prevent you from using the Service.

7. How long we keep your data

• Uploaded payslips: not retained. Deleted from memory at the end of the analysis request.
• Account and work periods: until you delete your account.
• Password reset tokens: automatically deleted after expiry.
• Payment records: retained for the period required by applicable tax law (typically 10 years).
• Server logs: typically up to 30 days.

When you delete your account, all linked work periods are permanently removed (cascade delete).

8. Your rights

Under the GDPR and the Australian Privacy Principles you have the right to:

• Access the personal data we hold about you.
• Correct data that is inaccurate or incomplete.
• Request deletion of your data ("right to be forgotten").
• Restrict or object to certain processing.
• Receive a copy of your data in a portable format (data portability).
• Withdraw any consent you previously gave, at any time.
• Lodge a complaint with your local data protection authority (in Italy: Garante per la protezione dei dati personali; in Australia: Office of the Australian Information Commissioner).

Most of these can be exercised directly from your account settings. Otherwise, email us at legal@mywhv.app.

9. Security

Passwords are stored hashed with bcrypt. Sessions use signed JWT tokens. Traffic between your browser and the Service is encrypted with HTTPS. Data at rest is stored in a managed Postgres database with access controls. We cannot, however, guarantee absolute security — no system is immune from risk.

10. Children

The Service is not directed to people under 16. We do not knowingly collect personal data from children. If you believe a child has registered, contact us and we will delete the account.

11. Changes to this policy

We may update this Privacy Policy to reflect changes to the Service or to the law. The "Last updated" date at the top of this page will always show the latest version. Material changes will be communicated inside the app.

12. Contact

Data controller: Filippo Cattaneo

Email: legal@mywhv.app