Privacy policy
Last updated 25 October 2026
Leavecast is run by BuyerFlo Pty Ltd (ABN 41 696 232 621), trading as Leavecast (“we”). This policy explains what personal information Leavecast handles, why, where it goes, how long we keep it, and how to have it removed. It applies to leavecast.com and the Leavecast app.
We follow the Australian Privacy Principles (APPs) in the Privacy Act 1988, and this policy is written to meet them.
What we collect
A business connects Leavecast to its own Xero Payroll, its Google Workspace or Microsoft 365, and Slack if it uses it. We only read what we need to show leave in those places.
| From | What |
|---|---|
| Xero Payroll | Employees’ names, the email addresses payroll holds for them (sometimes personal ones) and whether they’re current. Leave applications: dates, hours, approval status and leave type. The organisation’s name and the names of its leave types. Leavecast’s access to Xero is read-only. |
| Signing in with Xero | The name and email address of each person who signs in to Leavecast, when they last signed in, and which version of these terms they accepted. Leavecast also reads the list of the organisation’s Xero users, which decides who can see it in Leavecast, but doesn’t keep it. |
| Google Workspace | The Workspace domain, the email address of the admin who connected it, and the account that owns the team calendar. From the directory: each user’s name, primary email address, email aliases and whether the account is suspended. Each person’s calendar time zone. Gmail auto-reply settings, read so Leavecast can tell whether someone has set their own; we keep only a fingerprint of the dates and subject, never the message. The calendar events and auto-replies Leavecast creates. |
| Microsoft 365 | The organisation’s Microsoft 365 ID and default domain, the email address of the administrator who connected it (their admin role is checked, not kept), and the shared mailbox chosen for the team calendar. From the directory: each user’s name, email addresses and whether the account is enabled. Each person’s mailbox time zone. Automatic reply settings, read so Leavecast can tell whether someone has set their own; we keep only a fingerprint, never the message. The calendar events and automatic replies Leavecast creates. |
| Slack | The workspace’s name and ID, the Slack user ID of the admin who connected it, each matched person’s Slack user ID and time zone, their current status (to see whether it’s one Leavecast set), and the statuses Leavecast sets. |
| Billing | Subscription status and Stripe’s customer and subscription IDs. We give Stripe the email address of the owner who subscribes and the organisation’s name. Stripe collects payment details, billing address and ABN directly; we don’t see or store card or bank numbers. |
| Operations | A log of each sync: what changed and anything that failed. Application logs, which can include names, email addresses and organisation IDs when something goes wrong. |
| Early-access form | Your email address, company name if you give it, when you asked and when you confirmed, and a scrambled (one-way, keyed) version of your IP address to spot abuse. We don’t store the IP address itself. |
What we don’t collect
- Pay rates, tax file numbers, bank details or any other payroll data.
- The free-text title or description on a leave request. These often hold medical details, so Leavecast never stores them.
- The contents of anyone’s email, or calendar events other than the ones Leavecast created.
The leave type is hidden on the shared team calendar unless the business chooses to show it.
How we use it
Only to run Leavecast for the business that connected it: to put leave on calendars, auto-replies and Slack statuses, keep them up to date, show the business what happened, bill for the service and email its owners about its connections and subscription. We use early-access details only to tell people about Leavecast. We don’t sell personal information, use it for advertising, or use it to train AI models.
Google user data
Leavecast’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. Our use of information received from Google Workspace APIs also adheres to the Google Workspace API User Data and Developer Policy.
In practice:
- We use Google user data only to provide Leavecast’s features to the business that connected it: the team calendar, out-of-office events and auto-replies.
- We don’t transfer it to anyone else, except as needed to provide those features, to keep Leavecast secure, to comply with the law, or as part of a merger or sale of the business.
- We don’t use it for advertising, sell it, or use it to create, train or improve AI or machine learning models.
- Nobody at Leavecast reads it unless the business asks us to for support, it’s needed for security or to investigate abuse, or the law requires it.
Microsoft 365 data
The same applies to data Leavecast receives through Microsoft Graph. We use it only to provide the team calendar, out-of-office events and automatic replies to the business that connected it, under Microsoft’s terms for its APIs. We don’t sell it, use it for advertising or use it to train AI models, and nobody at Leavecast reads it except for support the business asks for, security, or where the law requires it.
Where it’s stored and how it’s protected
- Leavecast runs on Amazon Web Services in Sydney, Australia (ap-southeast-2). Its database, application logs and outgoing email are all there.
- Data is encrypted at rest and in transit.
- The database keeps continuous backups for 35 days, so anything deleted stays in a backup for up to 35 days after.
- Access tokens for Xero and Slack are also encrypted by Leavecast itself with AES-256-GCM before they’re stored.
- Xero access is read-only.
- Sign-in sessions last 12 hours.
Who we share it with
We use these service providers to run Leavecast:
- Amazon Web Services: hosting, storage, logs and email to account owners, in Sydney.
- Stripe: subscriptions and payments.
- Google Cloud: Leavecast’s own Google Cloud account signs its requests to the business’s Google Workspace. It sees the email address of each person whose calendar or auto-reply Leavecast updates, and nothing else.
Leavecast also sends leave information to Google or Microsoft, and to Slack, as the business directs, to create the calendar events, auto-replies and statuses it asked for. That’s names, work email addresses, leave dates and hours, whether leave is approved or pending, the return date in auto-replies, and the leave type only if the business turns that on. To find each person’s Slack account, Leavecast looks up their work email address, or the one in payroll if they have no work account. It goes into the business’s own Google Workspace, Microsoft 365 or Slack, which it holds under its own agreement with that provider.
We read from Xero but don’t send it personal information. We disclose information if the law requires it.
Overseas disclosure
Leavecast’s own storage is in Australia. Some personal information does go to organisations overseas, or to providers that may process it overseas:
| Recipient | What | Where |
|---|---|---|
| Stripe | The subscribing owner’s email address, the organisation’s name and ID, billing details | United States, and other countries where Stripe operates |
| Google Cloud (Google LLC) | Email addresses of the people whose calendars and auto-replies Leavecast updates, in the requests it signs | United States, and other countries where Google operates |
| Google (Google LLC) | Leave shown on calendars and auto-replies, as the business directs | United States, and the other countries where Google stores and processes Workspace data |
| Microsoft (Microsoft Corporation) | Leave shown on calendars and automatic replies, as the business directs | Where the business’s Microsoft 365 data is located (usually Australia for an Australian organisation), and the United States and other countries where Microsoft processes it |
| Slack (Slack Technologies, LLC) | Slack statuses, as the business directs | United States, unless the business has chosen Slack data residency |
We choose providers with published privacy and data protection commitments, and only send them what each feature needs. Google, Microsoft and Slack receive information because the business connected them and asked Leavecast to update them.
How long we keep it, and deleting it
- Leavecast’s copy of Xero data is refreshed as it syncs. Leave drops out of it about a week after it ends. If a trial or subscription ends, syncing stops, and 30 days later Leavecast disconnects from Xero and deletes its copy, as if an owner had disconnected it.
- Sync logs are deleted automatically after 14 days.
- Application logs are deleted automatically after one month.
- Records of the events, auto-replies and statuses Leavecast created are kept while the organisation uses Leavecast, so it can update or remove them.
- If you sign in with Xero but don’t end up with an organisation in Leavecast (say sign-up isn’t open to yours yet), we keep nothing: your sign-in is deleted and Leavecast’s access to your Xero is revoked.
Disconnecting
- Xero. Leavecast removes its connection in Xero and deletes its copy of the organisation’s Xero data straight away. It then removes the upcoming team calendar events, out-of-office events, auto-replies and Slack statuses it created. Past leave stays on the team calendar as history. Letting a trial or subscription end does the same clean-up straight away, and disconnects Xero 30 days later.
- Google Workspace or Microsoft 365. Leavecast removes the upcoming events and auto-replies it created there, then removes the connection. If Leavecast can no longer reach the account, removing keeps failing for 24 hours, or an owner stops the clean-up, it removes the connection and anything not yet removed stays where it is.
- Slack. Leavecast revokes its Slack access and removes the connection. Statuses it already set clear themselves when each person’s leave ends.
Deleting organisation data
Once Xero is disconnected and any subscription is cancelled, an owner can choose Delete organisation data in Leavecast. This deletes the organisation’s people, its records of synced leave, its sync logs, its memberships, any remaining copy of its Xero data, and the organisation record with its settings and connections. It also releases its Google Workspace domain and revokes its Slack access.
Some things aren’t removed by that:
- Your own Leavecast sign-in record (your name and email address), if you also belong to another organisation in Leavecast. Otherwise it’s deleted too.
- Application logs, until they expire after one month.
- Database backups, until they expire after 35 days.
- Stripe’s billing records, which Stripe keeps as tax law requires.
- Unsubscribe records, so we don’t email that address again (see below).
- One record so the same Xero organisation can’t start another free trial: a one-way coded form of its Xero organisation ID (not its name, or anyone’s name or email) and the dates its trial started and ended. We use it only to prevent repeat free trials, and it’s deleted automatically two years after the trial ended.
Early access and emails from us
If you join the early-access list on leavecast.com, we email you a link to confirm. Until you confirm, we keep your request for 7 days and then delete it, so nobody can add your address without you. Once you confirm, we use your email address and company name only to tell you about early access and the launch of Leavecast. Every email to the list has an unsubscribe link, or you can email us. We keep your details until you unsubscribe or ask us to delete them.
Owners of an organisation get emails from Leavecast about it. Reminders to add a card or bank account, or to subscribe, have an unsubscribe link that works without signing in. Emails about the service itself don’t have one: problems with a connection, such as Xero needing to be reconnected, and the notice before a trial with payment details turns into a paid subscription.
When you unsubscribe, we delete everything else we hold for the list and keep only your email address, the date and, if the email was about an organisation, which one, so we don’t email you again.
Cookies
The Leavecast app sets one cookie, to keep you signed in, plus a short-lived one while you connect an account. leavecast.com doesn’t use analytics or advertising cookies.
Access, correction and complaints
If you’re an employee of a business using Leavecast, that business controls your information. Most details come from its payroll, so ask it to correct them there. You can also contact us to ask what we hold about you or to correct it, and we’ll reply within 30 days.
If you’re unhappy with how we’ve handled your information, tell us first and we’ll respond within 30 days. If that doesn’t resolve it, you can contact the Office of the Australian Information Commissioner at oaic.gov.au.
If we change this policy, we’ll update the date above and tell account owners about significant changes.