This Privacy Policy explains how MNC Actuaries Pty Ltd (ABN 94 660 594 516) (“we”, “us”, “our”) collects, uses, and shares information when you use the CakeXL Microsoft Excel add-in (the “Software”), and when you purchase a licence from us. Where the EU/UK GDPR applies, we are the data controller for the information described below.
Questions? Contact us at support@cakecodex.com.
To manage licensing and trial periods, the Software creates a device identifier by computing a one-way
SHA-256 hash of a stable Windows machine identifier (the operating system's MachineGuid).
If that identifier is unavailable, it instead uses hardware identifiers - the computer's BIOS serial number
and processor ID. Only the resulting hash is stored locally on your device and sent to our
licensing service; the underlying machine and hardware identifiers themselves are never transmitted. The hash does
not, by itself, identify you personally, but it may constitute personal data under some laws.
When activating, validating, or extending a licence, we exchange the following with our licensing service
(license.cakecodex.com): the device identifier, licence edition, expiry date, and any activation
or extension token you enter. Our licensing service generates your licence file, stores it in cloud storage
(Amazon Web Services S3), and delivers it to your device.
The Software keeps log files locally on your device. It uploads them to us only when you choose to, by clicking the “Upload logs” button on the ribbon; logs are never uploaded automatically or without your action. We use uploaded logs for support and troubleshooting. These logs may contain: file paths (which can include your Windows user name), database, table and column names, SQL statements, error messages, and licensing details (including your device identifier and licence responses). They are not intended to contain database passwords.
The Software includes optional AI features. If you enable them and provide your own AI provider API key, the content you submit (which may include your prompts and, depending on the feature, database schema or data) is transmitted to the third-party AI provider you select in order to generate a response. Your API keys are stored locally on your device and are used only to authenticate with your chosen provider.
Important: data sent to AI providers leaves your machine and is processed under that provider's terms and privacy policy. Do not submit information you are not permitted to share with them.
The following are stored locally on your device and not transmitted to us: your AI provider API keys, and the databases and files you work with. Data in your DuckDB and MySQL/MariaDB databases stays on your systems, except any content you choose to send to AI providers (see 2.4). The device identifier is also cached locally (Windows Registry), but unlike the items above a copy is sent to our licensing service to generate and validate your licence, as described in 2.1 and 2.2.
Your licence file is an exception: it is generated by our licensing service and also stored on our cloud infrastructure (see 2.2), then delivered to your device where a local copy is kept.
When you purchase a licence, enquire about the Software, or contact support, we collect the information you provide, such as your name, email address, company name, and billing details. We invoice you directly and payment is made by bank transfer; we do not collect or store payment card details. If we introduce an online payment provider in the future, we will update this policy to name the provider before it processes any payments.
Where the EU/UK GDPR applies, the legal basis for each purpose is shown below.
| Purpose | Data used | Legal basis (GDPR Art. 6) |
|---|---|---|
| Provide and enforce licensing and trials | Device identifier, licensing information | Contract (Art. 6(1)(b)); legitimate interests in preventing licence misuse (Art. 6(1)(f)) |
| Support, diagnostics, and improving reliability | Diagnostic logs | Consent (Art. 6(1)(a)): logs are only uploaded when you choose to; legitimate interests in resolving faults (Art. 6(1)(f)) |
| Provide optional AI features you enable | AI feature content (via your chosen provider) | Consent (Art. 6(1)(a)); you may withdraw it at any time by disabling the features |
| Process purchases, respond to enquiries, meet tax and accounting obligations | Purchase and contact information | Contract (Art. 6(1)(b)); legal obligation (Art. 6(1)(c)) |
We do not use personal information in computer programs to make decisions that could reasonably be expected to significantly affect your rights or interests (automated decision-making). The optional AI features generate content only at your request.
We share information only as needed to provide the Software:
| Recipient | Purpose | Their privacy policy |
|---|---|---|
| Our licensing service (MNC Actuaries) | Licensing / trials / diagnostics | This policy |
| Amazon Web Services (AWS) | Cloud hosting and storage for our licensing service and licence files | aws.amazon.com/privacy |
| OpenAI | AI features (if you select OpenAI) | openai.com/policies/privacy-policy |
| Anthropic (Claude) | AI features (if you select Claude) | anthropic.com/legal/privacy |
| Microsoft (Azure OpenAI) | AI features (if you select Azure OpenAI) | privacy.microsoft.com/privacystatement |
We do not sell personal information and do not share it for third-party advertising.
We are based in Australia. Our licensing service and licence-file storage are hosted on Amazon Web Services (AWS) in Asia Pacific (Sydney), ap-southeast-2, so licensing data stays in Australia. If you use the optional AI features, the provider you select processes your content in the United States and other countries, as described in each provider's documentation. You choose whether to enable these features and which provider receives your content; we recommend reviewing that provider's privacy policy before enabling them.
We keep licensing records for the life of your licence plus 7 years to meet Australian tax and accounting obligations. Uploaded diagnostic logs are retained for 7 days and then deleted or anonymised. Purchase and contact information is kept for 7 years after your last transaction. Data you send to AI providers is retained according to that provider's policies.
Data transmitted between the Software and our services is encrypted in transit using TLS 1.2/1.3. Licence files and API keys are stored locally on your device. No method of transmission or storage is completely secure, but we take reasonable measures to protect information.
Depending on where you live, you may have rights to access, correct, delete, or export your personal information, to object to or restrict certain processing, and to withdraw consent. These may include rights under the Australian Privacy Act (Australian Privacy Principles) and, to the extent they apply to you and to us, the EU/UK GDPR and the California Consumer Privacy Act (CCPA/CPRA). To exercise any right, contact us at support@cakecodex.com. We will verify your identity, respond within 30 days, and explain any reason we cannot fulfil a request.
California residents: we do not sell or share your personal information as defined by the CCPA/CPRA.
If you believe we have breached the Australian Privacy Principles or otherwise mishandled your personal information, please contact us at support@cakecodex.com with the details. We will acknowledge your complaint within 7 days and aim to respond substantively within 30 days. If you are not satisfied with our response, you can complain to the Office of the Australian Information Commissioner (OAIC): www.oaic.gov.au, phone 1300 363 992, GPO Box 5288 Sydney NSW 2001. If you are in the EU or UK, you may also lodge a complaint with your local data protection supervisory authority.
The Software is intended for business use and is not directed to children under 16, and we do not knowingly collect their information.
We may update this policy from time to time. We will revise the “Last updated” date above and, for material changes, provide additional notice where required.
MNC Actuaries Pty Ltd (ABN 94 660 594 516)
Level 24, 300 Barangaroo Avenue, Barangaroo, New South Wales 2000, Australia
Email: support@cakecodex.com