Privacy Policy
Last updated: 16 August 2026
This policy explains how Vanza handles personal information, consistent with the Australian Privacy
Act 1988 and the Australian Privacy Principles (APPs). It covers people who run a Vanza account, their
staff, and the customers and contacts they record in the Service.
Information we collect
- Account information — names, email addresses, phone numbers and login credentials.
- Business data you enter — customers, contacts, jobs, quotes, invoices, timesheets and related records.
- Location data — when a staff member uses the field app, the app may capture GPS location for check-in/out and live job tracking (see below).
- Usage and device data — log data, IP address and basic device information used to operate and secure the Service.
How we use information
- To provide, maintain, secure and support the Service.
- To process billing for paid plans.
- To communicate with you about your account, including verification and security notices.
- To improve reliability and prevent abuse.
Location and field staff
If you enable GPS features in the field app, location is captured only while the app
is in use, to record check-in/out and show the office where crews are during the working day. Account
owners are responsible for informing their staff and obtaining any consent required under their
workplace and privacy obligations.
Your data and your customers' data
The business that operates a Vanza account is the controller of the customer and contact records it
enters; Vanza processes that data on its behalf to provide the Service. We do not sell personal
information.
Sharing and sub-processors
We share personal information only with service providers that help us run the Service, under
appropriate confidentiality and security obligations, and where required by law. As at 16 August 2026
those are:
- Cloudflare (Australia/global) — content delivery, DNS and access protection for
vanza.net, and off-site encrypted backup storage.
- Microsoft — outbound email delivery when Vanza sends on your behalf.
If you connect your own mailbox instead, your email leaves through your own provider and we never
see it in transit.
- Anthropic and xAI — only if your business switches on the AI
features and supplies its own key. Nothing is sent to an AI provider otherwise.
We do not sell personal information, and we do not use your business's data to train AI models.
Storage and security
Data is stored on infrastructure we control in Australia, with access controls, encryption in transit
and tenant isolation so each business can only access its own data. Credentials you give us for third
parties (such as a mail password) are encrypted at rest. No system is perfectly secure, but we take
reasonable steps to protect personal information.
Support access to your account
A Vanza support administrator may sign in to your account to diagnose a problem you have reported or
that we have detected. Those sessions are time-limited, require a recorded reason, display a banner in
the app for as long as they are active, and every change made during one is attributed to Vanza support
in your own activity log.
Retention
We keep personal information for as long as your account is active and as needed to provide the
Service. When an account is closed, data may be retained for a reasonable period to allow export and to
meet legal obligations, then deleted.
Your rights
- Access and correction — you can view and update most information from within the Service.
- Export — account owners and admins can export their data at any time from Plan & billing.
- Deletion — account owners can request account closure and deletion from Plan & billing, or by contacting us.
Changes
We may update this policy from time to time and will take reasonable steps to notify you of material changes.
Contact
For privacy questions or to make a request, contact [email protected].