Privacy Policy

1. Scope of this policy

This Privacy Policy explains how Voltline collects, uses, stores, discloses and secures personal information, in accordance with the Privacy Act 1988 (Cth) and the Australian Privacy Principles (APPs).

It applies to the Voltline application, the Voltline website, and the support channels we operate.

2. Personal information we collect

• Account information: name, business name, ABN, email address, phone number and role.
• Customer and job information you enter: customer contact details, site addresses, job notes, site photos, timesheets, materials used and signatures captured on site.
• Billing information: plan, billing cycle, invoice history and the partial card details supplied to us by our payments provider. We do not store full card numbers.
• Technical and log data: IP address, device and browser type, app version, pages and actions accessed, and timestamps for sign-in, data changes and errors.
• Support correspondence: the content of messages you send us and our replies.

3. How and why we use it

• To provide the Service: creating accounts, running jobs, scheduling, invoicing and syncing data between the office and the field.
• To bill you and manage subscriptions, renewals, refunds and dunning.
• To secure the Service: audit logs, fraud and abuse detection, and investigating incidents.
• To support you: answering enquiries and diagnosing faults you report.
• To improve the Service: aggregated, de-identified usage analysis. We do not sell personal information, and we do not use your customer records for advertising.

4. Information about your customers

When you enter details about your own customers, you are the entity responsible for that information and for having a lawful basis to collect it. Voltline handles it on your instructions as part of providing the Service, and does not contact your customers for its own purposes.

5. Logs and retention

• Application and security logs are retained for up to 12 months, then deleted or de-identified.
• Job, customer, invoice and photo data is retained while your account is active.
• After an account closes we retain data for 30 days to allow restoration, then delete or de-identify it, except where a law requires longer retention (for example tax records).
• Backups are encrypted and cycle out on a rolling schedule of no more than 35 days.

6. Who we share information with

• Paddle, our merchant of record, which processes payments and holds card details. We receive only transaction status and partial card metadata.
• Cloud hosting, database, storage and email delivery providers engaged to run the Service under confidentiality obligations.
• The Australian Business Register, when you use ABN lookup, to verify a business number you enter.
• Law enforcement, regulators or courts where disclosure is required or authorised by law.
• A successor entity, if the business is sold or restructured, subject to this policy continuing to apply.
• We do not sell, rent or trade personal information.

7. Overseas disclosure

Data is hosted in Australia where possible. Some providers, including our payments and email delivery partners, may store or process information overseas, including in the United States and the European Union. Before disclosing information overseas we take reasonable steps to ensure the recipient handles it consistently with the APPs.

8. How we secure information

• Encryption in transit (TLS) and at rest for stored data and backups.
• Tenant isolation so one business cannot access another business's records.
• Server-side role enforcement, so office and field users see only what their role permits.
• Private storage for site photos and signed documents, accessible only via time-limited links.
• Restricted, logged staff access on a least-privilege basis.

9. Notifiable data breaches

If we suffer an eligible data breach that is likely to result in serious harm, we will notify affected individuals and the Office of the Australian Information Commissioner as required by the Notifiable Data Breaches scheme, and will tell affected account owners what happened and what to do.

10. Accessing, correcting and deleting your information

You can access and correct most information directly in the app. You can also ask us for a copy of the personal information we hold about you, ask us to correct it, or ask us to delete it where we are not required to keep it. We respond to requests within 30 days.

11. Cookies and analytics

We use essential cookies to keep you signed in and to protect the Service, and privacy-respecting analytics to understand aggregate usage. We do not use third-party advertising trackers.

12. Complaints and contact

Privacy questions, access requests and complaints can be sent to privacy@voltline.io. We will acknowledge a complaint within 5 business days and aim to resolve it within 30 days.

If you are not satisfied with our response, you can contact the Office of the Australian Information Commissioner at oaic.gov.au or on 1300 363 992.