Privacy Policy

PRIVACY POLICY

1. INTRODUCTION

This document sets out the privacy policy of Verbalit Pty Ltd (ABN 16 697 183 529) (referred to in this privacy policy as ‘VerbalIt’, we’, ‘us’, or ‘our’).

The Privacy Act 1988 (Cth) (Privacy Act) requires entities bound by the Australian Privacy Principles to have a privacy policy. We take our privacy obligations seriously and we’ve created this privacy policy to explain how we store, maintain, use and disclose personal information.

By providing personal information (including sensitive information) to us, you (a User) consent to our storage, maintenance, use and disclosing of personal information in accordance with this privacy policy.

We may change this privacy policy from time to time by posting an updated copy on our website and we encourage you to check our website regularly to ensure that you are aware of our most current privacy policy.

2. TYPES OF PERSONAL INFORMATION WE COLLECT

The personal information we collect may include the following:

(a) name;

(b) business mailing or street address;

(c) email address;

(d) social media information;

(e) business/ company name;

(f) ABN and/or ACN;

(g) trade type and licence number (optional);

(h) job site addresses;

(i) telephone number (optional);

(j) credit card or payment information through our third party payment provider, Stripe (we do not store your credit card details, only customer/ subscription IDs);

(k) sensitive information (such as voice recordings were uploaded by users for the purpose of using our AI transcription feature to generate quotes/ invoices) as set out below;

(l) photographs of property (uploaded by users for job documentation such as before and after photos of work);

(m) invoice and quote data (line items, amounts and client details where input by you);

(n) job information (e.g. status, schedules, variations and completion records);

(o) rating and reviews (only where our Saas Platform feature (VerbalIt Verified) is active);

(p) profile information (e.g. logo, brand colour, payment preferences);

(q) information about your business or personal circumstances;

(r) information in connection with client surveys, questionnaires and promotions;

(s) end-client payment history and dispute status (where submitted by Users as part of the VerbalIt Registry feature);

(t) your device identity and type, I.P. address, geo-location information, page view statistics, advertising data and standard web log information;

(u) information about third parties; and

(v) any other information provided by you to us via our website or our online presence, or otherwise required by us or provided by you.

3. HOW PERSONAL INFORMATION IS COLLECTED

We will collect your personal information in a lawful and fair way. We will only collect your personal information where you have consented to it, or otherwise in accordance with the law.

How we collect information from you

We may collect personal information where you:

(a) contact us through our website;

(b) use our SaaS platform;

(c) receive goods or services from us;

(d) sign up for an account with us;

(e) submit any of our online inquiry forms;

(f) communicate with us via email, telephone, SMS, social applications (such as LinkedIn or Facebook) or otherwise;

(g) interact with our website, social applications, services, content and advertising; and

(h) invest in our business or enquire as to a potential purchase in our business.

How we collect information from third parties

Where possible, we collect your personal information directly from you. However, there may be occasions when we collect personal information (including sensitive information) about you from someone else. For example, we collect information about customers and their work / job site (including name and property address) from tradespeople that use our platform.

How you provide information for someone else

If you are providing personal and/or sensitive information on behalf of someone else, you must have the consent of that person to provide their personal and/or sensitive information to us to be collected, used, and disclosed in accordance with this privacy policy.

How we collect information from cookies

We may also collect personal information from you when you use or access our website or our social media pages. This may be done through use of web analytics tools, ‘cookies or other similar tracking technologies that allow us to track and analyse your website usage. Our full Cookies Policy is located here. If you do not wish information to be stored as a cookie, you can disable cookies in your web browser.

We may use Google Analytics to collect and process data, including when you use third party websites or apps. To find out more see How Google uses data when you use our partners’ sites or apps.

4. USE OF YOUR PERSONAL INFORMATION

We collect and use personal information for the following primary purposes:

(a) to provide goods, services or information to you;

(b) for record keeping and administrative purposes;

(c) to provide information about you to our contractors, employees, consultants, agents or other third parties for the purpose of providing goods or services to you;

(d) to improve and optimise our service offering and customer experience;

(e) to comply with our legal obligations, resolve disputes or enforce our agreements with third parties;

(f) to send you administrative messages, reminders, notices, updates, security alerts, and other information requested by you; and

(g) to facilitate a peer-to-peer registry regarding client payment reliability (the VerbalIt Registry); and

(h) to consider an application of employment from you.

We may also use your personal information for:

(i) secondary purposes closely related to the primary purpose, in circumstances where you would reasonably expect such use;

(j) such purposes where we reasonably believe that use of your personal information is necessary to lessen or prevent a serious threat to the life, health or safety of any individual, or to public health or safety, and it is unreasonable or impracticable to obtain your consent;

(k) any other purpose for which we receive consent from you; or

(l) any other purpose which is permitted or required under applicable privacy laws.

5. USER GENERATED CONTENT

(a) When Users interact with our platform, they may submit various forms of content. We handle this user-generated content as follows:

(i) Ratings and Reviews: Ratings and reviews submitted by Users are stored in our database and displayed publicly on the platform to other Users. These are used solely for the operation of the VerbalIt Verified rating system (if activated).

(ii) Images and Photographs: Photographs uploaded by Users (such as before and after photos of a property or job site) are stored securely on our servers. They are associated with the relevant job record, used for job documentation, and may be displayed on generated invoices or reports.

(iii) Voice Recordings: Biometric data, such as voice recordings captured temporarily by a User for AI transcription (to generate quotes and invoices) is handled in accordance with clause 8. We do not retain the audio files.

(iv) Anonymisation: All User-generated content may be anonymised and aggregated in accordance with clause 10.

6. HOW WE DISCLOSE YOUR PERSONAL INFORMATION

We respect your privacy, and we will take reasonable steps to keep your personal information confidential and protected. We may disclose your personal information to:

(a) third party contractors as required for us to provide our goods and services to you, such as cloud-service providers, IT professionals, marketing agencies and debt collection agencies, including but not limited to:

(i) Stripe - payment processing.

(ii) Anthropic – AI provider for voice transcription processing.

(iii) OpenAI – AI provider for voice-to-text transcription.

(iv) Resend – transactional email delivery (e.g. invoices, quotes, password resets).

(b) our professional advisors such as lawyers, accountants and auditors;

(c) our related entities;

(d) other verified Users of the VerbalIt platform, to whom specific end-client data (such as name, general location, and payment history) submitted by a User may be disclosed as part of the VerbalIt Registry feature; or

(e) any third parties you have consented personal information to be disclosed to.

We take care to work with such third parties who we believe maintain an acceptable standard of data security and require them not to use your personal information for any purpose except for those activities we have asked them to perform on our behalf.

We will not otherwise disclose your personal information unless:

(f) you have consented to us disclosing your personal information for particular circumstances;

(g) as needed in an emergency or in investigation suspected criminal activity;

(h) we are required to disclose under a subpoena, court order or other mandatory reporting requirements;

(i) we reasonably believe that disclosure of your information is necessary to lessen or prevent a serious threat to the life, health or safety of any individual, or to public health or safety, and it is unreasonable or impracticable to obtain your consent;

(j) it is reasonably necessary for the establishment, exercise or defence of a legal claim; or

(k) it is otherwise authorised or required by law.

7. STORAGE OF YOUR PERSONAL INFORMATION

(a) The primary storage of personal information collected by us is hosted on secure servers located in Australia.

(b) However, to provide our platform's core functionalities, we utilise specific third-party service providers located overseas. By using our services, Users acknowledge that their personal information may be disclosed to the following providers located in the United States of America (USA):

(i) Stripe (USA): For secure payment processing. Stripe handles all card and payment data directly; VerbalIt only stores Stripe customer and subscription IDs.

(ii) Anthropic and OpenAI (USA): For processing temporary voice-to-text transcriptions. Voice data sent to their APIs is strictly for transcription purposes and is not retained by us or the providers after processing.

(iii) Resend (USA): For the delivery of transactional emails (such as invoices, quotes, and password resets).

(c) We take reasonable steps to ensure that these overseas recipients handle personal information in a manner consistent with the Australian Privacy Principles. Furthermore, the cloud service providers we engage to provide our Australian-based servers may operate overseas disaster recovery sites or have personnel overseas who may access the personal information we hold to assist us in managing our servers.

(d) We also may use Google Analytics to track web traffic information, which is operated by Google and stores information across multiple countries. When Users communicate with us through a social media service such as Facebook or LinkedIn, the social media provider and its partners may collect and hold personal information overseas.

(e) We retain personal and sensitive information only for as long as reasonably necessary to fulfil the purposes for which it was collected, including to provide our services and to comply with legal and regulatory obligations. In particular:

(i) financial records (including invoices, quotes, and related transaction data) are retained for a minimum of five (5) years in accordance with applicable Australian taxation and accounting laws;

(ii) job-related records (including photos and supporting documentation) are retained for at least the same period as the associated financial records; and

(iii) account information is retained for as long as the User maintains an account with us and for a reasonable period thereafter to comply with legal obligations, resolve disputes, and enforce our agreements.

(f) Where personal information is no longer required, we will take reasonable steps to destroy or de-identify it in accordance with applicable laws.

8. SENSITIVE INFORMATION

Collection of sensitive information

We may collect sensitive information from you or about you during the course of providing you our goods and services. We will only collect this sensitive information where you consent to such collection and either directly provide us with this information or it is provided by a referring health care provider.

Types of sensitive information we collect

(a) The sensitive information we collect is biometric data including voice recordings and any other sensitive information provided by you or a third party to us via our website or platforms, or otherwise provided by you or a third party to us.

(b) We only collect biometric data (voice recordings) where they are captured temporarily by the user for AI transcription to generate quotes and invoices. Users must only record their own voice and must not intentionally record third parties (including clients or other individuals on a job site) without their explicit consent. Users are responsible for taking reasonable steps to avoid or minimise the incidental capture of third-party voices.

(c) Voice recordings are processed in real-time by our third-party AI providers (Anthropic and OpenAI) for transcription purposes only. All biometric data (voice recordings) are deleted immediately from our systems and the AI providers' systems after transcription; we do not retain the audio files, only the resulting text output.

How we use your sensitive information

Your sensitive information will only be used for the purpose of:

(d) providing you with our goods and services;

(e) complying with our legal obligations, resolving disputes or enforcing our agreements with you; or

(f) any other purpose which is permitted or required under applicable privacy laws.

How we disclose your sensitive information

Your sensitive information will only be disclosed to third parties were permitted or required under applicable privacy laws.

How you can withdraw consent

If you wish to withdraw your consent to our collection, use or disclosure of your sensitive information, please contact us using the contact details set out below. We will deal with all such requests within a reasonable timeframe.

9. MARKETING

We may at times send you marketing communications which will be done in accordance with the Spam Act 2003 (Cth) (Spam Act).

If we do, we may use email, SMS, social media, phone or mail to send you direct marketing communications.

Where consent is needed, we will ask you for your consent before sending you marketing communications, except where you:

(a) have explicitly opted-in to receiving email marketing from us in the past; or

(b) were given the option to opt-out of email marketing when you initially signed up for one of our platforms and you did not do so.

You can, at any time, opt out of receiving marketing materials from us by using the opt-out facility provided (e.g., an unsubscribe link on emails we send you) or by contacting us via the details provided at the end of this privacy policy. We will implement such a request as soon as possible, however, cannot guarantee that such a response will be immediate.

10. DE-IDENTIFIED INFORMATION

(a) The information we collect may have analytical, educational, or commercial value to us.

(b) To the extent permitted by law, we reserve the right to anonymise and aggregate User Data (Anonymised Data).

(c) We can use this Anonymised Data for our internal purposes, such as business analytics and product improvement, and we may aggregate and commercialise it, including in data sets provided to third parties. We will ensure that Anonymised Data cannot be used to identify any individual User.

11. SECURITY

We take reasonable steps to ensure your personal information is secure and protected from misuse or unauthorised access. Our information technology systems are password protected, and we use a range of administrative and technical measures to protect these systems. However, we cannot guarantee the security of your personal information.

12. LINKS

Our website may contain links to other websites. Those links are provided for convenience and may not remain current or be maintained. We are not responsible for the privacy practices of those linked websites, and we suggest you review the privacy policies of those websites before using them.

13. REQUESTING ACCESS OR CORRECTING YOUR PERSONAL INFORMATION

(a) If you wish to request access to the personal information we hold about you, please contact us using the contact details set out below including your name and contact details. We may need to verify your identity before providing you with your personal information. In some cases, we may be unable to provide you with access to all your personal information and where this occurs, we will explain why. We will deal with all requests for access to personal information within a reasonable timeframe.

(b) If you think that any personal information we hold about you is inaccurate, please contact us using the contact details set out below and we will take reasonable steps to ensure that it is corrected.

(c) You may also request that we delete personal information we hold about you, including by requesting deletion of your account. We will take reasonable steps to comply with such requests, subject to any legal or regulatory obligations to retain certain information (including financial records required to be retained under applicable Australian laws) and any other lawful basis for retention.

(d) Where requested, and where reasonably practicable, we may also provide you with a copy of your personal information in a structured, commonly used format.

14. COMPLAINTS

If you wish to complain about how we handle your personal information held by us, please contact us using the details set out below including your name and contact details. We will investigate your complaint promptly and respond to you within a reasonable timeframe.

15. CONTACT US

For further information about our privacy policy or practices, or to access or correct your personal information, or make a complaint, please contact us using the details set out below:

Name: Privacy Officer

Email: hello@verbalit.com.au

Our privacy policy was last updated on 24.04.2026.