VoltLine — Privacy Policy

VoltLine is trade management software provided by Voltline, an Australian business trading as “VoltLine” (“VoltLine”, “we”, “us”, “our”). Voltline (ABN 76 858 835 439) is the data controller responsible for the personal information described in this policy and can be contacted at support@voltline.com.au.

This policy explains how we handle personal information in accordance with the Privacy Act 1988 (Cth) and the 13 Australian Privacy Principles (APPs).

It applies to account holders, their team members, and individuals whose details are entered into a workspace (for example customers of a trade business).

Where a subscribing business enters information about its own customers or staff, that business is responsible for that information and VoltLine handles it on the business's behalf as a service provider.

We collect only the information reasonably necessary to run the service:

• Account information — name, email address, phone number, password (stored only as a salted hash), role and business.
• Business information — business name, trading name, ABN, business address, trade type and team size.
• Workspace content you enter — customers, site addresses, jobs, quotes, invoices, photos, timesheets, compliance records, notes and documents.
• Billing information — plan, billing cycle, renewal date, invoice and transaction history, and payment status.
• Technical and log information — IP address, device and browser type, timestamps, pages and features used, referring pages, error and crash reports, and security/audit events such as sign-ins and permission changes.
• Communications — support and in-app help messages, and email or SMS delivery records.
• Location information — only where you use mapping, address lookup or navigation features.

We do not intentionally collect sensitive information (as defined in the Privacy Act) and ask that you do not upload it into free-text fields.

Subscriptions are sold by Voltline (ABN 76 858 835 439). Payments are processed on our behalf by Stripe (Stripe Payments Australia Pty Ltd and its affiliates).

When you subscribe, the billing information you enter — name, billing email, billing address and country, payment method details and any tax or ABN identifier — is collected directly by Stripe. Stripe handles that information to process the payment, prevent fraud, and meet its own record-keeping obligations. Stripe's privacy notice at stripe.com governs its handling of that information.

VoltLine does not collect, see or store full card numbers, CVC codes or bank account credentials. Those details are entered directly with Stripe and handled under Stripe's PCI-DSS obligations.

Stripe passes back to us only the billing records we need for accounting and support: plan, amount, currency, billing period, renewal date, payment and subscription status, tax amount and country, invoice/transaction identifiers, billing email, and the last four digits and card brand where supplied.

We also share with Stripe the information needed to create and maintain your subscription — your account email, workspace identifier and selected plan.

Financial and tax records are retained for at least seven years as required by Australian taxation and corporations law.

• Directly from you when you sign up, subscribe, configure your workspace or contact support.
• Automatically as you use the platform (log, device and usage data described above).
• From your team members or business owner when they create your user account or invite code.
• From third parties you connect, such as accounting software, calendar, mapping or supplier integrations.
• From public registers, such as the Australian Business Register, when you verify an ABN.

• To create and administer accounts, workspaces and user roles.
• To provide the job, customer, quote, invoicing, compliance and reporting features you subscribe to.
• To arrange subscription payments, renewals, refunds and billing enquiries through Stripe, and to reconcile them against your account.
• To send service messages such as job alerts, SMS notifications, invoices and password resets.
• To provide support and respond to help requests.
• To keep the platform secure, detect misuse and investigate incidents.
• To diagnose faults, monitor performance and improve features (using aggregated or de-identified data wherever practical).
• To meet legal, taxation, record-keeping and regulatory obligations.

We do not sell personal information, and we do not use your workspace content for advertising.

Some features use AI models to draft text, summarise records or assist with estimates.

Only the content needed to answer the request is sent to the AI provider, and it is processed to return your result — it is not used to train third-party public models by us.

AI output can be inaccurate and should be reviewed before it is relied on or sent to a customer.

We disclose personal information only where necessary, to:

• Other users in your workspace, according to their role and permissions.
• Stripe, our payment processor, for payment processing, subscription management, invoicing and fraud prevention. Stripe acts as an independent controller of the billing information it collects at checkout.
• Service providers who operate parts of the platform — cloud hosting and database, email delivery, SMS delivery, push notification, AI processing, error monitoring and analytics providers.
• Third-party services you choose to connect, such as accounting or calendar software.
• Professional advisers, insurers or auditors where reasonably required.
• Law enforcement, courts or regulators where required or authorised by law.
• A purchaser or successor if the business is sold or restructured, subject to this policy.

Service providers are engaged under contracts that require them to protect the information and use it only to provide their service to us.

Our primary hosting and database infrastructure is located in Australia where available.

Stripe, our payment processor, has an Australian entity and also processes payment and billing information in the United States and other countries where it operates. Stripe is contractually and legally required to protect that information.

Other service providers (for example email and SMS delivery, error monitoring and AI processing) may also store or process information overseas, including in the United States and the European Union.

Before disclosing information overseas we take reasonable steps under APP 8 to ensure the recipient handles it consistently with the Australian Privacy Principles.

• Data is encrypted in transit using TLS and encrypted at rest by our hosting provider.
• Access to workspace data is enforced at the database level so users can only read records belonging to their own business and role.
• Passwords are stored as salted hashes and are never visible to us.
• Administrative access is limited to personnel who need it, and privileged actions are logged.
• Backups are taken regularly and are subject to the same protections.

No online system is completely secure. You are responsible for keeping your password and personal invite codes confidential and for telling us promptly if you suspect unauthorised access.

We maintain an incident response process. If we suspect a data breach we will investigate promptly and contain it.

Where a breach is likely to result in serious harm, we will notify affected individuals and the Office of the Australian Information Commissioner (OAIC) as required by the Notifiable Data Breaches scheme.

• Account and workspace data — for as long as the account is active.
• After cancellation — retained for a limited period so the account can be reactivated or data exported, then deleted or de-identified.
• Billing, invoice and tax records — at least seven years, as required by law.
• Security and access logs — typically up to 12 months.
• Backups — cycled and overwritten on a rolling schedule.

You can view and correct most of your information directly in the app through your profile, business settings, customer records and billing pages.

You may also ask us for a copy of the personal information we hold about you, or ask us to correct it. We will respond within a reasonable period, normally 30 days.

We may need to verify your identity, and in limited circumstances permitted by the Privacy Act we may refuse access — if so, we will explain why.

If you are a customer or employee of a business that uses VoltLine, please contact that business first, as they control their workspace records.

Service messages (billing, security, job and account notifications) are part of the platform and cannot be switched off while your account is active, though you can configure which job alerts are sent.

Any marketing emails will include an unsubscribe link, consistent with the Spam Act 2003 (Cth).

When you use VoltLine to send SMS or email to your own customers, you are responsible for having their consent.

We use cookies and browser storage to keep you signed in, remember preferences, and measure performance and errors.

Blocking essential cookies or storage will prevent sign-in from working.

With your permission, our public website stores a random visitor ID in your browser to count visits, see which pages people leave from, and measure sign-ups. It records the page, referring site, campaign tags, device type and time zone. It is our own first-party measurement — no advertising or third-party tracking pixels are used — and it is not linked to your name unless you create an account.

You can accept or reject this measurement in the notice shown on your first visit, and change your choice at any time by clearing your browser storage for this site. Rejecting it has no effect on how VoltLine works.

Because VoltLine is an account-based business platform, it is not practicable to deal with users anonymously or under a pseudonym.

We may update this policy from time to time. The current version is always available in the app and on our website, and the date below shows when it was last updated.

Where changes are material, we will notify account holders.

For privacy questions, access or correction requests, or to make a complaint, contact our Privacy Officer using the contact details published on the VoltLine website or through in-app support.

We will acknowledge your complaint and aim to resolve it within 30 days.

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