Privacy Policy

1. Information We Collect

We collect the following types of personal information:

• Account information: name, email address, phone number, company name
• Usage data: pages visited, features used, document interactions, AI chat queries
• Order and transaction data: order numbers, product SKUs, purchase history received via webhook integrations
• Documents you upload: SDS, TDS, and other compliance documents
• Payment information: processed securely via Stripe — we do not store card details
• Technical data: IP address, browser type, device type, session data

2. How We Collect Information

We collect information when you:

• Create an account or complete onboarding
• Upload documents or configure your account
• Use AI chat or interact with Platform features
• Connect third-party integrations such as Shopify or ERP systems via webhook
• Contact our support team

3. How We Use Your Information

We use your personal information to:

• Provide, operate, and improve the Platform
• Process and fulfil your subscription
• Send transactional emails including document bundles and account notifications
• Provide AI-powered responses grounded in your uploaded documents
• Analyse usage patterns to improve Platform performance
• Comply with legal obligations
• Prevent fraud and ensure Platform security

We will never sell your personal information to third parties.

4. Disclosure of Information

We may share your information with:

• Service providers: Supabase (database), Vercel (hosting), Resend (email), Stripe (payments), OpenAI (AI processing) — all bound by data processing agreements
• Connected accounts: when you connect to another Wingvault user (e.g. a rep connecting to a site manager), limited profile information is shared to facilitate that connection
• Law enforcement or regulatory bodies: where required by law

We do not share your information with advertisers or marketing third parties.

5. Data Storage and Security

Your data is stored on servers located in the United States via Supabase and Vercel. We implement industry-standard security measures including encryption in transit (TLS), encryption at rest, role-based access controls, and regular security reviews. However, no method of transmission over the internet is 100% secure and we cannot guarantee absolute security.

6. AI Data Processing

When you use the AI chat feature, your queries and the documents you have uploaded are processed by OpenAI's API. OpenAI does not use API data to train its models. Your documents and queries are not stored by OpenAI beyond the duration of the API request. For more information see OpenAI's privacy policy at openai.com/privacy.

7. Cookies

We use essential cookies to maintain your session and authentication state. We do not use advertising or tracking cookies. You cannot disable essential cookies without affecting Platform functionality.

8. Your Rights

Under the Australian Privacy Act you have the right to:

• Access the personal information we hold about you
• Request correction of inaccurate or incomplete information
• Request deletion of your account and associated data
• Complain to the Office of the Australian Information Commissioner (OAIC) if you believe we have breached your privacy

To exercise any of these rights, contact us at privacy@wingvault.ai

9. Data Retention

We retain your personal information for as long as your account is active or as required by law. If you close your account, we will delete or anonymise your personal data within 90 days, except where retention is required for legal or regulatory compliance.

10. Children's Privacy

The Platform is not directed at individuals under 18 years of age. We do not knowingly collect personal information from minors.

11. Changes to This Policy

We may update this Privacy Policy from time to time. We will notify you of material changes via email or in-platform notification. Continued use of the Platform constitutes acceptance of the updated policy.

12. Contact and Complaints

• Email: privacy@wingvault.ai
• Mail: Wingvault Pty Ltd, Gold Coast, Queensland, Australia
• If you are not satisfied with our response, you may contact the Office of the Australian Information Commissioner at oaic.gov.au