Privacy policy

Draft. Not yet reviewed by a solicitor.

Out West AI Pty Ltd, ACN 695 421 615, handles personal information in accordance with the Australian Privacy Principles.

What we hold

• About you: name, email address, and the account you belong to. If you turn on multi-factor authentication, the secret that supports it.
• About your country: the properties you register, their legal owner, lot and plan, tenure and state.
• About your assessments: your answers, your reasoning, the protected matters you worked through, and the determination your answers produced.
• Evidence you upload: photographs, reports and documents, together with the date and location a photograph carries in its own metadata.
• Records of use: sign-in attempts, and any support session you grant us.

Where it lives

In Australia. Your records are held on servers in Australia and are not transferred overseas.

Who can see it

• You, and the people you invite to your account.
• Consultants you invite, and only to the assessment you invited them to, and only until the invitation expires.
• Us, only when you grant support access. It is off by default, granted by you for a stated period, lapses on its own, and every session is logged where you can see it. Support can read to diagnose. It cannot file, reopen, alter or delete.
• Nobody else. In particular: the Department has no access. VegSafe holds no connection to any regulator.

Peak bodies

If your account is affiliated with a peak body, that affiliation is used for billing and, only if you opt in, for aggregate reporting.

A peak body can never read an individual record. Not with your permission, not on request, not for support. Aggregate figures are de-identified, and any figure covering fewer than ten opted-in holdings is not shown at all.

Separation between accounts

Each account's records are held in a database of its own. There is no shared table of everybody's assessments.

How long we keep it

Assessments are held for at least five years from completion, because that is the retention period the guidance sets. If your subscription lapses, your records become read-only and exportable for the balance of that period. They are not deleted for non-payment.

Getting a copy

You can export everything at any time, in an open format, without asking us.

Deleting

The account owner can delete a record or close the account. Deletion is confirmed and logged, and leaves a record that something was deleted, when, and by whom — without keeping the content.

Your own obligation to keep records for the retention period is not affected by deleting them here. We will say so plainly before you confirm.

Security

Encrypted in transit, and at rest for the evidence store. Access is role-based and enforced on the server. Our information security practices follow ISO/IEC 27001:2022. We are aligned to that standard and documented against it. We are not certified against it.

Complaints and contact

Out West AI Pty Ltd, ACN 695 421 615.

DECISION — contact address and complaints process to be settled.