Privacy Policy

Vector is a job-costing and financial control platform for Australian trade contractors. The Service is provided by Vector AI Technologies Pty Ltd.

Vector is used by businesses. When your employer or the company you work with (our "Customer") sets up a Vector workspace and invites you, the Customer decides what information goes into it. For that information we act on the Customer's behalf, and the Customer's own privacy policy also applies to you.

We collect the following kinds of information:

• Account details: your name, email address, phone number (if you add one), role and the company you belong to.
• Business records entered into Vector: projects, budgets, purchase orders, variations, progress claims, cost codes, rates, and supplier and subcontractor details, which can include names and contact details of people at those businesses.
• Site records captured in Vector Field: hours worked, timesheet notes, site photos and their captions, delivery dockets and signatures, issues and material requests.
• Files you upload, such as tender documents, rate sheets and supplier catalogues.
• Accounting data from Xero, when a Customer connects their Xero organisation: contacts, invoices, bills, accounts and related records.
• Technical information: IP address, browser and device type, app version, a push notification token for your device, and logs of sign-ins and actions, used to keep the Service secure and working.
• Feedback you choose to send us through the in-app feedback tool, including any screenshot you attach.

• Photo library: the app asks for read access so you can choose site photos to send to the office. It only uploads the photos you select, and it never writes to your photo library.
• Camera: used only when you choose to photograph a docket or site work to send to the office.
• Microphone and speech recognition: used only when you tap voice input. Your phone's built-in recogniser (Apple or Google) turns your speech into text, and may process the audio on that provider's servers to do so. Vector receives only the text; no audio is stored.
• Notifications: if you allow them, the app registers your device for push notifications about your jobs. You can turn them off in the app or in your phone's settings.
• The app does not access your location, contacts or advertising identifier.
• The app does not show advertising and does not track you across other companies' apps or websites.
• Photos and records you send are stored against the project you chose and are visible to your company's office users.

We do not sell personal information, and we do not use it for advertising.

• To provide the Service: sign you in, store your company's records, and show the right information to the right people according to their role.
• To connect with Xero when your company asks us to, and keep records reconciled.
• To process documents you upload with AI so their contents can be turned into structured data (see the next section).
• To send service emails, such as invitations, password resets and approval notifications.
• To provide support, investigate problems, prevent misuse and keep the Service secure.
• To understand how the Service is used so we can improve it.

Some features read uploaded documents (for example tenders, rate sheets and supplier catalogues) and Xero records with an AI model, to extract line items, rates and classifications. We send the relevant content to Anthropic, PBC, which provides the model. Anthropic processes it to return a result and does not use data sent through its commercial API to train its models.

AI output is a suggestion. Office users review it before it affects budgets, purchase orders or claims.

We share information only with service providers that help us run the Service, under contracts that require them to protect it:

• Supabase: database, sign-in and file storage, hosted in Sydney, Australia.
• Vercel: hosting for the web app and this website.
• DigitalOcean: background processing for imports and AI jobs.
• Anthropic: AI processing of uploaded documents and records, as described above.
• Resend: delivery of service emails.
• Xero: only when your company connects its Xero organisation; Xero's own privacy policy applies to data held in Xero.
• Expo: delivery of mobile app builds, updates and push notifications.
• Userback: the in-app feedback tool, which receives the feedback and screenshots you choose to send.
• Google (Tag Manager and Analytics): website usage measurement, where enabled.

Your company's core records are stored in Australia. Some of the providers above, including Vercel, Anthropic, Resend, Expo, Userback and Google, may process information in the United States or other countries. We take reasonable steps to make sure they handle it consistently with the Australian Privacy Principles.

• Within your company: office users can see the records captured by their site team, according to their role.
• Where the law requires it, or to protect the rights, safety or property of anyone.
• To a buyer or successor if our business is sold or restructured, subject to this policy.

Data is encrypted in transit and at rest. Every company's data is kept separate from every other company's, and access within a company is limited by role: site users never see contract values or rates. No system is perfectly secure, but we work to protect information from misuse, loss and unauthorised access.

We keep information for as long as the Customer's account is active and as needed to provide the Service. Financial records are part of an audit trail and may need to be kept for the periods required by Australian tax and corporations law. When a Customer closes their account, we delete or de-identify their data within a reasonable period, unless the law requires us to keep it.

You can delete your account at any time in the Vector Field app: Profile → Delete account. This deletes your sign-in, removes your name, email address, phone number and photo, and ends your access to your company's workspace. Records you captured for your company (hours, photos, dockets and the like) are business records the company keeps; after deletion they are attributed to "Deleted user".

You can also ask to access or correct the personal information we hold about you, or ask us to delete your account, by emailing support@vector360.com.au. Because your company controls its workspace records, we may need to work with it. We will respond within a reasonable time, normally 30 days.

The Service is built for businesses and is not intended for anyone under 16.

If you have a concern about how we have handled your personal information, contact us at support@vector360.com.au and we will investigate. If you are not satisfied with our response, you can complain to the Office of the Australian Information Commissioner at oaic.gov.au.

We may update this policy as the Service changes. We will post the new version here with a new effective date, and tell Customers about significant changes.

Vector AI Technologies Pty Ltd. Email: support@vector360.com.au.