Privacy Policy

1. Information We Collect

Account Information

When you sign in with Google, we collect:

• Your email address
• Your name
• Your Google profile picture URL
• Your unique Google ID

Audio Content

When you use our transcription service, we collect:

• Audio files you upload for transcription
• Transcripts generated from your audio
• File metadata (duration, format, size)

Usage Information

We collect information about how you use our service:

• Transcription job details (status, timestamps, credits used)
• Payment transaction history
• Terms acceptance records (timestamp, IP address for legal compliance)

Technical Information

Our servers automatically collect:

• IP address
• Browser type and version
• Device information
• Access timestamps

2. How We Use Your Information

We use your information to:

• Provide and maintain the transcription service
• Process your audio files and generate transcripts
• Manage your account and credit balance
• Process payments and prevent fraud
• Communicate with you about your account and the service
• Comply with legal obligations (including tax and record-keeping laws)
• Improve our service and develop new features
• Protect against misuse and enforce our Terms

3. How We Store and Protect Your Data

Data Storage: Your data is stored on secure servers located in Australia. Audio files are temporarily stored during processing and automatically deleted after transcription is complete (typically within 24 hours).

Security Measures: We implement appropriate technical and organisational measures to protect your data, including:

• Encryption in transit (HTTPS/TLS)
• Secure authentication via Google OAuth
• Access controls and authentication
• Regular security reviews

Data Retention:

• Audio files: Deleted after transcription (typically within 24 hours)
• Transcripts: Retained until you delete your account
• Account information: Retained until account deletion
• Payment records: Retained for 7 years (as required by Australian tax law)
• Terms acceptance logs: Retained for legal compliance purposes

4. Third-Party Services

We use the following third-party services to operate our platform:

Payment Processing (Square)

We use Square for payment processing. Your payment information is handled directly by Square and is not stored on our servers. Please review Square's Privacy Policy.

Authentication (Google)

We use Google Sign-In for authentication. Google handles your login credentials. Please review Google's Privacy Policy.

AI Processing (Modal Labs)

We use Modal Labs to process audio files for transcription. Audio files are transmitted securely to their servers for processing. Please review Modal's Privacy Policy.

5. Your Rights Under Australian Privacy Law

Under the Privacy Act 1988 (Cth) and the Australian Privacy Principles, you have the right to:

• Access the personal information we hold about you
• Request correction of inaccurate information
• Request deletion of your personal information (subject to legal retention requirements)
• Make a complaint about our handling of your personal information

To exercise these rights, contact us at: support@vicbusiness.com

6. Data Breach Notification

In the unlikely event of a data breach that is likely to result in serious harm, we will notify affected users and the Office of the Australian Information Commissioner (OAIC) as required by the Notifiable Data Breaches scheme under the Privacy Act.

7. International Data Transfers

While our primary servers are in Australia, some of our third-party providers may process data overseas (primarily in the United States). By using our service, you consent to this transfer. We ensure appropriate safeguards are in place through our contracts with these providers.

8. Cookies

We use essential cookies to:

• Maintain your session when logged in
• Ensure security of the service

We do not use tracking or advertising cookies.

9. Children's Privacy

Our service is not directed to children under 18. We do not knowingly collect personal information from children under 18. If you are a parent or guardian and believe your child has provided us with personal information, please contact us.

10. Changes to This Policy

We may update this Privacy Policy from time to time. We will notify you of any significant changes via email or through the Site. The updated policy will be posted on this page with a revised "Last Updated" date.

11. Contact Us

For privacy-related questions or to exercise your rights:

• Email: support@vicbusiness.com
• Business: VIC Business Solutions Pty Ltd

If you are not satisfied with our response, you may contact the Office of the Australian Information Commissioner (OAIC) at www.oaic.gov.au.