VanticLab Pty Ltd (“VanticLab”, “we”, “us”) operates the VanticLab website and the Vantic IQ application.

This Privacy Policy explains how we collect, use, store, and protect personal information in accordance with the Privacy Act 1988 (Cth) and the Australian Privacy Principles (APPs).

Vantic IQ is built on a metadata-native architecture. It observes workflow signals such as application usage, timestamps, duration, and tool transitions. It does not capture screenshots, perform OCR, or access the content of emails, documents, or messages.

1. Definitions

Personal Information

Has the meaning given in the Privacy Act 1988 (Cth). It includes information or an opinion about an identified individual or an individual who is reasonably identifiable.

Workflow Metadata

System-generated information about application usage, timestamps, duration, window titles, and transitions between tools. Workflow Metadata does not include document contents, email bodies, message text, spreadsheet data, file contents, or screenshots.

2. Information We Collect

2.1 Website Information

When you visit our website, we may collect:

• Browser and device information

• IP address (anonymised where possible)

• Pages visited and time spent

• Referral sources

• Cookie preferences

If you contact us or create an account, we may collect:

• Name

• Email address

• Account credentials

• Communication history

2.2 Vantic IQ Workflow Metadata

When enabled, Vantic IQ collects Workflow Metadata, including.

• Application name

• Window title

• Timestamp of activity

• Duration of application focus

• Transitions between tools

Window titles are treated as metadata and are not parsed for semantic document or message content. We do not access or analyse the body of emails, documents, spreadsheets, or messages.

Users may exclude specific applications from observation at any time.

Vantic IQ does not collect:

• Screenshots or screen images

• OCR or extracted document text

• Email bodies or message content

• Document contents

• Audio or video recordings

• Clipboard contents

• Passwords or authentication credentials

We do not read files or monitor communications.

2.3 Voluntary Uploads

Users may voluntarily upload documents or text into Vantic IQ for analysis.

Uploaded content is processed only for the purpose requested, encrypted, and never used to train AI models.

3. How We Use Information

3.1 Website Data

Website information is used to:

• Operate and improve our services

• Respond to inquiries

• Manage accounts and authentication

3.2 Vantic IQ Metadata

Workflow Metadata is used to:

• Detect workflow patterns

• Identify friction and context switching

• Generate summaries

• Provide optimisation recommendations

• Respond to user queries

All intelligence generated by Vantic IQ is derived from Workflow Metadata and voluntary user input.

4. AI Processing and Subprocessors

To provide analysis and conversational responses, Vantic IQ may transmit structured Workflow Metadata and user-authored prompts to third-party AI providers.

Our primary AI infrastructure provider is OpenAI.

Additional providers may include Anthropic, Google AI Studio, Mistral AI, Cohere, Groq, or xAI where required for performance or model capability.

A current list of AI subprocessors is available on request.

We do not transmit screenshots, document contents, or unrelated business databases.

Customer data is not used to train AI models.

5. Data Storage and Security

5.1 Data Location

Primary Vantic IQ operational data is stored in Australia, in the Sydney region.

5.2 Security Measures

We implement.

• AES-256 encryption at rest

• TLS encryption in transit

• Role-based access controls

• Secure authentication

• Environment separation

Access to customer data is restricted to authorised personnel.

6. Data Retention

Website account data is retained while your account remains active.

Vantic IQ Workflow Metadata is retained on a rolling basis for up to 24 months unless:

• You delete specific data

• You delete your account

• A longer retention period is required by law

Users may:

• Pause metadata collection

• Exclude specific applications

• Delete data by timeframe

• Delete all stored data

• Export their data

• Request full account deletion

7. International Processing

Core Workflow Metadata is stored in Australia.

AI processing may occur in the United States, European Union, or Australia depending on system configuration.

Where personal information is disclosed overseas, we take reasonable steps to ensure recipients handle information consistently with the Australian Privacy Principles, including through contractual data processing agreements and confidentiality obligations.

8. Access, Correction, and Complaints

You may request access to, or correction of, your personal information by contacting us using the details below.

If you believe we have breached the Australian Privacy Principles, you may submit a complaint to us in writing. We will acknowledge receipt and respond within a reasonable timeframe.

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

9. Data Breach Notification

If an eligible data breach occurs, we will notify affected individuals and the OAIC where required under Australian law.

10. Changes to This Policy

We may update this policy as our services evolve. Material changes will be communicated via email or in-application notice.

11. Contact
VanticLab Pty Ltd
Email: team@vanticlab.com