Privacy Policy

1. Who we are

Vividex operates JetFit, a workforce management platform. We are based in New South Wales, Australia. This Privacy Policy explains how we collect, use, store, and protect your personal information when you use JetFit.

Contact: admin@vividex.au

2. Data we collect

We collect the following categories of personal information:

• Account data: your name, email address, username, and password (stored as a secure hash — we never store your password in plain text).
• Profile data: job title, start date, profile photo, work hours preferences, Australian state, and any other information you choose to add to your profile.
• Usage data: time logs, expense records, tasks, leave requests, invoices, payroll records, and chat messages and attachments you create within the platform.
• Payment data: subscription billing is handled by Stripe. We do not store raw card numbers or full payment details. We store only your Stripe customer ID and subscription status.
• Technical data: IP address, browser type, and device information, collected automatically for security and service operation purposes.
• AI assistant interactions: messages you send to the built-in AI assistant and the responses generated. These messages are transmitted to Anthropic (our AI provider) to generate a response. Do not send sensitive personal information through the AI assistant that you would not want processed by a third-party AI service.

3. How we use your data

We use your personal information to:

• provide, operate, and maintain the JetFit service;
• send transactional emails such as account verification, password reset, and platform notifications via Resend;
• process subscription payments and manage your billing via Stripe;
• provide customer support and respond to enquiries;
• detect and prevent fraud, abuse, or security incidents; and
• comply with applicable legal obligations.

We do not sell your personal information. We do not use your data for advertising or share it with third parties for their marketing purposes.

4. Third-party processors

We use the following third-party services to operate the platform. Each is bound by a data processing agreement and appropriate security standards.

5. Data retention

• Personal data is retained for as long as your account is active.
• On account deletion, your data is removed from our systems within 30 days.
• Billing and financial records are retained for 7 years as required under Australian taxation law.
• We may retain anonymised, aggregated data that cannot identify you indefinitely.

6. Your rights

You have the right to:

• Access the personal data we hold about you;
• Correct inaccurate or incomplete data;
• Delete your personal data (subject to legal retention obligations);
• Object to certain processing of your data; and
• Portability — receive your data in a structured, machine-readable format.

To exercise any of these rights, contact us at admin@vividex.au. We will respond within 30 days.

7. Security

• All data is encrypted in transit using TLS and encrypted at rest.
• Access to production systems is restricted to authorised personnel and is logged.
• To report a security vulnerability, contact admin@vividex.au.

No system is completely secure. While we take reasonable steps to protect your data, we cannot guarantee absolute security.

8. Cookies

We use session cookies only, which are required for authentication and to keep you logged in. We do not use tracking cookies, advertising cookies, or third-party analytics cookies that monitor your behaviour across other websites.

9. Changes to this policy

We may update this Privacy Policy from time to time. We will notify you by email of any material changes before they take effect. The current version is always available at /privacy.