VeraLp

Privacy policy

This Privacy Policy explains how VeraLoop handles personal information when people visit our website, register for a trial or use our workplace safety software.

Last updated: 17 September 2026

1. Who we are and when this policy applies

VeraLoop is an Australian-operated software service. This policy applies when VeraLoop controls the handling of personal information, including website, account, trial, support and billing information.

For worker, witness, incident and other information entered by a customer, that customer generally decides why and how the information is used. VeraLoop processes it to provide the service on the customer's instructions. Workers should first direct workplace-record questions to their employer or the organisation that invited them to use VeraLoop.

2. Information we collect

  • Account and contact data: name, work email, role, login and support details.
  • Organisation data: company name, industry, country, sites, workforce size and subscription settings.
  • Service content: safety-survey participation data, toolbox-talk content, acknowledgements, incident and investigation records, corrective actions, uploaded material and related audit information.
  • Billing data: plan, billing currency, transaction status and tax-related details. Payment providers, rather than VeraLoop, handle full payment-card details.
  • Technical and usage data: IP address, device and browser information, timestamps, security logs, referral information and interactions with the service.

VeraLoop is designed to keep anonymous survey responses separate from named employee and investigation records. Customers must not use free-text fields to identify survey respondents or submit personal information that is unnecessary for a safety purpose.

3. How and why we use information

Depending on the context and applicable law, we process personal information to perform a contract, follow customer instructions, pursue legitimate interests in operating and securing the service, comply with legal obligations, or act with consent where consent is required. We use information to:

  • Create accounts and provide, administer and support VeraLoop.
  • Send service, survey, acknowledgement and security communications.
  • Generate requested safety drafts and investigation suggestions.
  • Process subscriptions, prevent fraud and maintain business records.
  • Secure, troubleshoot and improve the service using aggregated or de-identified information where practical.
  • Comply with law, enforce our Terms and respond to lawful requests.

VeraLoop does not sell personal information or use customer safety records for targeted advertising.

4. Service providers and disclosures

We disclose information only as reasonably necessary to operate VeraLoop, follow customer instructions, complete a business transaction, protect rights and safety, or comply with law. Provider categories may include:

  • Cloud hosting, database, storage and security providers.
  • Email and SMS communications providers.
  • Artificial-intelligence providers used to generate requested content.
  • Payment, subscription, accounting and customer-support providers.
  • Professional advisers and authorities where legally required.

AI providers may receive the topic, incident description, causal factors, procedure extract or other content needed to generate a requested result. Customers should avoid including unnecessary personal or sensitive information in generation requests.

5. International processing

VeraLoop operates from Australia and uses providers that may process or store information in Australia, the United States and other countries where they operate. This means information may be transferred outside the country where it was collected and may be subject to different privacy laws.

Where required, VeraLoop uses contractual and organisational safeguards intended to protect information during international processing. Customers remain responsible for assessing and documenting any transfer rules that apply to personal information they control, including worker and incident records.

6. Retention and security

We retain information for as long as needed to provide the service, meet customer instructions and legal, tax, security and dispute-resolution requirements. Retention periods vary by data type and account status. Customers may also have legal duties to retain workplace safety and incident records.

We use reasonable technical and organisational safeguards designed to protect information from unauthorised access, loss, misuse or alteration. No online service can guarantee absolute security. Account holders are responsible for protecting their credentials and promptly reporting suspected misuse.

7. Privacy choices and requests

Depending on where you live, you may have rights to access, correct, delete, restrict or object to processing, receive a portable copy, withdraw consent, or complain to a privacy regulator. These rights may be limited by law and by the role VeraLoop or a customer has in handling the information.

For information controlled by your employer or another VeraLoop customer, contact that organisation first. VeraLoop will assist customers with verified requests where required. For website, account or other information controlled by VeraLoop, email support@veraloop.com.au. Include enough detail for us to identify the relevant information; we may need to verify your identity before responding.

You may unsubscribe from optional marketing messages using the link in the message. Essential account, safety and security communications cannot always be disabled while an account remains active.

8. Cookies and analytics

VeraLoop uses essential cookies and similar technologies for authentication, security and core functionality. If optional analytics or similar technologies are used, VeraLoop will provide choices where required by applicable law. Browser controls may also limit cookies, although disabling essential cookies can prevent the service from working.

9. Children

VeraLoop is a business service and is not directed to children. Account holders must be at least 18. Customers are responsible for ensuring that any information about younger workers is handled lawfully and is necessary for workplace safety purposes.

10. Complaints and regulator contact

Send privacy questions or complaints to support@veraloop.com.au. We will investigate and respond within the period required by applicable law. If you are not satisfied, you may contact the privacy or data-protection regulator in your country. In Australia, this is the Office of the Australian Information Commissioner.

11. Changes to this policy

We may update this policy to reflect service, provider or legal changes. We will publish the updated date and provide additional notice where required. Material changes apply prospectively unless law permits otherwise.