Privacy

Last updated 4 November 2026

This policy explains how Wenvar Pty Ltd (ACN 701 739 700, "Wenvar", "we") handles personal information about visitors to this website, people who capture photos with the Wenvar app or web camera, and teams using the Wenvar register. Questions are welcome at legal@wenvar.com.au.

How we treat the Privacy Act

We handle personal information in line with the Australian Privacy Principles in the Privacy Act 1988 (Cth), and we follow the Notifiable Data Breaches scheme, as set out on our security page. We do this as an undertaking to our customers, whose own obligations we support.

What we collect

Website enquiries. If you send the request-access form: your name, work email, company and message, and optionally your team size. If the link that brought you here carried a campaign tag (its source, medium and campaign name, for example from a LinkedIn post), that is sent too.

Your account. Your email address, first and last name, site role (engineer, supervisor, quality, safety, enviro or worker) and, if you use two-step sign-in, your authenticator setup. We do not collect a phone number.

Your projects. Which projects you belong to, and whether you hold a register seat or camera-only access.

Photos and records. Each photo and the smaller copies we make of it; when and where it was taken and how that was established; its street address; the device model; who filed it; its caption, category, keywords and tags; and who removed or restored it. Site photos often show people, vehicles and precise locations, so we treat the whole register as personal information.

On your phone or in your browser. The Wenvar app and web camera keep photos waiting to upload, your sign-in, your settings, and thumbnails of your recent photos (up to 20 per project, kept for 7 days and cleared when you sign out). Saving copies to your own photo library is off by default; if you turn it on, those copies are yours and outside Wenvar.

Messages. In the register, people with a register seat on a project can message one another about it, and share a set of its records as a PDF report, photo ZIP or spreadsheet. We keep each conversation (who is in it), each message with its time and sender, and, for a shared set, the file's format, its settings and which records it holds. There is no email or notification about messages outside the register.

Reports and the terms. If you report a photo or a person from the Android app: the project, what you are reporting and why, what you write (which can be about other people, or what a photo shows), your name and email address, and the app's version. When you agree to the terms in the Android app: which version you agreed to and when we recorded it.

Cookies and logs. The register uses sign-in cookies only. This website sets no analytics or advertising cookies and runs no analytics tool; campaign tags are kept in your browser for the visit. Our hosting providers keep standard server logs, including IP addresses.

How we use it

• To run the register: filing, showing and searching each project's records for the people on it, and producing the reports and exports they ask for.
• To carry messages between the people in a conversation, in the register. Only the people in a conversation can open it in the register, and only while they hold a register seat on the project; a project admin who is not in it cannot. There are two exceptions. When a customer's use of Wenvar ends, it can ask us in writing for a copy of every conversation on its projects, including ones its admins were not in; Wenvar makes it by hand. And we release messages when the law requires it. See How long we keep it.
• To show who took each photo. Your name and site role are visible to people who share a project with you and on the records you file. Project owners can see members' email addresses.
• Where AI captions are switched on and allowed, to suggest captions and keywords, and to word shift reports from those captions (see AI captions); and to add a street address and a small map to each photo's stamp.
• To send account email: invitations, password resets and deletion confirmations; and to tell Wenvar support that a report has arrived (that email names the project only).
• To deal with a report of a photo or a person: Wenvar support reads it in Wenvar's own systems, replies to you by email, and may hide or delete a photo, remove someone from a project or suspend an account. Reports are read by Wenvar support only; we tell a project's admins only what they need to act on one.
• To keep the service secure and working.
• To reply to enquiries sent through this website, and to see from campaign tags which of our posts and links bring enquiries. We do not use an enquiry to send you marketing.

Wenvar staff can access accounts and records when needed to run, support or secure the service, and administrative changes we make are logged. We do not sell personal information or use it for advertising.

AI captions

AI captions are off unless your company switches them on for a project and you allow them. The Wenvar app and the web camera ask you once in each project where your company has switched them on; in the register you can turn them on from your account menu or when you import photos. No photo of yours is sent for captions before you allow them, or if you choose not to. If you allow them, Wenvar sends a smaller copy of each photo you take or import from then on, together with the project's name, to our AI provider, Anthropic, to suggest a caption, a category and search keywords. Photos from before your choice are not sent.

While you allow AI captions, when someone on your project makes a shift report, the captions of your photos taken or imported since you allowed them are sent to Anthropic again as text only: each caption's own words as written, grouped by location without saying where, without the photos, and without Wenvar adding anyone's name or the photos' times and places, so the AI can word what happened at each location. If you turn AI captions off, they are not sent, and your photos are listed in shift reports without a description.

You can change your choice at any time: in the iPhone app, the Android app or the web camera under More, then "AI captions"; or in the register's account menu. Turning AI captions off stops sending your photos for captions, including any still waiting to upload, but cannot recall copies Anthropic has already received. Without AI captions your photos are filed in exactly the same way, and captions can still be written by hand. We keep a record of your choice for each project (whether you allowed AI captions, when, and which version of this notice you saw) while your account exists.

The copy can contain personal or confidential information visible in the photo, including people, vehicle registrations and documents, and the time, address and coordinates printed on the photo's stamp. Suggested captions can be wrong, and should be checked before they are relied on.

Separately, in a project where AI captions are switched on, someone importing a photo with no recorded time can ask Wenvar to read the date, time and address printed on it. That second request to Anthropic is made only when the person importing asks for it.

Anthropic stores what it receives in the United States and may process it in other countries. It does not use the content we send to train its models: its commercial terms do not allow it, and we have confirmed that training is switched off in our Anthropic account. Our provider details explain Anthropic's locations and how long it keeps information.

Where information is stored and processed

Each project's database and photo storage, and the nightly copies of original photos, are hosted in Sydney. Our service providers help us run Wenvar, and some of them process or store information overseas: Anthropic for AI captions, where they are switched on and allowed; Apple, for addresses and maps in the iPhone app; Google, whose location service on Android phones helps the Android app find its position; OpenStreetMap, for maps in the Android app, the web camera and the register, and for the Android app's and the web camera's addresses where our copy of Australia's address file has none nearby; Resend for email and Formspree for website enquiries, both in the United States; and the global networks that deliver this website and the register. Our provider details explain what each receives, why, where, and how long it keeps it.

How long we keep it

• Photos and records are kept while the customer's project is in Wenvar. We do not currently delete them on a schedule of our own. Anyone with a register seat can remove a photo from view, as can the person who filed it, from the camera, within 7 days of filing it. A project owner can permanently delete a photo, which destroys its image files. A short entry recording that the photo existed, and who removed it, stays with the project.
• Backups. Daily database backups are kept for 7 days. Separate copies of original photos are deleted within 30 days after the photo is permanently deleted.
• Messages are kept with the project and deleted with it. When you delete a message, its words and any card leave the conversation, and anyone with the conversation open sees that within a few seconds. A note that a message was deleted stays. Copies people already saved are not recalled. We erase the words unless we need to keep them for a legal claim or dispute, or the law requires it; if so, they stay hidden and are erased when that need ends. Database backups drop them within a further 7 days. A PDF report or photo ZIP downloaded from a message is given through a link that works for 60 seconds, and the file itself is deleted within about a day. A spreadsheet is built in your own browser, so we hold no file for it. We do not delete copies saved to a device.
• Reports and exports you generate are deleted within two days.
• When a customer's use of Wenvar ends, the register stays readable for 30 days so the customer can export it. We delete the project's photos, records and messages from our live systems by 90 days after the end, and the remaining backup copies within a further 30 days. The customer's export does not include messages. If the customer asks us in writing, we give it a copy of its projects' messages, every conversation on them, made by hand by Wenvar. Apart from that, we release a conversation only when the law requires it. We may keep records for longer where they are needed for a legal claim or dispute, or the law requires it, and delete them when that need ends.
• Reports of a photo or a person are kept until we close them, then deleted by our nightly clean-up about 12 months after closing; database backups drop them within a further 7 days. If a customer's use of Wenvar ends first, the project's reports are deleted with its records, once we have dealt with any still open. If we need a report for a legal claim or dispute, we keep it until that is resolved, even past these times. Emails between you and Wenvar support about a report are kept like enquiry emails (below). Your agreement to the terms is kept with your account.
• Your account details are kept while your account exists. See Deleting your account.
• Our administrative log (for example accounts created, memberships changed and deletion requests completed, including the email address involved): each entry is deleted 12 months after it is made, and our record of a deletion request 12 months after the request is completed or withdrawn. If we need a record for a legal claim or dispute, we keep it until that is resolved. Enquiry emails are currently kept with no fixed end date.
• Service logs kept by our providers are described in our provider details.

Deleting your account

You can ask for your account to be deleted in the Wenvar app (More, then "Delete my account"), in the register's account menu, or by emailing support@wenvar.com.au from the address you sign in with. We complete requests within 30 days and email you when it is done. You are removed from every project and can no longer sign in.

If you never filed a photo, created a project, changed a record, or sent or received a message, your account and profile are deleted. If you did any of these, we keep your name and site role on those records and in those conversations. They are part of the customer's project record. Your sign-in is permanently disabled, and its email address and password are replaced. Our log of your request keeps the email address you used, the date, any note you added and the projects you were on, for 12 months after your request is completed.

Photos you filed stay in the customer's register, and so do the messages you sent in its projects, under your name, as your photos do. If you only received messages, your name and site role stay on the conversations you were in, beside the messages sent to you, which stay with the project. A report of a photo or a person you made is a Wenvar support record, not part of the register, and is deleted on the times in How long we keep it. Until then, if we keep your name on the records you filed, the report still shows that name; if your account is deleted outright, the report is no longer linked to your name or email address. Either way, what you wrote stays in the report and can still identify you or other people. If you want a photo of you removed or corrected, contact us and we will work through it with the customer.

Access, correction and complaints

To see or correct information we hold about you, write to legal@wenvar.com.au. For records in a customer's register we may need to work through that customer.

If you think we have mishandled your personal information, write to legal@wenvar.com.au. We will look into it and respond in writing. We aim to respond within 30 calendar days. If we need longer, we will explain why and when to expect our response. If you are not satisfied with our response, or have not had one within 30 days, you can contact the Office of the Australian Information Commissioner, which can tell you whether it can consider your complaint.

If something goes wrong

Our commitment on data breaches, including when we will tell you, is on our security page.

Changes to this policy

When this policy changes we update the date at the top. If a change affects how the register handles your data, we tell customers directly rather than relying on you noticing.