Legal
Privacy Policy
Version 2026-10.2 · in force since 30 Sept 2026 · f0d6b6962528
The short version
- We collect what we need to run your account, your SWMS and your crew's sign-ons.
- Workers' details go only to the business they sign for and our service providers.
- Some providers are overseas; the table below says who and where.
- We don't store voice recordings, and we don't sell personal information.
- Analytics and ad cookies load only if you allow them.
A summary only. The full text below is what applies.
1. Who we are
OneClickSWMS is operated by Varun Prasad Gopisetti, a sole trader (ABN 53 930 169 401), NSW, Australia. Contact: support@oneclickswms.com.au.
We believe OneClickSWMS is currently a small business that is exempt from the Privacy Act 1988. Whether or not we're legally bound, we follow the Australian Privacy Principles and this policy explains how.
2. What we collect
| Who | What | How |
|---|---|---|
| Business users | Name, email, business name, sign-in details (Google sign-in if used), billing details (Stripe holds card numbers — we don't), what you type or say to draft a SWMS, your SWMS and projects, support messages | From you |
| Workers | Name, company (optional), phone or email (optional), your electronic signature, which SWMS version you signed and when, IP address and device details | From you, at the sign step. If a business emails you an invite, we get your email from that business. |
| Voice (if you use the mic) | The text of what you said. We don't store the audio. | From you; your recording goes to our AI providers (Google, xAI) to be turned into text |
| Anyone who contacts us | Name and email (if given), and the messages you send through the support chat or by email | From you |
| Everyone | Pages visited, device and browser, IP address, error reports; analytics and ad cookies only if you allow them | Automatically |
We don't collect licence photos, dates of birth or health information in the sign-off flow. Please don't include personal details in job descriptions.
3. Why we use it
- To provide the Service: create SWMS, send sign-off links, record sign-offs for the business that asked, run your account and billing.
- To keep the Service secure and fix problems.
- To answer support requests.
- To send account and billing emails, and product news only if you agree.
- If you allow analytics: to understand which pages help people and to measure our ads.
We don't sell personal information and we don't use your content or workers' details to train AI models. We don't use personal information to make automated decisions that significantly affect individuals.
4. Who we share it with
- The business that asked you to sign (for workers): your name, company, contact and signature for that SWMS. You agree to this when you sign.
- Our service providers, only to run the Service:
| Provider | What for | Where |
|---|---|---|
| Supabase | Database, sign-in, file storage | Sydney, Australia |
| Vercel | Hosting the website and app | Functions in Sydney, Australia; edge network global |
| Google (sign-in, if you choose it) | Signing you in | United States |
| Vercel (AI Gateway) | Passing our AI requests to the providers below, with zero data retention | Processed outside Australia (United States) |
| Google (Vertex AI) | Drafting SWMS with AI; turning voice into text | Processed outside Australia (United States and other Google locations) |
| Anthropic | Drafting SWMS with AI | Processed outside Australia (United States) |
| xAI | Turning voice into text | Processed outside Australia (United States) |
| Resend | Sending emails (sign-in codes, invites, receipts, notices) | Email data stored in the United States |
| Stripe | Payments and receipts | Australia and United States |
| Hostinger | Our support mailbox (support@oneclickswms.com.au) | Outside Australia |
| Google Analytics and Google Ads (only if you allow) | Site analytics and ad measurement | United States |
| Microsoft Advertising (UET) (only if you allow) | Ad measurement | United States |
Overseas disclosure. Some of these providers store or process personal information outside Australia, in the places shown in the table. We choose providers with data processing terms.
AI requests. Our AI requests go through Vercel AI Gateway, with zero data retention turned on for every call. For drafting we use Google (Vertex AI) and Anthropic. For voice we use Google (Vertex AI) and xAI. Vercel, Google, Anthropic and xAI are based in the United States and process this information outside Australia. Under zero data retention these providers don't keep our requests or responses, and they don't use them to train their models.
- Others where the law requires, e.g. a regulator or court order.
5. Voice input
If you tap the mic, your recording is sent through Vercel AI Gateway to Google (Vertex AI) or xAI to be turned into text, with zero data retention. We don't store audio, and only the text is kept with your draft. Record only yourself, not other people's conversations. We don't use voice recordings to identify anyone.
6. How long we keep it
| Information | How long |
|---|---|
| SWMS, versions, PDFs, sign-off records | While the business account exists and until the business asks us to delete them; 90 days after an account is closed |
| Worker email addresses given to us by a business for an invite | Deleted 90 days after the SWMS is archived, if the worker never signed |
| Voice audio | Not kept |
| Remembered worker details on your device | 12 months after last use, or until you clear them |
| Terms acceptance and notice records | Account life plus 6 years |
| Billing records | 5 years after the end of the financial year |
| Support messages | 24 months after the issue is resolved |
| Emails we sent | 24 months |
| Access and security logs | 24 months (error reports 90 days) |
| Analytics (if allowed) | 14 months in Google Analytics |
Businesses are responsible for keeping their own SWMS for as long as WHS laws require; downloading copies is recommended.
7. Security
We use access controls, encryption in transit, and private storage for signatures and documents, and we limit who can access data. Each worker link opens one SWMS only. No system is perfectly secure; if a data breach is likely to cause serious harm, we'll assess it within 30 days and tell the people affected and the business concerned.
8. Your choices and rights
- Access or correct: email support@oneclickswms.com.au. Businesses can download all their records in the app. We'll respond within 30 days.
- Delete: businesses can ask us to delete their account and records. Workers can ask us to delete or correct their details; because a sign-off is part of a business's safety records, we'll tell the business and may keep a minimal record where the law requires.
- Remembered details: tap "Not you? Clear my details" on the sign page.
- Emails: unsubscribe from product news with one click; opt out of worker invites with the link in the email.
- Analytics: change your choice any time with "Privacy choices" at the bottom of every page.
9. Cookies and analytics
We use only the cookies needed to run the site (like keeping you signed in) unless you choose "Allow analytics". If you do, we load Google Analytics, Google Ads and Microsoft Advertising (UET) on our public pages. They set cookies and send page visits and ad clicks to Google and Microsoft in the USA. We never load them on worker sign-off pages or inside the app. Cookies set by Google or Microsoft on their own domains can't be removed by us; you can manage them at Google Ad Settings and Microsoft privacy dashboard.
10. Age
Account holders must be 18 or older. Workers under 18 (for example apprentices) can sign a SWMS their employer gives them. If you're under 18 and unsure, ask your employer or a parent or guardian before you agree.
11. Complaints
Email support@oneclickswms.com.au. We'll acknowledge within 2 business days and respond within 30 days. If you're not satisfied, you can contact the Office of the Australian Information Commissioner (www.oaic.gov.au), which can tell you whether it can help.
12. Changes
We'll update this policy when our practices change and show the date at the top. For significant changes we'll email account holders.
OneClickSWMS is operated by Varun Prasad Gopisetti, a sole trader (ABN 53 930 169 401), NSW, Australia. Contact: support@oneclickswms.com.au.