We collect what you tell us, and use it to answer you.
Nothing is sold and nothing is used to advertise at you. This page says what we hold, why, where it is kept and how to have it removed.
Last updated 2 November 2026.
Who are we?
DigiStaff is a small Australian business based in Melbourne, Victoria. We set up digital staff on hardware our clients own, and look after it for them.
This policy covers this website, the Vantage apps and your Vantage account, enquiries sent to us and our own client records. Questions about it go to [email protected].
What do we collect on this website?
This website has no sign-up and no account. You can read every page without telling us anything.
If you use the contact form, we receive what you type into it:
- your name
- your email address
- your phone number, if you give one
- your business name, if you give one
- your message
We also note the time you sent it and that it came from the contact form. If you email us instead, we receive your email and whatever it contains.
An AI system reads each enquiry and summarises it for us, so we can reply quickly. A person reads the summary and replies. To do this, your message is sent to our AI provider, Anthropic, in the United States. Anthropic keeps it for up to 30 days for safety and security, and does not use it to train its AI models. Please do not send bank details, passwords or health information.
What does your browser send?
Like any website, the systems that serve these pages see your IP address and the basic details every browser sends, such as the page asked for and the type of browser.
We use your IP address to stop abuse, for example to limit how many messages one address can send in a few minutes. That count is held in memory and forgotten within minutes. Your IP address is not saved with your enquiry.
The site sets no advertising or tracking cookies, runs no analytics and does not follow you to other websites.
What if you become a client?
We keep the business details needed to quote and invoice the work: your business name and ABN, the address the hardware goes to, the people we deal with and their contact details, what we agreed, and what was invoiced and paid.
Why do we collect it?
To answer you, to quote the work honestly, and to do the job if you hire us. That is the whole list.
Your details are never sold, never rented and never added to a marketing list. Contacting us gets you a reply from a person.
Does software decide anything about you?
No. No enquiry is scored, ranked or turned away by software, and no price is set by it. A person reads every enquiry, and checks every quote before it reaches you.
What if you message us on WhatsApp?
Our WhatsApp enquiry line is answered by a digital staff member, the same kind of thing we set up for clients. It tells you it is software.
It answers questions about DigiStaff, takes your details and passes them to a person on our team, who replies. It cannot quote a price, agree to anything or decide anything about you.
We receive your message, the phone number you sent it from and the name your messaging app shows. The conversation is kept with your enquiry so the reply has its history.
To understand your message, it is sent to Anthropic, an AI provider in the United States, which keeps it for up to 30 days for safety and security and does not use it to train its AI models. Please do not send bank details, passwords or health information.
Your Vantage account, and signing in with Google
To use Vantage on your desktop, you sign in with a DigiStaff account. You can make one with your email and a password, sign in with a 6-digit code we email you, or sign in with Google.
Your account holds your email address, your name if you give it, and a scrambled copy of your password. We never see the password itself. Accounts are kept by Supabase, our sign-in provider, on servers in Sydney.
Sign-in codes and password reset emails come from [email protected], sent through Apple’s iCloud mail service.
If you choose to sign in with Google, Google asks your permission and then shares your name, your email address and your profile picture with us. We use them only to sign you in to Vantage and to show who is signed in. At sign-in we do not ask Google for your contacts, calendar, files or anything else. We never use what Google shares for advertising, and we never sell it or give it to anyone else.
You can remove Vantage’s access at any time in your Google account, under third-party connections. Your Vantage account stays until you ask us to delete it.
Your account does not hold your business’s records. Those stay on your own box, as set out below.
Where is it kept?
On our own hardware in Melbourne, not on rented cloud servers. This website, enquiries and client records all run there. The one exception is Vantage sign-in accounts, which Supabase keeps for us in Sydney.
Backups are taken every night and kept encrypted on our own hardware. Only the people at DigiStaff who reply to enquiries or do client work can see your details.
How long do we keep it?
- Enquiries: while we are talking, and after that until you ask us to delete them.
- Your Vantage account: until you ask us to delete it. We delete it, and any Google sign-in link, within 30 days of your request.
- Client records: for as long as we work together, then seven years for the records tax law requires.
- WhatsApp conversations: kept with the enquiry they belong to, and deleted with it.
- Copies our digital staff keep while working (their conversation logs and our notes about your enquiry): on our own hardware, and deleted with your enquiry.
- Our AI provider’s copy: up to 30 days, then deleted by them.
How do you see, correct or delete it?
Email [email protected] and ask. We will tell you what we hold about you, correct it or delete it, and confirm when it is done. We normally reply within a few days, and always within 30. No form and no fee.
If something goes wrong at our end and your information is exposed in a way likely to cause you serious harm, we will tell you and the Office of the Australian Information Commissioner.
What about our clients’ data?
The businesses we work for keep their records on their own box, in their own building. Their customers, messages, quotes and money live there, not with us.
DigiStaff cannot see a client’s customers, messages or money. Every minute the box tells us only that it is running, its licence status, its app version and which devices are paired. If a repair needs the hardware, we agree it with the client first, keep to the job and log it.
If you are a customer of one of our clients and want to know what they hold about you, ask that business. It decides what is kept and for how long. More on how client data stays on the box.
What happens when a business connects a tool to Vantage?
Vantage can connect to tools a business already uses, such as Gmail, Outlook, WhatsApp, Instagram, Messenger, Square, Stripe, GoCardless and PayPal. The business chooses which. Each one is connected by signing in on that service’s own page and agreeing to what Vantage may do.
After the sign-in, the service gives the business’s box a key to that account. The key passes through DigiStaff’s connection server on its way to the box, and the server keeps no copy.
With that key, the box can:
- bring in emails, messages and comments, so they show in Vantage’s Inbox
- send the replies the business writes or approves
- read sales, payments, invoices and bookings, so they show in Vantage
- make a payment link, invoice or refund, only when the business confirms it
Some services can send new messages to only one address (for example Instagram, Messenger and payment updates). Those arrive at DigiStaff’s connection server, which passes each one to the right box and deletes it once the box has it. WhatsApp and Microsoft send straight to the box.
DigiStaff cannot read a business’s emails, messages, customers or money. The keys, and everything they bring in, stay on the business’s box.
When the business asks Vantage to sum up a conversation or draft a reply, only that conversation is sent to our AI provider, Anthropic, in the United States. Anthropic keeps it for up to 30 days for safety and security and does not use it to train its AI models.
A business can remove any tool in Vantage, under Settings, Connected tools, and its box deletes that key. It can also remove Vantage’s access at the service itself: see how to delete your data.
Information from Google tools you connect
When a business connects Gmail, Google Calendar, Google Contacts or its Google Business Profile, Vantage uses only what the feature the business turned on needs:
- Gmail: to show emails in Vantage’s Inbox and send the replies the business writes or approves
- Google Calendar: to show bookings and add the ones the business confirms
- Google Contacts: to show who a message is from
- Google Business Profile: to show the business’s listing and reviews, and post the replies it writes
This information is used only to give the business those features in Vantage. It is never sold, never used for advertising and never used to train AI models. People at DigiStaff do not read it, unless the business asks us to for support, it is needed for security, or the law requires it.
DigiStaff’s use and transfer to any other app of information received from Google APIs will adhere to the Google API Services User Data Policy, including the Limited Use requirements.
Vantage Pocket (iPhone and Android)
Vantage Pocket connects your phone to your business’s DigiStaff box. What you type (messages to your agents, your answers, your notes) goes to that box, over an encrypted connection on your own private network. It does not go to DigiStaff, and we do not see it.
To join the box, your phone sends its name, model and a public key. The matching private key stays in your phone’s security chip. Your box owner can see which phones are joined and remove any of them; you can take your phone off the box in Settings.
The demo (“Look around first”) runs entirely on your phone. Nothing from it is sent anywhere.
Vantage Pocket has no advertising and no tracking, and it does not collect your location or contacts.
How do you complain?
Tell us first at [email protected] and we will try to put it right. If you are not happy with our answer, you can complain to the Office of the Australian Information Commissioner at oaic.gov.au.
If what we do with your information changes, this page changes first.