Privacy Policy
Effective Date: 15 June 2026
Last Updated: 2026-07-30
1. About Us
Evidens ("we", "us", "our") is a mobile application that helps owners, agents, and tenants create, manage, and share property inspection reports. Evidens is operated by Evidens ("the Operator").
Contact:
Evidens (ABN 86 819 539 975)
Email: contact@evidens.com.au
Address: 6/71 Corbel St, Shelley WA 6148
Website: https://evidens.com.au
2. What Information We Collect
We collect the minimum information necessary to provide the service.
2.1 Information You Provide
| Data | Purpose | Required? |
|---|---|---|
| Mobile phone number | Account creation, identity verification via OTP | Yes |
| Full name | Displayed on inspection reports (e.g. "Owner: John Doe") instead of your phone number | Yes |
| Property address | Creating inspection reports | Yes, entered by you as content |
| Inspection photos | Generating inspection reports | Yes, uploaded by you |
| Voice audio (transient) | Transcribed to text via Groq to pre-fill description fields; audio is discarded immediately after transcription and never stored | No (optional) |
| Drawn signature | Signing inspection reports | No, only if you choose to sign |
2.2 Information Collected Automatically
| Data | Purpose |
|---|---|
| Device region (derived from phone prefix) | Setting default language and room templates |
| App usage data (pages visited, features used) | Improving the service |
| Error logs | Diagnosing technical issues |
2.3 What We Do NOT Collect
- Email address
- Date of birth
- Financial details (payments are processed directly by Apple or Google via their in-app purchase systems; we do not store card numbers or other payment details)
- Location data
- Contacts or address book
3. How We Use Your Information
We use your information only for the following purposes:
- Account management: creating and maintaining your account, verifying your identity via OTP
- Service delivery: generating inspection reports, storing and sharing your photos, voice memos, and reports
- Communications: sending you one-time passwords (OTP) via SMS for account verification and login
- Payments: processing credit purchases and subscriptions via Apple's App Store and Google's Play Store (all regions), with purchase validation and subscription management brokered by RevenueCat
- Service improvement: understanding how the app is used to fix bugs and improve features
- Legal compliance: meeting our obligations under applicable law
We do not sell your personal information to third parties. We do not use your information for advertising.
4. How We Share Your Information
4.1 With Other Users
- Your full name (not your phone number) is shown to other parties on inspection reports you're connected to, e.g. an owner sees "Tenant: [name]", a tenant sees "Owner: [name]". Your phone number itself is not shared with other users.
- Inspection reports you create are shared with the other party to the inspection as part of the service
4.2 With Service Providers
| Provider | Purpose | Data Shared | Privacy Policy |
|---|---|---|---|
| Supabase | Database, file storage, authentication | Phone number, photos, reports | supabase.com/privacy |
| Twilio | OTP SMS delivery | Phone number, one-time password content | twilio.com/legal/privacy |
| SiliconFlow | AI description enhancement | Photos, existing descriptions, room context | siliconflow.com/privacy |
| Groq | Voice-to-text transcription | Audio recording (processed and discarded; not stored) | groq.com/privacy |
| Sentry | Error reporting | Error logs, app state at time of error (no personal identifiers) | sentry.io/privacy |
| Expo | Push notifications | Push notification token | expo.dev/privacy |
| RevenueCat | Purchase validation, subscription management | Internal user ID, purchase/transaction metadata (product, price, transaction ID) — never payment card details | revenuecat.com/privacy |
| Vercel | Application hosting | App usage logs | vercel.com/legal/privacy-policy |
4.3 Legal Requirements
We may disclose your information if required by law, court order, or government authority in Australia.
4.4 Business Transfer
If Evidens is acquired or merged with another entity, your information may be transferred as part of that transaction. You will be notified before your information is transferred and becomes subject to a different privacy policy.
5. SMS Notifications
By creating an account, you consent to receiving SMS messages from Evidens for the following purpose:
- One-time passwords (OTP) for login and account verification
You cannot opt out of OTP messages as they are required for account security.
Standard message and data rates from your carrier may apply.
6. AI Processing of Your Content
When you use AI features in the App, your content is sent to third-party AI providers:
- Description enhancement: when you tap the enhance button on an item, your photo, existing description, and room name are sent to SiliconFlow's API (model: Qwen3-VL-32B-Instruct) to generate a clearer, more professional description
- Voice transcription: when you record a voice memo, the audio is sent to Groq's API (model: whisper-large-v3-turbo) to transcribe it into text
Important:
- Your content is sent to these providers solely for generating descriptions and transcriptions for your report
- AI-generated descriptions are suggestions only. You can edit, regenerate, or delete them before including them in your report
7. Data Retention
| Data | Retention Period |
|---|---|
| Account (phone number, region, language) | Until account deletion request + 30 days |
| Properties and room information | Until account deletion + 30 days |
| Inspection photos (no report generated) | 30 days after inspection completion |
| Inspection photos (report generated) | Until account deletion + 30 days |
| Generated PDF reports (unsigned) | Until account deletion + 30 days |
| Signed PDF reports | Retained for 5 years after signing |
| Credit transaction records | 7 years (financial record-keeping requirement) |
| SMS delivery logs | 90 days |
| Error logs | 30 days |
When you delete your account:
- You will be prompted to download all your reports before deletion
- Your data is marked for deletion immediately
- Hard deletion occurs within 30 days
- Signed reports linked to active tenancy periods are retained as described above
8. Your Rights
Under the Privacy Act 1988, you have the right to:
- Access the personal information we hold about you
- Correct inaccurate or incomplete personal information
- Delete your personal information (subject to legal retention requirements)
- Complain to the Office of the Australian Information Commissioner (OAIC) at oaic.gov.au
How to Exercise Your Rights
Contact us at contact@evidens.com.au with the subject line "Privacy Request". We will respond within 30 days.
9. Data Security
We take reasonable technical and organisational measures to protect your personal information:
- All data is transmitted over HTTPS (TLS 1.2+)
- Database access is controlled by Row-Level Security, so users can only access their own data
- Files (photos, audio, PDFs) are stored with time-limited signed URLs, not publicly accessible
- Phone OTP is required for every new login session
- Invite link tokens are single-use, cryptographically random, and expire after 72 hours
- Payment processing is handled directly by Apple and Google via their respective in-app purchase systems. We never receive or store card details.
In the event of a data breach likely to result in serious harm, we will notify affected users and the Office of the Australian Information Commissioner (OAIC) as soon as practicable after becoming aware of the breach.
10. Cookies and Tracking
This section applies to the Evidens website at evidens.com.au. The mobile app does not use browser cookies.
The website uses minimal cookies:
- Session cookie: required to maintain your browsing session. This is a functional cookie and cannot be disabled while using the site.
- No advertising or tracking cookies are used.
11. Children's Privacy
Evidens is not intended for use by persons under the age of 18. We do not knowingly collect personal information from children. If you believe a child has provided us with personal information, please contact us and we will delete it promptly.
12. International Data Transfers
Your personal information may be transferred to and stored in servers located outside Australia, including in the United States (Supabase, Twilio, Groq, Sentry, Expo, Vercel, RevenueCat, Apple, Google) and Singapore (SiliconFlow). These transfers are made for the purpose of providing the service. We take reasonable steps to ensure that overseas recipients handle your information in accordance with applicable privacy laws.
13. Changes to This Policy
We may update this Privacy Policy from time to time. When we make material changes, we will notify you via SMS or in-app notification before the changes take effect. Continued use of the service after changes take effect constitutes acceptance of the updated policy.
14. Contact Us
If you have any questions, concerns, or requests regarding this Privacy Policy, please contact:
Evidens (ABN 86 819 539 975)
Email: contact@evidens.com.au
Address: 6/71 Corbel St, Shelley WA 6148
Website: https://evidens.com.au
For Australian privacy complaints, you may contact the Office of the Australian Information Commissioner (OAIC):
Website: oaic.gov.au | Phone: 1300 363 992