1. Introduction
Ventra Inventory Management (“Ventra”, “we”, “our” or “us”) is operated by VTech IT Solutions (ABN 91 406 609 978) in Australia. Ventra is a cloud-based inventory management service available through mobile applications and a web dashboard. This policy explains how we handle personal information in connection with our services.
We seek to comply with applicable Australian privacy legislation, including the Privacy Act 1988 (Cth) and Australian Privacy Principles where applicable.
2. Information We Collect
Depending on your use of Ventra, we may collect and process:
- Account details: names, email addresses, business contact information, staff codes, login identifiers and assigned roles.
- Organisation information: organisation names, warehouse addresses, branches and location assignments.
- Inventory data: product names, descriptions, categories, images, barcodes, stock quantities, cost prices and physical storage locations.
- Operational records: product requests, approvals, inventory adjustments, staff actions, reports and associated timestamps.
- Technical information: IP addresses, device and application details, diagnostic records and security events where collected by our systems.
3. Camera, Images and QR Codes
Ventra may request access to your device camera to scan product barcodes or organisation QR codes and capture product images. You may also choose images from your device. Product images you submit may be stored with your organisation’s inventory records. Camera access is subject to your device permissions.
4. How We Use Information
- Provide, operate and maintain inventory and warehouse management functions.
- Manage accounts, roles, access permissions and multiple warehouse locations.
- Process product creation requests, approvals and stock movements.
- Produce reports and maintain audit and operational records.
- Protect the platform, troubleshoot technical problems and provide support.
- Comply with applicable legal requirements.
5. Business Data and Access Permissions
Ventra is designed to support multiple organisations and warehouse locations. Users can access information according to their assigned roles and permissions. Authorised organisation administrators may manage staff access and review relevant operational activity. We design the platform to logically separate one organisation’s data from another’s.
6. Data Storage and Security
Ventra uses cloud infrastructure and reasonable technical and organisational safeguards intended to protect information against unauthorised access, loss, misuse, modification and disclosure. Measures may include authentication, access controls and encrypted communications. No internet-based service can guarantee absolute security.
7. Sharing and Disclosure
We do not sell personal information to advertisers or data brokers. We may disclose information to authorised organisation administrators, cloud hosting and technical service providers, professional advisers where necessary, and authorities where required or permitted by law. We limit disclosures to purposes connected with providing our services or meeting legal obligations.
8. International Data Processing
Some service providers may process or store information outside Australia. Where cross-border handling occurs, we take reasonable steps to address applicable privacy requirements.
9. Data Retention
We retain information for as long as reasonably necessary to provide our services, maintain business and security records, resolve disputes and satisfy applicable legal requirements. When information is no longer required, we take reasonable steps to delete or de-identify it where appropriate.
10. Access, Correction and Deletion
You may contact us to request access to, correction of or deletion of your personal information. Some business records may be administered by your organisation, and some information may need to be retained for legitimate operational or legal reasons. We will consider requests in accordance with applicable law.
11. Third-Party Services
We may use third-party providers for cloud infrastructure, app distribution and essential technical operations. These providers may have separate privacy notices for information they process independently.
12. Children's Privacy
Ventra is designed for business and professional use and is not directed to children under 13. We do not knowingly collect personal information directly from children under 13.
13. Changes to This Policy
We may revise this policy to reflect changes in our services, technology or legal requirements. The updated version will be published on this page with a revised effective date.
14. Contact Us
For privacy enquiries, access or deletion requests, or complaints about how information is handled, please contact: