Data Policy
What we keep, where it lives, and how to get it back
A plain-English tour of your data's journey. The detailed tables are further down the page.
Every document takes the same safe journey.
You upload it, we lock it away, our AI tidies the details into your locker — and you can pull it back out whenever you like, or ask us to delete it. You stay in control the whole way through.
From upload to your locker
You upload
Drop in a policy, will, or statement.
We lock it away
It's encrypted and stored securely straight away.
AI tidies it up
Key details are read out and organised for you.
Saved to your locker
It appears neatly in your account.
Yours to keep
Export it any time, or ask us to delete it.
Managed cloud storage
Your data lives with established cloud providers, not on a server in a back room. The tables below say which providers and where.
A few trusted helpers
Like a bank using an armoured-car company, a handful of specialist firms help with hosting, reading documents, and payments. Some operate overseas, and the tables below say which and where.
Closing deletes, after 30 days
Closing your account deactivates it straight away. Everything in it is permanently deleted 30 days later, on a date we show you. Until then, support can restore it. A few records, like our security log and billing records, are kept. The table below says which.
The full Data Policy
The detailed breakdown of what we collect, how it's stored, who can reach it, and how long we keep it.
Overview
Last updated: 18 October 2026
Your financial and personal documents contain highly sensitive information. This Data Policy is the detailed companion to our Privacy Policy and Security Policy. It explains exactly what data we hold, where and how it's stored, who can reach it, how long we keep it, and the service providers involved in handling it.
Data We Collect
| Data Type | Examples | Purpose |
|---|---|---|
| Account data | Email, hashed password, name | Authentication & identification |
| Profile data | Address, date of birth, phone | Personalising your experience |
| Insurance data | Personal, health & general policies, premiums, providers | Core service functionality |
| Wealth data | Assets, liabilities, structures, entities, valuations | Core service functionality |
| Estate data | Documents, key people, health-check items | Core service functionality |
| Document data | Uploaded files and the text extracted from them | Reading & organising your documents |
| Extracted data | Policy numbers, coverage amounts, dates | Document analysis & organisation |
| Billing data | Payment provider customer / subscription references | Managing your subscription |
| Usage data | Login times, features used | Service improvement & security |
We never see or store your full card details — payments are handled directly by our payment processor, and we keep only the references needed to manage your subscription.
Where & How Your Data Is Stored
Your data is held in secure, managed cloud infrastructure:
- Primary database: a managed PostgreSQL database (Supabase), hosted in Singapore
- Document storage: managed object storage (Supabase), hosted in Singapore, with server-side encryption
- Application hosting and document processing: Netlify functions running in the United States
- Backups: copies of your data may be held in backups for a limited time
Storage protections
- Data is encrypted at rest and in transit
- Database access requires authenticated, authorised connections
- Database access rules ensure each account can only reach the data it is allowed to see
- Stored documents use unique, non-guessable identifiers
Your data is not stored only in Australia. Some of our infrastructure and service providers are located outside Australia. We take reasonable steps to ensure your information is protected to a standard consistent with the Australian Privacy Principles wherever it is handled. See "Service Providers" below for each provider and where it handles information.
How Documents Are Processed
Processing pipeline
- Upload: your document is stored securely
- OCR: text is extracted from images and PDFs
- AI analysis: structured data (policy details, dates, amounts) is extracted
- Storage: the extracted information is saved to your account
- Summary: a plain-language summary is generated
AI processing
- Document analysis is performed by AI providers: Anthropic is our main provider, OpenAI is used to retry a PDF our main provider cannot read, and Datalab is used for optical character recognition where a document needs it. We may also use Google's Gemini models
- The document being analysed is sent to those providers. Each provider handles the information it receives under its own terms
- AI output is used to populate your Wealth Locker account
- We do not use your documents to train AI models
Some processing runs in the background for performance. You can track processing status in the app and we'll let you know when it's complete.
Who Can Access Your Data
| Role | Access Level | Purpose |
|---|---|---|
| You (account owner) | Full access to your own data | Using the platform |
| Your financial adviser | The areas you choose, if you link them | Providing advice |
| Your adviser's firm (if they work in a firm on Wealth Locker) | Firm admins can view and edit; colleagues the firm allows can view | Running the firm and servicing its clients |
| Wealth Locker staff (site administrators) | Can view and edit a customer's data when needed | Customer support & troubleshooting |
| Service providers | Limited processing access | Hosting, document analysis, email, payments |
Adviser access
If you are connected to a financial adviser through Wealth Locker:
- Their access is granted through a recorded client-access link, which you can create or remove from People With Access on your Profile page
- They can view the areas of your Locker that link is scoped to
- You can disconnect from an adviser at any time
Firm access
If your adviser works in a firm on Wealth Locker:
- The firm's admins can view and edit your Locker
- Colleagues of your adviser can view it if the firm allows that, either for the whole firm or for that colleague
- Firm access is not limited to the areas you chose for your adviser
- If your adviser's login is deactivated, every active adviser in the firm can view that adviser's clients
- The firm can move you to another adviser in the firm. If you have your own Wealth Locker login and the firm sends the notice, we tell you in the app, and by email unless you have turned off adviser emails
Wealth Locker staff access
- Site administrators can view and edit a customer's data when needed to help with a request
- Changes made through our admin tools, such as a password reset, a two-factor reset or a change to an account's details, are recorded along with who made them
- Edits to your records are recorded too, but that record shows what changed, not who changed it
Access is enforced at the database by access rules: an adviser can only reach a client's data when an access link exists, or through the firm access described above. Service credentials are never exposed to the browser.
How Long We Keep Your Data
| Data Type | Retention | After You Close Your Account (up to 30 days) | After Permanent Deletion (30 days after closing) |
|---|---|---|---|
| Account information | While your account exists | Kept, deactivated, so the account can be restored | Deleted, unless the law requires us to keep it |
| Uploaded documents | While your account exists | Kept in storage until the deletion date, and not accessible to you unless the account is restored | Deleted, unless the law requires us to keep it |
| Policy & wealth data | While your account exists | Kept until the deletion date so the account can be restored | Deleted, unless the law requires us to keep it |
| Security log (sign-ins and account changes, including IP address and device details) | Kept for security and fraud prevention | Kept | Kept. Not deleted with the account |
| Forwarded emails (raw copy held by our email service) | Up to 30 days, then deleted automatically | Deleted automatically within 30 days | Deleted automatically within 30 days |
| AI usage and cost records | Kept for operating and costing the service | Kept | Kept with your account details removed |
| Deletion record (email address and dates) | Created when your account is permanently deleted | Nothing yet | Kept, so we can show the deletion happened |
| Billing records (held by Stripe) | Held by Stripe, our payment provider | Subscription cancelled. Stripe keeps billing records | Kept by Stripe |
| Backups | A limited time | Copies may remain | Copies may remain for a limited time |
We may retain limited information longer where the law requires it, or to resolve disputes and enforce our agreements.
Exporting & Deleting Your Data
Export & portability
You can take your information with you:
- Download the original files you uploaded
- Request your structured policy and wealth data in a machine-readable format
- Request a copy of your profile information
Deletion
- Delete individual documents or records directly in the app
- Delete your account from Profile. Everything in it is permanently deleted 30 days later, or sooner if you ask us.
Closing your account from Profile, then Security, then Delete account deactivates it straight away. Sign-in is blocked, you're signed out of every device and any paid subscription is cancelled. We permanently delete the account, and everything in it, on a date we show you when you close it, 30 days after you close it (counted to the next midnight, Melbourne time). Until that date, support@wealthlocker.com.au can restore your account. A restored account does not bring back a cancelled subscription. After that date we can't restore it.
If you closed your account before 18 October 2026, we keep it deactivated and archived until you ask us to delete it. To do that, contact support@wealthlocker.com.au.
On the deletion date we delete the account's records, its stored files and documents, its support conversations, our records of documents emailed to us and any archived copy, unless the law requires us to keep them. If a deletion fails, we try again each night until it is done. A raw copy of an email forwarded to docs@wealthlocker.ai is held by our email service for up to 30 days and then deleted automatically. We keep a few records after deletion. These are a security log of sign-ins and account changes, including IP address and device details, kept for security and fraud prevention; a minimal record that the account existed and was deleted (the email address and the dates), so we can show the deletion happened; billing records held by Stripe, our payment provider; and records of our AI usage and costs with the account details removed. Copies may also remain in backups for a limited time.
To request an export or deletion, use the contact form below.
Service Providers (Sub-processors)
We use a small number of providers to run the service. Several operate outside Australia. The location column shows where each one says it handles information, based on its own published documents.
| Provider | Service | Data Handled | Location |
|---|---|---|---|
| Supabase | Database, authentication & storage | Your account and platform data, and your uploaded documents | Singapore |
| Netlify | Application hosting and document processing | Requests to the app, and each document while it is processed | United States |
| Anthropic | AI document analysis | The document being analysed | Stored in the United States; processing may be routed to the United States, Europe, Asia and Australia |
| Google (Gemini) | AI analysis, where we use Gemini models | The content being analysed | Any country where Google or its agents maintain facilities |
| OpenAI | AI document analysis, to retry a PDF our main provider cannot read | The document being analysed | The United States, and other countries where OpenAI's affiliates, partners or vendors are located |
| Datalab | Optical character recognition, where a document needs it | The document being converted | The United States, and possibly other countries |
| Stripe | Payments | Name, email and billing details (card details go to Stripe, not to us) | The United States, and other countries where Stripe's affiliates and sub-processors operate |
| Amazon Web Services (SES, S3, Lambda) | Email the app sends (such as welcome emails, invitations and notices), and receiving documents forwarded to docs@wealthlocker.ai | Email address & message content, and any attachments | Australia (Sydney). A forwarded document is then processed like any other upload, by our functions in the United States and by the AI providers above |
What we never do
- We never sell your personal data
- We never share your data for third-party marketing
- We never allow data mining of your information by external parties
Your Rights
Under the Australian Privacy Principles you have the right to:
- Access the personal information we hold about you
- Correct information that is inaccurate or out of date
- Delete your personal information and account
- Port your data in a machine-readable format
- Object to certain processing
- Complain to us and to the Office of the Australian Information Commissioner (OAIC)
Use the contact form below to exercise any of these rights — no email account is required.
A question about your data?