Data Deletion and Privacy Requests

1. Your options

Nian Marketing Pty Ltd operates Voyj Workbench. This page explains how to request access to, correction of, or deletion of personal information held through Voyj Workbench.

Depending on your relationship with Voyj Workbench, you may ask us to:

• confirm whether personal information about you is held;
• provide access to that information;
• correct information that is inaccurate, incomplete, or out of date; or
• delete or de-identify information where it is no longer needed or where applicable law requires it.

We may need to verify your identity before acting on a request. We will respond within 30 days unless a longer period is permitted by law, and will explain any delay or decision not to action a request.

2. If you are a Voyj Workbench customer or user

For requests about your Voyj Workbench account, contact your organisation administrator first. Organisation administrators manage user access and can remove a user from their organisation.

If you want to close your account or make a privacy request that cannot be resolved by your organisation administrator, email privacy@voyj.app with:

• your full name and the email address associated with your account;
• the name of your organisation, if known;
• the type of request you are making; and
• any details that will help us identify the relevant information.

Removing a user from one organisation does not automatically remove their access to another organisation where they are separately authorised.

3. If you use the Voyj client portal

You can schedule permanent deletion of your client portal account yourself from Settings > Data & Privacy. Organisation or coach approval is not required.

Before you can submit the request, you must read the deletion warning and type DELETE MY ACCOUNT exactly. This schedules deletion after a seven-day cooling-off period. During that period, your portal access is restricted to checking the deletion status and cancelling the request. You can cancel the request at any time before processing starts, which restores normal portal access.

After the cooling-off period ends, Voyj Workbench automatically processes the request. It deletes your client sign-in identity, deactivates and sanitises your client portal account and linked contact records, and revokes client links to those contacts. Removal of unshared files and stored artifacts is attempted as part of the deletion and may complete asynchronously. Once processing starts, deletion cannot be cancelled or undone.

Deletion also revokes any other client portal access connected to the same contact record. If another client portal account is linked to a contact you share, that account will lose access to the shared contact as part of your deletion.

If you cannot access the client portal, email privacy@voyj.app. Include your name, contact details, the organisation or coach involved if known, and the type of request. We may need to verify your identity before we can assist.

4. Access requests

We will review access requests case by case. Where access is granted, the information will be provided through an appropriate secure method. A request may be limited where disclosure would unreasonably affect another person's privacy, reveal confidential information, create a security risk, or where another legal exception applies. We will explain the reason if we cannot provide all requested information.

5. Deletion and retained records

Deletion is not always immediate or possible. We retain only the limited information that we are legally required to keep, or that is necessary for audit, accounting, fraud prevention, security, or establishing, exercising, or defending legal claims. This can include organisation business records that remain linked to a coaching organisation. Retained records are not retained as an active client portal account and are handled only for the applicable legal or audit purpose.

6. Google account data

You can disconnect a Google integration from Voyj Workbench in the connected-account settings. Disconnecting stops synchronisation and removes the local credentials and watches for that integration, but does not delete imported organisation business records. If you need provider account data deleted, use the permanent provider deletion option where available. That process removes provider account data and unshared attachments; emails linked to CRM records may remain as organisation business records.

For Google integrations, Voyj Workbench revokes Google authorisation only when you disconnect the final active Voyj Google integration for that Google account. You can revoke access directly from Google Account permissions at any time.

7. Contact and complaints

For privacy requests or questions, email privacy@voyj.app.

If you are not satisfied with our response, you may contact the Office of the Australian Information Commissioner at oaic.gov.au.