Privacy Policy

1. Scope and responsibility

This policy explains how Vintage IO Pty Ltd ("Vintage IO", "we", "us" or "our") handles personal information through the Yori Android application, the Yori Care portal, related support and trial activities, and this website (together, the "Services"). Vintage IO is based in Western Australia.

In a care organisation deployment, that organisation may separately control some resident or carer information and apply its own privacy policy. Contact us if you need help identifying the organisation responsible for a particular record.

Yori is a communication and daily-support service. It is not an emergency service, medical device, diagnostic tool or replacement for professional healthcare. Yori's AI responses are not used by Vintage IO to make decisions that determine a person's legal rights, healthcare eligibility, insurance, employment or access to essential services.

2. Information we handle

Depending on how Yori is configured, we may handle:

• Identity and contact information: names, preferred names, email addresses, telephone numbers, carer roles and relationships.
• Resident profile information: communication preferences, interests, routines, memories, relationships, places lived, current town or suburb, time zone and other information chosen by the resident or an authorised person.
• Health and support information: support needs, health conditions or impairments, care-support details, medication names, quantities and times, and optional care concerns entered or approved by an authorised person.
• Messages and schedules: private messages, reminders, planned visits, calendar entries, acknowledgements and related content supplied through Yori Care.
• Voice and conversation information: live microphone audio, temporary speech transcripts, AI instructions and the minimum relevant profile and recent-conversation context needed to provide a spoken response.
• Account, device and activity information: pseudonymous user, organisation, resident and device identifiers; authentication and assignment status; feature interactions; timestamps; security events; and limited diagnostic information.
• Support and governance records: enquiries, feedback, complaints, consents, withdrawals, incidents and records required to operate or evaluate an authorised trial.
• Website information: standard request information such as IP address, browser type, device type, requested page and request time, which may be processed by our website host and font provider.

Sources

We collect information directly from residents, authorised representatives, family members, carers, care organisations and devices using the Services. We may also derive a limited record from a Yori interaction, such as delivery status or an optional proposed memory or care concern. An authorised person must review conversation-derived proposals before they become enduring profile information.

Information Yori is not designed to collect

Yori is not designed to collect payment-card details, government identifiers, precise continuous GPS location, the tablet's address book, photos, videos, SMS/MMS, web-browsing history or a list of installed applications. The Android application requests microphone access for voice interaction. It does not request Android location or contacts permissions in the current release.

Cookies and browser privacy signals

The Vintage IO website does not use advertising or audience-analytics cookies. Our website host and font provider may process standard request information needed to deliver and secure the site. We do not authorise them to track visitors across unrelated services for advertising on our behalf. Because we do not sell personal information or use it for targeted advertising, browser signals such as Do Not Track and Global Privacy Control do not change those practices. We recognise legally valid opt-out preference signals where applicable.

3. Why we use information

We collect, use and disclose information only as reasonably necessary to:

• create, authenticate, assign and secure authorised carer and tablet access;
• provide spoken conversation and the app's messages, reminders, schedule, weather, news and music functions;
• personalise interactions using information supplied or approved for that resident;
• deliver, display and acknowledge private messages, reminders, visits and care-support entries;
• support users, diagnose faults, prevent misuse, investigate incidents and maintain service security;
• evaluate safety and usability in an authorised pilot or trial; and
• comply with applicable legal, regulatory, insurance, audit and dispute-resolution obligations.

We do not sell personal information or consumer health data. We do not use personal information for third-party targeted advertising, cross-context behavioural advertising, credit decisions or data-broker activities. We do not offer financial incentives in exchange for personal information.

4. Voice and AI processing

After Yori is activated for a conversation, microphone audio is streamed to OpenAI so speech can be understood and a spoken response can be generated. The request may include the resident's preferred name, approved profile information, relevant messages or schedule information, and a short temporary conversation context. Only information needed for the requested interaction should be included.

Vintage IO does not persist raw conversation audio, full conversation transcripts or complete conversation histories in its application database. Active conversational context is held temporarily in memory and cleared when the session ends, the app stops or the device is reassigned. OpenAI may process and retain API content and metadata under the data controls applicable to Vintage IO's OpenAI project. Unless enhanced retention controls are enabled, OpenAI states that API abuse-monitoring logs may contain customer content and may ordinarily be retained for up to 30 days.

Optional conversation-derived memory and care-concern features analyse a completed utterance to propose a short structured record. If enabled, the proposal is subject to authorised human review and may be corrected, rejected or deleted. Yori can misunderstand speech or generate an incorrect response or proposal. It does not diagnose conditions or recommend medication or treatment.

5. When information is shared

We may disclose information to the following recipients for the stated purposes:

Public media services used for news or music may receive ordinary network request information when content is downloaded or streamed, but we do not intentionally send them a resident profile. We may also disclose information during a corporate transaction subject to confidentiality, applicable law and appropriate notice.

6. Retention and security

We keep personal information only for as long as it is reasonably needed for the purposes described above, an active service or trial, security and audit needs, or applicable legal obligations. Retention depends on the record: active profiles and approved information are generally retained while the service is active; completed messages, reminders, proposed records and technical events are reviewed for deletion on shorter operational schedules; and consent, incident or legal records may need to be retained longer. Backup copies expire through a scheduled rotation.

When information is no longer required, we take reasonable steps to delete or irreversibly de-identify it. A verified deletion request will be applied to active systems and then to backup copies as they expire, unless retention is required or permitted by law. We will explain any material exception.

Our safeguards include encryption in transit and at rest, access controls, multi-factor authentication for authorised portal users, revocable device identities, separation of direct identity from operational records where practicable, security logging, data minimisation and service-provider controls. No system can be guaranteed completely secure. We investigate suspected incidents and notify affected people and regulators when required by applicable breach-notification laws.

7. Your choices and rights

Subject to applicable law and appropriate identity verification, a resident, authorised representative or other individual may ask us to:

• confirm whether we hold or process their personal information;
• provide access to or a portable copy of that information;
• correct inaccurate or incomplete information;
• delete information or close an associated account or resident profile;
• withdraw consent or stop optional future collection or sharing;
• identify relevant third parties with whom information was shared; or
• complain about our handling of personal information without discriminatory treatment.

An authorised carer can correct many active profile and schedule records in Yori Care. To exercise any right, email daniel.bush@vintageio.com with the subject "Yori privacy request". Please do not include health details or passwords in the first email. We may request enough information to verify identity, authority and the relevant record. We will respond within the period required by the applicable law and will explain if an exception applies.

Australian residents

You may request access to and correction of personal information under the Australian Privacy Principles. You may also complain to our Privacy Officer. We aim to acknowledge complaints promptly and provide a substantive response within 30 days. If you are not satisfied, you may contact the Office of the Australian Information Commissioner.

United States residents

Depending on your state and whether its law applies to us, you may have rights to know, access, correct, delete or obtain a portable copy of personal data; to obtain a list of third parties; and to opt out of sale, targeted advertising or qualifying profiling. Vintage IO does not sell personal data, use it for targeted advertising or profile people to make decisions producing legal or similarly significant effects. To appeal a refusal, reply to our decision with the subject "Privacy appeal" and explain why you believe it should be reconsidered.

California notice

In the preceding 12 months, the categories we may have collected are identifiers; personal-record information; characteristics supplied in a resident profile; commercial or service-relationship information; internet or electronic activity; approximate geolocation; audio and electronic information; professional or care-role information; sensitive personal information, including health information and account credentials; and inferences used to personalise the service. The sources, purposes and recipients are described in sections 2, 3 and 5. During that period, we may have disclosed those categories to the recipient categories in section 5 for the business purposes described there. We do not sell or share these categories for cross-context behavioural advertising and have not done so in the preceding 12 months. We use and disclose sensitive personal information only for providing and securing the Services and other purposes permitted without a right to limit. We do not knowingly sell or share information about people under 16. Where California law applies, requests may be made using the email method above, and an authorised agent may submit a request with evidence of authority.

8. US Consumer Health Data Privacy Notice

This section is our Consumer Health Data Privacy Notice for residents of Washington and Nevada and applies where those states' consumer health privacy laws cover the information or activity. It supplements the rest of this policy.

Consumer health data collected and how it is used

We may collect health conditions, impairments, support needs, medication and treatment schedule information, care-support details, health-related messages or reminders, optional concerns or mood information, approximate location relevant to local support, and inferences that may identify a resident's health needs. We use this data only to provide and personalise requested Yori functions, coordinate authorised support, maintain safety and security, respond to requests or incidents, and comply with law.

Sources of consumer health data

Sources are the resident; their authorised representative, family member or carer; an participating care organisation; the resident's use of Yori; and a short AI-generated proposal derived from a resident utterance when that optional feature is authorised.

Consumer health data shared and recipients

The categories shared may include the health and support details, health-related message or schedule content, live utterance and minimum relevant profile context, and related identifiers needed to provide and secure the service. They may be shared with authorised carers, representatives and care organisations; Google Cloud and Firebase as cloud and authentication processors; OpenAI for live conversation and optional structured proposals; and legal, safety or regulatory recipients when authorised or required. Vintage IO has no affiliates with which it shares consumer health data. We do not sell consumer health data. We do not permit a third party to collect consumer health data over time across unrelated websites or services for advertising.

Consent, withdrawal and health-data rights

We collect or share consumer health data with affirmative authorisation or as necessary to provide a product or service requested by the consumer, subject to applicable law. You may use the email process in section 7 to confirm collection; access or correct data; obtain a list of relevant third parties; withdraw consent and stop future collection or sharing; or request deletion. A withdrawal may prevent Yori from providing functions that require the information. To appeal a denial, reply with the subject "Consumer health data appeal". We will not discriminate against you for exercising a protected right.

9. International processing

Yori's primary application infrastructure is configured in Google Cloud's Australian region where the selected service supports it. Some providers, particularly OpenAI, may process personal information outside Australia, including in the United States and other countries where they or their subprocessors operate. Website delivery may also involve global infrastructure. Overseas privacy protections may differ from those in Australia. We take reasonable steps to assess providers, limit the data sent, use contractual and technical safeguards, and comply with applicable cross-border disclosure requirements.

10. Children

The Services are intended for adults and are not directed to children under 18. We do not knowingly collect personal information directly from a child under 13 through the Services. If you believe a child has provided information without appropriate authorisation, contact us so we can investigate and delete it where required.

11. Contact, complaints and changes

We may update this policy as Yori, our providers or legal obligations change. The effective date at the top identifies the current version. If a change materially affects how we handle sensitive or consumer health data, we will provide additional notice through an appropriate channel and obtain consent where required before the new practice begins. We review this policy at least annually and when material information-handling practices change.

Please describe your concern and the outcome you seek without including unnecessary sensitive information. We will investigate, keep you informed and respond within the timeframe required by applicable law. Australian privacy complaints may be escalated to the OAIC after you have first given us a reasonable opportunity to respond.