Effective Date: 26 October 2026
Last Updated: 26 October 2026
1. Introduction
Welcome to VIRBA (Versatile Intelligent Assistant).
VIRBA is operated by Haansal Estate Pty Ltd, an Australian company (“VIRBA”, “we”, “our” or “us”).
We respect your privacy and are committed to handling personal information responsibly, transparently and in accordance with applicable privacy laws, including the Australian Privacy Act 1988 (Cth) where applicable.
This Privacy Policy explains what information we collect, how we use and protect it, when we may share it, and how individuals can exercise their privacy rights.
This policy applies to our website at https://virba.ai, our software platform, customer accounts, authorised integrations, related applications and support services.
VIRBA is under active development. Certain features described in this policy may not yet be available. Personal information is processed for a feature only when that feature or a related service is actually used.
2. Who We Serve
VIRBA is a business-oriented software platform designed to help organisations manage activities such as:
- Social media content creation, approvals and publishing.
- Facebook Page and Instagram professional-account management.
- Customer enquiries, comments and communications.
- Lead management and customer relationship management (CRM).
- Business information, marketing materials and knowledge resources.
- AI-assisted drafting, analysis and customer service.
- Website content and other authorised business integrations.
Available functions depend on implementation, account permissions, subscription arrangements and third-party platform approvals.
3. Information We Collect and Process
Depending on the services used, we may collect or process:
Account and identification information: Name, email address, business contact information, account identifiers, login-related records and authentication details.
Business and organisation information: Business name, website, industry, branding, account settings, authorised users and workspace permissions.
Customer-provided content: Post drafts, captions, images, documents, business knowledge, marketing materials and uploaded files.
CRM and communications information: Customer names, business contact details, enquiries, lead records, communications, comments, messages and relevant interaction history uploaded or connected by authorised business customers.
Connected-platform information: Authorised account identifiers, usernames, Page or professional-profile names, selected permissions, publishing information, comments and related content made available through an approved integration.
Technical information: IP addresses, browser or device information, sign-in activity, security logs, essential cookies and information required to operate and protect the service.
Service and billing information: Subscription selections, invoices, payment status and transaction references where billing functionality is provided. Payment details may be handled by an authorised payment provider rather than stored by VIRBA.
We do not require customers to provide their Facebook, Instagram or other third-party account passwords directly to VIRBA.
We ask users not to provide unnecessary sensitive personal information unless an available feature expressly supports and lawfully requires it.
4. How We Obtain Information
Information may be provided:
- Directly by users through account registration, forms or support enquiries.
- By organisation administrators and other authorised account users.
- Through customer-uploaded files, contacts, content and business records.
- Through third-party integrations authorised by the relevant account holder.
- Automatically through necessary website operations, authentication and security monitoring.
Business customers are responsible for ensuring they have the necessary authority, notices, permissions and lawful basis to upload or connect information relating to other individuals.
5. How We Use Information
We use personal information and authorised business data, as applicable, to:
- Create, authenticate and administer accounts.
- Provide access to authorised organisations and workspaces.
- Store, organise and display content, customer enquiries and CRM records.
- Operate customer-requested integrations and publishing workflows.
- Support human-reviewed or appropriately authorised AI-assisted functions.
- Process customer support requests.
- Maintain security, detect misuse and troubleshoot problems.
- Administer subscriptions, payments and service communications when applicable.
- Comply with legal obligations and enforce appropriate service conditions.
We do not use information obtained through Meta APIs for unrelated purposes that are inconsistent with Meta’s applicable platform terms or the permissions granted by the account holder.
6. Facebook and Instagram Integration
VIRBA is developing integrations with Meta platforms, including Facebook Pages and Instagram professional accounts.
When these connections become available, a customer may choose to authorise VIRBA through the official Facebook or Instagram authentication process.
Depending on the permissions granted, VIRBA may access and process:
- Authorised Facebook Page names and identifiers.
- Instagram professional-account usernames and identifiers.
- Information needed to identify and select connected accounts.
- Social content, captions, images and associated publication details.
- Comments and relevant interaction information.
- Information necessary to draft, review, publish or manage authorised responses.
- Access tokens and permission information necessary to maintain the requested connection.
This information will be used to provide the requested social media management functionality, subject to applicable permissions and Meta requirements.
VIRBA does not request customers’ Facebook or Instagram passwords.
Authorising an account connection does not, by itself, authorise unrestricted automatic publishing or AI-generated public replies. Where automatic actions become available, they will require the applicable configuration, permissions and customer authorisation.
Users may withdraw permissions through the relevant Meta account settings or request assistance through VIRBA’s support contact.
VIRBA does not sell or rent information obtained through Meta APIs to data brokers, use it to create unrelated advertising profiles, or use Meta Platform Data to train general-purpose AI foundation models.
Access to Meta-derived information is limited to authorised purposes and applicable platform requirements.
7. AI-Assisted Processing
VIRBA may offer AI-assisted content generation, reply suggestions, summaries, categorisation and other business support features.
Depending on the feature and its configuration, information submitted for AI processing may be processed through VIRBA’s authorised infrastructure or third-party AI service providers.
AI-generated material can be incomplete, inaccurate or unsuitable for a particular purpose. Users should review generated outputs before relying on them, sending them to customers or publishing them publicly.
The use of AI does not transfer legal responsibility for customer campaigns, advertising claims or regulated professional communications from the responsible business.
VIRBA will provide additional disclosures where a particular deployed AI function requires them, including where applicable law requires transparency about significant automated decisions.
8. Our Role and Business Customers’ Responsibilities
For some information, VIRBA determines how and why data is processed, such as account administration, security and customer support.
For business customer content, CRM records and communications, the customer may determine the relevant purposes, while VIRBA supplies processing technology on the customer’s behalf.
The applicable legal relationship depends on the circumstances, the service agreement and relevant privacy laws.
Where an individual asks about information controlled by one of our business customers, we may refer the request to that customer or assist with the request as legally required.
9. Third-Party Services and Disclosure
VIRBA may use appropriately authorised third parties to deliver website hosting, database and authentication services, file storage, email, technical operations, payments, integrations and AI-assisted functionality.
Depending on deployment and feature use, these services may include infrastructure or products supplied by organisations such as Supabase, Amazon Web Services, Google Cloud, Microsoft, Meta and authorised customer-selected integration providers.
We may disclose necessary information to:
- Authorised users of the relevant customer organisation.
- Service providers performing functions on our behalf.
- Third-party services expressly connected or selected by customers.
- Professional advisers subject to applicable confidentiality obligations.
- Authorities where required or permitted by law.
This description does not mean that every listed integration or service is active for every customer.
We do not disclose customer information to unrelated third parties for their independent marketing purposes without a lawful basis or appropriate authorisation.
10. International Data Processing
Our service providers and connected platforms may process or store information in Australia or overseas, including in the United States and other countries in which relevant providers operate.
The actual location depends on the service, hosting configuration and authorised integrations.
Where required by law, we take reasonable steps to address overseas disclosure and applicable privacy protections. Additional information about relevant processing locations may be requested through our privacy contact.
11. Security
We use or seek to implement technical and organisational safeguards appropriate to the service and the information being handled, including access restrictions, authentication, role-based permissions and controlled handling of sensitive credentials.
The specific controls available depend on the deployed feature and operating environment.
No internet-connected platform can guarantee absolute security.
Users are responsible for safeguarding their passwords, controlling authorised account access and promptly reporting suspected account misuse.
12. Data Retention
We retain information for as long as reasonably necessary to provide the relevant service, meet legal requirements, resolve disputes, maintain security and fulfil legitimate operational obligations.
Retention periods vary depending on the information, customer account arrangements, contractual requirements and third-party platform obligations.
When information is no longer required, we will delete, de-identify or otherwise handle it as required by applicable law and provider terms. Backup copies may remain temporarily until the relevant backup lifecycle expires, subject to applicable requirements.
13. Access, Correction and Privacy Rights
Depending on applicable law and the circumstances, individuals may request:
- Access to personal information held about them.
- Correction of inaccurate or outdated information.
- Deletion of personal information.
- Information about how their data is being used.
- Withdrawal of permissions or consent, where applicable.
- Other privacy rights available in their jurisdiction.
To make a request, email info@haansalestate.com.au with the subject line Privacy Request.
We may need to verify your identity or authority before processing a request. We will assess and respond in accordance with applicable legal obligations.
14. Data Deletion and Connected Account Removal
To request deletion of personal information held by VIRBA:
- Email info@haansalestate.com.au
- Use the subject line Data Deletion Request.
- Identify the relevant VIRBA account, connected platform or organisation.
- Specify whether you are requesting deletion of particular platform data, disconnection of an integration, or deletion of an account and associated information.
Please do not include passwords or access tokens in your request.
We will review the request, verify the requester’s authority where necessary, and arrange deletion or other legally required handling.
Some information may need to be retained where required by law, security obligations, contractual responsibilities or legitimate dispute resolution.
For Facebook and Instagram connections, users may also revoke VIRBA’s access using Meta’s applicable account authorisation settings. Revocation prevents further authorised access but does not necessarily remove information previously stored by VIRBA. A separate deletion request may therefore be necessary.
These instructions are available to individuals regardless of where they live.
15. Marketing Communications
VIRBA may send account-related and service communications necessary for operating customer accounts.
Where we send promotional electronic communications, we will comply with applicable requirements for consent, sender identification and unsubscribe or opt-out arrangements.
Business customers using VIRBA to communicate with their own audiences are responsible for complying with relevant marketing, privacy and anti-spam laws.
16. Cookies and Website Technology
VIRBA may use cookies or similar storage technologies for necessary functions including authentication, security, sessions and preferences.
Any optional analytics or advertising technology will be described and managed in accordance with applicable consent and privacy requirements.
Further information is available in our Cookie Policy.
17. Children
VIRBA is designed for business users and is not directed at children.
We do not intentionally operate the service as a consumer platform for children. If we become aware that children’s personal information has been processed without appropriate authority, we will assess the matter and take steps required by applicable law.
18. Privacy Complaints
If you believe your personal information has been mishandled, please contact us using the privacy contact below, explaining your concerns and the outcome you are seeking.
We will review complaints and respond in accordance with applicable law.
Where relevant, individuals may also raise concerns with the Office of the Australian Information Commissioner (OAIC) at https://www.oaic.gov.au or another competent privacy regulator.
19. Changes to This Policy
We may update this Privacy Policy to reflect service changes, legal requirements or operational practices.
The current version will be published on this page, together with its effective or last-updated date. Where required, we will provide additional notice or seek appropriate consent.
20. Contact
VIRBA — Privacy and Data Protection
Operated by: Haansal Estate Pty Ltd
Country: Australia
Website: https://virba.ai
Email: info@haansalestate.com.au
For privacy questions, account information requests, data correction, connected-platform concerns and deletion requests, please contact us by email.
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