Virtas Group Pty Ltd · ABN 12 688 682 135 · Last updated 23 October 2026
When you ask us for a price or book work with us, we collect what we need to do the job: your name, phone number, email, suburb and property details, and any floor plans or photos you send us so we can size and price your system properly. When you send the enquiry form we also use the address your browser connected from and the browser it used, to tell a real enquiry from a machine and to tell Meta about the enquiry.
Pricing your job, sending you your proposal, following up about it, booking and carrying out the work, invoicing, warranty records, service reminders for equipment we have installed or serviced, and, once the work is done, asking you for a review and whether you know anyone who needs us. When you open your quote link we record that it was opened and roughly how long it stayed on screen, so we know when to ring rather than pestering you.
Our ads run on Facebook and Instagram (Meta). When you send the form we tell Meta an enquiry happened, so its system learns which ads bring real customers. To do that we send Meta a scrambled (hashed) version of your phone number and email, the address your browser connected from, the browser it used, the ad click reference. Meta cannot read the scrambled details unless it already holds the same number or email. If you go ahead with us and pay your deposit, we also tell Meta a job happened and what it was worth, using the same scrambled number and email. We do that for every job we win, not only the ones that came from an ad, so Meta learns which ads bring real customers rather than the cheapest enquiries. You can control ad personalisation in your own Meta settings.
Our own pages set no cookies on you. The enquiry page loads the Meta pixel, a small script from Meta, which records that the page was viewed and that the form was sent, and sets up to two cookies of its own (_fbp, and _fbc if you came from an ad) that Meta uses to recognise the browser. Nothing else on our site tracks you. Australian law does not require us to ask before setting these; we tell you here instead.
Our quoting system runs on servers in the United States. Our accounting software (Xero, a New Zealand company) and our job management software (ServiceM8, an Australian company) hold what they need to invoice you and to run the job. Our email runs on Microsoft 365, a United States company. Our customer system (Close) holds your details and our emails and texts with you. Close, our older messaging platform (GoHighLevel, which we are moving off), the service that moves your details between these systems (Zapier) and our advertising partner (Meta) are United States companies. So is the email service (Resend) that tells Isaac the moment you accept a quote, and carries our other alerts if his text service is down: those emails carry your name, address, mobile and email, and Resend keeps them for 30 days. If you send us a floor plan, we run it through an AI service (Anthropic, in the United States) that reads the drawing and measures the rooms, so we can size your system properly instead of guessing; the plan is used only to produce your sizing and it is not used to train anyone’s AI. Anthropic keeps its copy of the plan for up to 30 days, longer if its safety checks flag it (up to two years) or the law requires it, and we cannot shorten that. Each of these providers has its own security controls. We do not sell your details and we do not rent lists.
We only message you about your own enquiry, your own job, or servicing of your own system, and, once the work is done, to ask for a review and whether you know anyone who needs us. Every marketing text we send, such as a follow up on your quote or a service reminder, tells you how to stop them. Reply STOP to any message and the texts stop. To stop emails, reply to any of ours and say so, or ring us.
Want a copy of what we hold on you, or a correction? Call 1300 433 695, or email isaac@virtas.com.au, and we will sort it out.
You can ask us to delete your details. We will delete your quotes, your contact record, your warranty page, and any plans or photos you sent us from our own system, and Isaac deletes your contact from Close, from our older messaging platform and from our job system by hand at the same time. Five things we cannot undo, and we would rather say so than pretend otherwise: invoices and the acceptance behind them, which we must keep for seven years; your number on our do-not-text and already-texted lists, because losing those is how you end up hearing from us again; anything already sent to Meta about your enquiry, which Meta keeps under its own rules; the copy of each automated step that Zapier keeps for up to 69 days, and up to four months in its backups; and the copy of a floor plan that the AI service keeps for up to 30 days. Each is kept for that purpose alone, and we cannot shorten either of the last two.
If you think we have got something wrong with your details, tell us first: call 1300 433 695, or email isaac@virtas.com.au, and Isaac will deal with it personally. If you are not satisfied, you can complain to the Office of the Australian Information Commissioner at oaic.gov.au.