Privacy Policy

Effective date: 2025-12-01

Last updated: 2025-12-15

1. Who we are

Algonomix (“we”, “us”, “our”) provides tools for uploading and processing documents (including invoices and receipts). This Privacy Policy explains how we collect, use, disclose, and protect your information.

2. Scope

This policy applies to our website, web application, APIs, and related services (collectively, the “Services”).

3. Information we collect

3.1 Account & Identity Data

• Name, email address, and profile information when you sign in.
• Organization/account associations (you may belong to multiple accounts).

3.2 Transaction & Payment Data

• Purchase records of credits that enable the use of the services.
• Payment confirmations and references from our payment provider (Paystack).
• We do not store payment card details; payments are processed by our payment provider.

3.3 Document & Usage Data

• Uploaded files and derived data (e.g., extracted fields from invoices/receipts).
• Per-page processing details.
• Statuses (Processed, Failed, Deleted, Unrecognized), error messages, and retry events.
• Credits usage and remaining balances.

3.4 Technical Data

• Device/browser information, IP address, and logs required for security and service reliability.
• Cookies and similar technologies for session management, preferences, and analytics.

4. How we use your information

We use information to:

• Provide, maintain, and improve the Services (including document analysis and credit accounting).
• Authenticate users and manage account access.
• Process transactions and manage billing (via our payment provider).
• Detect, prevent, and address fraud, security, and technical issues.
• Communicate about the Services, policy updates, and marketing (with appropriate consent).
• Comply with legal obligations.

5. Legal basis for processing

We process data based on:

• Performance of a contract (to provide the Services you requested).
• Our legitimate interests (e.g., security, business operations, service improvement), provided your rights do not override them.
• Your consent (e.g., for certain marketing or non-essential cookies), which you can withdraw at any time.
• Legal obligations (to comply with laws and regulations).

6. How we share your information

We only share data when necessary and under strict obligations:

• Payment Providers: To process payments and billing (e.g., Paystack).
• Third-Party Processors: For service provision, such as cloud hosting, analytics, and email delivery, under contract.
• Legal/Regulatory: When required by law (e.g., subpoena, court order) or to protect our rights and safety.
• Business Transfers: In connection with a merger, sale of assets, financing, or acquisition.

7. Data retention

We retain your data for as long as your account is active or as necessary to provide the Services, comply with legal obligations, resolve disputes, and enforce our agreements. Documents may be retained for accounting or audit purposes as required by law.

8. Security

We implement technical and organizational measures to protect data, including encryption in transit, access controls, and audit logging. While no method of transmission or storage is fully secure; we continuously improve our safeguards.

9. International transfers

If we transfer data across borders, we do so under appropriate safeguards consistent with applicable law (e.g., contractual clauses).

10. Cookies and tracking

We use necessary cookies for authentication and session management. With your consent (where required), we may use performance/analytics cookies to improve the Service. You can manage cookie preferences in your browser.

11. Your rights

Depending on your jurisdiction (e.g., POPIA in South Africa, GDPR in the EU), you may have rights to:

• Access, correct, or delete your data.
• Object to or restrict processing.
• Port your data.
• Withdraw consent (where processing is based on consent).

Requests can be sent to hello@algonomix.co.za. We may need to verify your identity.

12. Children’s privacy

Our Services are not directed to children under 18. We do not knowingly collect data from minors. If you believe a minor has provided data, contact us to remove it.

13. Third-party links

The Services may include links to third-party sites. We are not responsible for their privacy practices. Review their policies before providing data.

14. Changes to this policy

We may update this policy from time to time. We will post the updated version and revise the effective date. Material changes may be communicated via email or in-app notices.

15. Contact

If you have questions or concerns about this policy, please contact us at:

Email: hello@algonomix.co.za