1. Introduction

ScanMate (we, our, or us) is committed to protecting your privacy and the confidentiality of your business data. This Privacy Policy explains how we collect, use, process, and safeguard your information when you use our smart business management platform that provides AI-powered invoice scanning, inventory management, and business analytics services.

2. Information We Collect

2.1 Account Information

• Email address and company name (for account creation)
• Password (encrypted and securely stored)
• Subscription and billing information (processed through Stripe)
• Authentication data (when using Google OAuth)

2.2 Business Data

• Invoice documents and images you upload for processing
• Supplier information extracted from invoices
• Product and inventory data
• Transaction and purchase history
• Business analytics and reporting data

2.3 Technical Information

• IP addresses and device information
• Browser type and version
• Usage patterns and feature interactions
• System performance and error logs

3. How We Use Your Information

3.1 Core Services

• Invoice Processing: Using AI and OCR to extract data from uploaded documents
• Data Organization: Structuring invoice data for easy access and management
• Inventory Tracking: Managing product information and stock levels
• Analytics: Generating business insights and reports
• Search and Retrieval: Enabling you to find and access your business data

3.2 Platform Operations

• Account management and authentication
• Subscription billing and payment processing
• Customer support and troubleshooting
• Platform maintenance and improvements
• Security monitoring and fraud prevention

3.3 Communications

• Service-related notifications and updates
• Security alerts and account notifications
• Customer support responses
• Important policy or feature announcements

4. AI and OCR Processing

When you upload invoices or documents to ScanMate:

• Documents are processed using advanced AI and OCR technology to extract text and data
• Processing is automated and designed to minimize human access to your documents
• Original documents may be temporarily stored during processing and then deleted
• Extracted data is structured and stored in your secure account
• We continuously improve our AI models, but may do so using anonymized, aggregated data only

5. Data Storage and Security

5.1 Security Measures

• End-to-end encryption for data transmission
• Encrypted database storage using industry-standard protocols
• Regular security audits and vulnerability assessments
• Multi-factor authentication options
• Access controls and permission management

5.2 Data Location

Your data is stored securely in cloud infrastructure with appropriate geographic and regulatory compliance measures. We ensure data residency requirements are met based on your location.

6. Data Sharing and Third Parties

6.1 We DO NOT sell your data

We never sell, rent, or trade your personal or business data to third parties for marketing purposes.

6.2 Limited Third-Party Services

• Stripe: For secure payment processing (they receive only billing information)
• Google: For OAuth authentication (when you choose to sign in with Google)
• Cloud Infrastructure: For secure data hosting and processing
• AI/OCR Providers: For document processing (data is anonymized and encrypted)

6.3 Legal Requirements

We may disclose information if required by law, court order, or to protect our rights and users' safety.

7. Your Rights and Choices

7.1 Access and Control

• Access: View and download your data anytime through your account
• Correction: Update or correct your account and business information
• Deletion: Request deletion of your account and associated data
• Portability: Export your data in standard formats
• Opt-out: Unsubscribe from non-essential communications

7.2 Account Deletion

You can delete your account at any time. Upon deletion, we will remove your personal data and business documents within 30 days, except where we're required to retain information for legal purposes.

8. Data Retention

• Active Accounts: Data is retained as long as your account is active
• Inactive Accounts: Data may be deleted after 2 years of inactivity
• Deleted Accounts: Most data deleted within 30 days
• Legal Requirements: Some data may be retained longer for compliance
• Anonymized Analytics: May be retained indefinitely for service improvement

9. Cookies and Tracking

We use essential cookies for:

• Authentication and session management
• Security and fraud prevention
• Platform functionality and user preferences
• Basic analytics to improve our service

You can manage cookie preferences through your browser settings.

10. International Data Transfers

As a global service, your data may be processed in different countries. We ensure appropriate safeguards are in place for international transfers, including encryption and compliance with data protection regulations like GDPR and CCPA.

11. Children's Privacy

ScanMate is designed for business use and is not intended for children under 16. We do not knowingly collect personal information from children.

12. Changes to This Policy

We may update this Privacy Policy periodically. We will notify you of material changes via email or through the platform. TheLast updated date at the top indicates when changes were made.

13. Contact Us

If you have questions about this Privacy Policy or how we handle your data, please contact us through the support channels in your ScanMate account.