Privacy Policy

1. Information We Collect

1.1 Account Information

When you create an account, we collect:

• Email address
• Name (optional)
• Authentication data (if using Google Sign-In)

1.2 Uploaded Documents

When you use our Service, you may upload:

• PDF files
• Excel spreadsheets (xls, xlsx)
• Image files (jpg, png)

These documents may contain supplier information, pricing data, product descriptions, and other business information.

1.3 Usage Data

We automatically collect:

• Log data (IP address, browser type, device information)
• Usage patterns (features used, analysis frequency)
• Performance data (processing times, error rates)

1.4 Payment Information

Payment processing is handled by our third-party provider (Paddle). We do not store your credit card numbers or bank account details. We receive only:

• Transaction confirmation
• Subscription status
• Billing country

2. How We Use Your Information

We use your information to:

• Provide the Service: Process your documents and generate comparison reports
• Maintain your account: Authenticate access and manage subscriptions
• Improve the Service: Analyze usage patterns to enhance features
• Communicate: Send service updates, support responses, and (with consent) marketing messages
• Ensure security: Detect and prevent fraud or abuse
• Comply with law: Meet legal obligations

3. Document Processing and Data Retention

3.1 How Documents Are Processed

Your uploaded documents are:

1. Transmitted securely via HTTPS encryption
2. Processed by our AI/OCR systems to extract structured data
3. Used solely to generate your comparison results
4. Not used to train AI models

3.2 Document Retention

• Uploaded files: Automatically deleted within 1 hour after processing
• Extracted data: Retained only for the duration of your active session
• Comparison results: Available for download during your session; not permanently stored

3.3 Account Data Retention

• Account information is retained while your account is active
• Upon account deletion, personal data is removed within 30 days
• Some data may be retained longer for legal compliance

4. Information Sharing

We do not sell your personal information. We may share information with:

4.1 Service Providers

Third parties who help us operate the Service:

• Cloud hosting: To store and process data
• Payment processing: Paddle, for subscription billing
• Authentication: Google (if you use Google Sign-In)
• Analytics: To understand Service usage

4.2 Legal Requirements

We may disclose information if required by law or to:

• Comply with legal process
• Protect our rights or property
• Ensure user safety

4.3 Business Transfers

In the event of a merger, acquisition, or sale, your information may be transferred to the new entity.

5. Data Security

We implement appropriate security measures including:

• TLS/HTTPS encryption for data in transit
• Encryption at rest for stored data
• Access controls and authentication
• Regular security assessments
• Automatic document deletion

However, no system is completely secure. You use the Service at your own risk.

6. Your Rights and Choices

Depending on your location, you may have the right to:

6.1 Access

Request a copy of your personal data

6.2 Correction

Update or correct inaccurate information

6.3 Deletion

Request deletion of your personal data

6.4 Data Portability

Receive your data in a portable format

6.5 Opt-Out

• Unsubscribe from marketing emails via the link in each email
• Disable non-essential cookies through your browser

6.6 Withdraw Consent

Where processing is based on consent, you may withdraw it at any time

To exercise these rights, contact us at support@xraybid.com.

7. Cookies and Tracking

We use cookies and similar technologies for:

• Essential functions: Authentication, security, preferences
• Analytics: Understanding how the Service is used
• Performance: Improving Service speed and reliability

You can manage cookies through your browser settings. Disabling certain cookies may affect Service functionality.

8. International Data Transfers

Your information may be processed in countries other than your own. We ensure appropriate safeguards are in place for international transfers, including:

• Standard contractual clauses
• Adequacy decisions where applicable

9. Children's Privacy

The Service is not intended for users under 18 years old. We do not knowingly collect information from children. If we learn we have collected such information, we will delete it promptly.

10. Third-Party Links

The Service may contain links to third-party websites. We are not responsible for their privacy practices. We encourage you to review their privacy policies.

11. Regional Privacy Rights

11.1 European Economic Area (EEA) / UK

If you are in the EEA or UK, you have rights under GDPR including access, rectification, erasure, restriction, portability, and objection. Our legal bases for processing include:

• Contract performance
• Legitimate interests
• Consent (where applicable)
• Legal obligations

11.2 California Residents

Under CCPA, California residents have the right to:

• Know what personal information is collected
• Delete personal information
• Opt-out of sale (we do not sell personal information)
• Non-discrimination for exercising rights

11.3 Other Jurisdictions

We comply with applicable privacy laws in jurisdictions where we operate.

12. Changes to This Policy

We may update this Privacy Policy periodically. We will notify you of material changes by:

• Posting the updated policy on our website
• Sending an email notification
• Displaying a notice in the Service

Your continued use after changes constitutes acceptance.

13. Contact Us

For privacy-related questions or to exercise your rights:

Email: support@xraybid.com

Data Protection Inquiries:
For GDPR-related matters, you may also contact your local data protection authority.

Your data is processed securely and deleted after use. We are committed to protecting your privacy while providing valuable procurement tools.