Privacy Policy

Last updated: January 30, 2025

1. Introduction

This Privacy Policy describes how Oxi Studios ("we," "our," or "us") collects, uses, and protects your information when you use FlexiParser ("the Service"). We are committed to protecting your privacy and ensuring the security of your personal information in compliance with the General Data Protection Regulation (GDPR) and other applicable data protection laws.

Data Controller: Oxi Studios is the data controller for your personal information collected through FlexiParser.

By using FlexiParser, you consent to the collection and use of information in accordance with this Privacy Policy and applicable data protection laws.

2. Information We Collect

2.1 Personal Information

When you register for an account, we collect:

  • First and last name
  • Email address
  • Username and password (encrypted)
  • Account creation date and last login time

2.2 Document Data

When you use our service, we temporarily process:

  • Uploaded documents (PDF, images)
  • Extracted text content from OCR processing
  • Structured data extracted using your templates
  • Document metadata (filename, file type, upload time)

2.3 Usage Information

We automatically collect:

  • IP address and browser information
  • Pages visited and features used
  • Time and date of access
  • Credit usage and transaction history

2.4 Payment Information

For credit purchases:

  • Payment processing is handled by Stripe (we do not store credit card details)
  • We store transaction IDs and payment status
  • Billing information may be collected for invoicing purposes

3. Legal Basis for Processing (GDPR)

Under GDPR, we process your personal data based on the following legal grounds:

3.1 Contractual Necessity

We process your data to fulfill our contract with you, including:

  • Account creation and management
  • Document processing and data extraction services
  • Payment processing and credit management
  • Customer support and service delivery

3.2 Legitimate Interest

We process certain data based on our legitimate business interests:

  • Service improvement and optimization
  • Security monitoring and fraud prevention
  • System performance analysis
  • Business analytics (anonymized data)

3.3 Consent

For certain activities, we rely on your explicit consent:

  • Marketing communications (opt-in required)
  • Non-essential cookies (analytics, marketing)
  • Newsletter subscriptions

3.4 Legal Compliance

We may process data to comply with legal obligations:

  • Tax and accounting requirements
  • Regulatory compliance
  • Law enforcement requests

4. How We Use Your Information

We use your information for the following purposes:

4.1 Service Provision

  • Process and extract data from your documents
  • Maintain your account and provide customer support
  • Enable template creation and data export features
  • Process payments and manage your credit balance

4.2 Service Improvement

  • Analyze usage patterns to improve our service
  • Develop new features and functionality
  • Monitor system performance and security

4.3 Communication

  • Send important service updates and notifications
  • Respond to your inquiries and support requests
  • Send promotional emails (only if you opt-in)

4. Data Security and Retention

4.1 Security Measures

We implement industry-standard security measures:

  • SSL/TLS encryption for all data transmission
  • Secure database storage with access controls
  • Regular security audits and updates
  • Employee access restrictions and training

4.2 Document Retention Policy

Important: For your privacy and security:

  • All uploaded documents are automatically deleted within seconds after processing
  • We do not permanently store your document files
  • Only extracted data and metadata are retained for your account
  • You can delete your extracted data at any time through your profile
  • This immediate deletion ensures GDPR compliance and privacy by design

4.3 Account Data Retention

  • Account information is retained while your account is active
  • Extracted data is retained until you delete it or close your account
  • Payment records are retained for legal and accounting purposes
  • You can request account deletion at any time

5. Information Sharing and Disclosure

We do not sell, trade, or rent your personal information to third parties. We may share information only in the following circumstances:

5.1 Service Providers

  • OpenAI: For OCR processing (documents are processed and not stored)
  • Stripe: For payment processing (they have their own privacy policy)
  • Hosting providers: For secure data storage and service delivery

5.2 Legal Requirements

We may disclose information if required by law or to:

  • Comply with legal processes or government requests
  • Protect our rights, property, or safety
  • Prevent fraud or security threats
  • Enforce our Terms of Service

6. Your GDPR Rights

Under GDPR, you have the following rights regarding your personal data:

6.1 Right of Access (Article 15)

You have the right to:

  • Request confirmation of whether we process your personal data
  • Access your personal data and receive a copy
  • Obtain information about how we process your data
  • Learn about data recipients and retention periods

6.2 Right to Rectification (Article 16)

  • Correct inaccurate personal data
  • Complete incomplete personal data
  • Update your account information at any time

6.3 Right to Erasure - "Right to be Forgotten" (Article 17)

  • Request deletion of your personal data
  • Close your account and have all data removed
  • Withdraw consent for data processing
  • Object to unlawful data processing

6.4 Right to Restrict Processing (Article 18)

  • Limit how we process your data in certain circumstances
  • Suspend processing while disputing data accuracy
  • Request restriction instead of deletion

6.5 Right to Data Portability (Article 20)

  • Export your data in machine-readable formats (CSV, Excel, JSON)
  • Transfer your data to another service provider
  • Download your templates and configurations
  • Receive your data in a structured, commonly used format

6.6 Right to Object (Article 21)

  • Object to processing based on legitimate interests
  • Opt-out of direct marketing at any time
  • Object to profiling for marketing purposes

6.7 Rights Related to Automated Decision Making (Article 22)

  • Not be subject to decisions based solely on automated processing
  • Request human intervention in automated decisions
  • Express your point of view and contest automated decisions

6.8 Right to Withdraw Consent

  • Withdraw consent for marketing communications
  • Change cookie preferences at any time
  • Opt-out of non-essential data processing

6.9 How to Exercise Your Rights

To exercise any of these rights, please contact us through our contact form. We will respond to your request within 30 days as required by GDPR.

Right to Lodge a Complaint: You also have the right to lodge a complaint with your local data protection authority if you believe we have not handled your personal data in accordance with GDPR.

7. Cookies and Tracking

We use cookies and similar technologies to:

  • Maintain your login session
  • Remember your preferences
  • Analyze website usage and performance
  • Provide security features

You can control cookies through your browser settings, but some features may not work properly if cookies are disabled.

8. International Data Transfers

Your information may be transferred to and processed in countries other than your own. We ensure that such transfers comply with applicable data protection laws and that appropriate safeguards are in place to protect your information.

9. Children's Privacy

FlexiParser is not intended for use by children under the age of 13. We do not knowingly collect personal information from children under 13. If we become aware that we have collected such information, we will take steps to delete it promptly.

10. Changes to This Privacy Policy

We may update this Privacy Policy from time to time. We will notify you of any material changes by:

  • Posting the updated policy on this page
  • Updating the "Last updated" date
  • Sending you an email notification for significant changes

Your continued use of the Service after any changes constitutes acceptance of the updated Privacy Policy.

11. Contact Us

If you have any questions about this Privacy Policy or our data practices, please contact us:

Your Privacy Matters: We are committed to protecting your privacy and being transparent about our data practices. If you have any concerns, please don't hesitate to contact us.