Privacy Policy — RYXFLOW

Last Updated: 2026

RYXFLOW respects the privacy of its users and is committed to protecting personal and business information. This Privacy Policy explains how we collect, use, and protect information when you use the RYXFLOW platform. By using RYXFLOW, you agree to the collection and use of information in accordance with this policy.

1. Information We Collect

When using RYXFLOW, we may collect the following information.

Account Information: name, company name, email address, phone number, login credentials.

Company Information: company registration data, uploaded business documents, compliance information.

User Activity: tasks created and assigned, document uploads, workflow activity, system logs and timestamps.

Communication Data: messages exchanged within the platform, support requests.

2. How We Use the Information

The collected information is used to: operate and maintain the platform; manage document workflows and compliance tracking; allow companies to collaborate with employees and partners; improve platform performance and features; provide customer support; monitor system security and prevent fraud. We use data strictly for operational purposes.

3. Data Storage and Security

RYXFLOW implements reasonable technical and organizational measures to protect user data. Security measures include: encrypted communication (HTTPS), secure database storage, restricted access controls, and monitoring of suspicious activity. However, no online system can guarantee absolute security. Users acknowledge that storing data online involves inherent risks.

4. Data Sharing

RYXFLOW does not sell user data. Information may only be shared: with authorized users within the same organization, with connected partners when tasks are assigned, with service providers necessary to operate the platform, or when required by law or regulatory authorities.

5. Marketplace Interactions

The platform may allow companies to connect with third-party service providers. RYXFLOW only facilitates the connection and communication and is not responsible for agreements made between companies and partners, services provided by partners, or disputes between users. Users should conduct their own due diligence before engaging with partners.

6. Data Retention

We retain information only for as long as necessary to operate the platform and comply with applicable legal requirements. Users may request deletion of their accounts and associated data where technically feasible.

7. Cookies and System Logs

RYXFLOW may use cookies and system logs to: maintain user sessions, improve user experience, analyze platform performance, and detect security issues. Cookies do not collect sensitive personal information.

8. User Rights

Users may: access their stored data, update incorrect information, request deletion of their account, and request clarification about data processing. Requests can be submitted through platform support.

9. International Data Use

RYXFLOW users may operate from different jurisdictions. By using the platform, users acknowledge that their information may be processed and stored in different locations depending on system infrastructure.

10. Updates to This Policy

This Privacy Policy may be updated periodically to reflect changes in platform functionality or legal requirements. Users will be notified of significant updates. Continued use of the platform indicates acceptance of the updated policy.

11. Gmail Data Access (Google API Services)

What we access. When you connect your Gmail account to RYXFLOW, we request the gmail.readonly scope, which allows us to read message metadata and the plain-text body of emails that match invoice/receipt keywords. We never read messages that don't match these filters.

Why we access it. Once a month we scan your inbox to automatically detect invoices, extract the merchant name, amount, currency and date, and create a summary expense transaction in your RYXFLOW finance module.

Token storage. Your Gmail OAuth refresh token is encrypted at rest using AES-256-GCM with a master key held only on our server.

Sharing. We do not sell, rent, share, or transfer Gmail data to any third party.

Limited Use compliance. RYXFLOW's use and transfer of information received from Google APIs adheres to the Google API Services User Data Policy, including the Limited Use requirements.

Contact. ryxflowadmin@ryxflow.com

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