CognifyFlow Systems

1. Introduction

CognifyFlow Systems (“we”, “our”, “us”) is committed to protecting your privacy and ensuring the security of your data. This Privacy Policy explains how we collect, use, process, and safeguard your information when you use our AI-powered automation platform (“Services”).

Our platform integrates with third-party services, including Xero, to automate financial workflows, data extraction, and business processes.

By using our Services, you agree to the collection and use of information in accordance with this Privacy Policy.

2. Information We Collect

2.1 Information You Provide

We may collect the following information:

• Name, email address, and contact details
• Business information (company name, ABN, etc.)
• Account credentials (securely handled via OAuth where applicable)
• User inputs and configurations within the platform

2.2 Data from Integrated Services

When you connect your account to Xero, we may access:

• Financial data (invoices, bills, payments, contacts)
• Transaction records
• Chart of accounts
• Organization metadata

Access is strictly limited to the permissions granted by you.

2.3 Automatically Collected Data

We may collect:

• IP address
• Device and browser information
• Usage logs and activity data
• System performance metrics

3. How We Use Your Information

We use collected data to:

• Provide and operate the platform
• Automate workflows using AI agents
• Process and categorize financial data
• Improve system performance and user experience
• Detect fraud, errors, and anomalies
• Provide support and communicate with users

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4. AI Processing and Data Usage

CognifyFlow uses artificial intelligence to:

• Extract and interpret financial documents
• Categorize transactions
• Detect anomalies and duplicates
• Assist in workflow automation

Important Commitments:

• Your data is not used to train public AI models
• Processing is limited to your tenant/environment
• AI outputs are subject to validation and user control

5. Data Sharing and Disclosure

We do not sell your data.

We may share data only in the following cases:

• With your consent
• With trusted service providers (hosting, infrastructure, analytics)
• To comply with legal obligations
• To protect rights, security, and system integrity

6. Data Storage and Security

We implement enterprise-grade security measures, including:

• Encryption in transit (TLS/SSL)
• Encryption at rest
• Role-based access control (RBAC)
• Secure authentication (OAuth, token-based access)
• Continuous monitoring and logging

Data is stored in secure environments and access is strictly controlled.

7. Data Retention

We retain data only as long as necessary to:

• Provide our Services
• Comply with legal and regulatory requirements
• Resolve disputes and enforce agreements

Users may request deletion of their data at any time.

8. Your Rights

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

• Access your data
• Correct inaccurate information
• Request deletion
• Restrict or object to processing
• Request data portability

To exercise these rights, contact us at: policy@cognifyflow.com.au

9. Third-Party Services

Our platform integrates with third-party providers, including:

• Xero
• Cloud hosting providers
• Email and communication services

We are not responsible for the privacy practices of these third parties. Please review their policies separately.

10. International Data Transfers

If data is transferred outside your country, we ensure appropriate safeguards are in place, including:

• Standard contractual clauses
• Secure hosting environments
• Compliance with applicable regulations

11. Cookies and Tracking

We may use cookies and similar technologies to:

• Enhance user experience
• Analyze platform usage
• Maintain session security

You can control cookie preferences through your browser settings.

12. Changes to This Privacy Policy

We may update this Privacy Policy from time to time. Changes will be posted on this page with an updated effective date.

13. Contact Us

If you have any questions or concerns about this Privacy Policy, contact:

CognifyFlow Systems
Email: hello@cognifyflow.com.au
Website: https://cognifyflow.com

14. Compliance Statement

CognifyFlow is designed to align with:

• Australian Privacy Principles (APPs)
• GDPR (where applicable)
• Industry best practices for financial data security

15. Xero Data Access Compliance

CognifyFlow complies with Xero API terms and ensures:

• Data is accessed only with explicit user authorization
• No unauthorized caching or replication of financial data
• Secure handling of OAuth tokens
• Immediate revocation of access upon user disconnect