Privacy Policy Overview

Welcome to Audilynx. Your privacy is critically important to us. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our audit confirmation platform.

By using Audilynx, you agree to the collection and use of information in accordance with this policy. If you do not agree with this policy, please do not use our services.

1. Information We Collect

1.1 Personal Information You Provide

When you register for Audilynx, we collect:

• Account Information: Name, email address, firm name, website, phone number
• Billing Information: Payment method details (processed securely by third-party payment processors)
• Profile Information: Profile picture, preferences, notification settings
• Communication: Messages, support tickets, feedback you send us

1.2 Information We Collect Automatically

When you use our platform, we automatically collect:

• Usage Data: Pages visited, features used, time spent, click patterns
• Device Information: IP address, browser type, operating system, device identifiers
• Location Data: Approximate geographic location based on IP address
• Log Data: Access times, server logs, error reports

1.3 Information from Clients and Third Parties

As part of our audit confirmation services, we process:

• Client Information: Names, email addresses, phone numbers, company details (provided by you)
• Confirmation Data: Financial balances, account details, year-end dates
• Response Data: Confirmation responses, timestamps, IP addresses of respondents

2. How We Use Your Information

We use the information we collect for the following purposes:

Purpose	Legal Basis	Data Used
Provide and maintain our service	Contract performance	Account, usage data
Send confirmation requests and notifications	Legitimate interest	Client, engagement data
Process payments and billing	Contract performance	Billing information
Improve and optimize our platform	Legitimate interest	Usage, device data
Communicate with you	Legitimate interest	Contact information
Comply with legal obligations	Legal compliance	As required by law

2.1 Email Communications

We use your email address to:

• Send verification emails to confirm your account
• Send welcome emails with onboarding information
• Send password reset links when requested
• Send confirmation requests to your clients
• Send notifications about engagement responses
• Send service updates and security alerts
• Send marketing communications (only with your consent)

3. Information Sharing and Disclosure

3.1 When We Share Information

We may share your information in the following circumstances:

• With your consent: When you explicitly authorize us to share your information
• Service providers: With third-party vendors who help us operate our platform (email delivery, hosting, analytics, payment processing)
• Legal requirements: When required by law, court order, or governmental regulation
• Business transfers: In connection with a merger, acquisition, or sale of assets
• Protection of rights: To protect the security, property, or rights of Audilynx, our users, or the public

3.2 Third-Party Service Providers

We use the following third-party services that may process your data:

Service	Purpose	Data Processed
Email delivery (Resend/SendGrid/SMTP)	Sending verification and confirmation emails	Email addresses, confirmation content
Payment processors (Paystack/Flutterwave)	Processing subscription payments	Payment information (encrypted)
Cloud hosting	Storing application data	All account and engagement data
Analytics	Platform improvement	Usage data (anonymized)

3.3 What We Never Share

We will never:

• Sell your personal information to third parties
• Share your password with anyone
• Access your client's confidential financial data except as necessary to provide our service
• Use your data for purposes incompatible with this policy

4. Data Security

4.1 Security Measures

We implement industry-standard security measures to protect your data:

• Encryption: AES-256 encryption for sensitive data at rest
• SSL/TLS: All data transmitted is encrypted using SSL/TLS protocols
• Access controls: Strict role-based access to your data
• Audit logs: Comprehensive logging of all access to your information
• Regular backups: Automated encrypted backups of all data
• Security monitoring: 24/7 monitoring for suspicious activity

4.2 Data Retention

We retain your data for as long as your account is active. After account closure:

• Your data is retained for 90 days in case you wish to reactivate
• After 90 days, all personal data is permanently deleted
• Anonymized usage data may be retained for analytics
• Data required for legal compliance may be retained longer

5. Your Privacy Rights

5.1 Rights Under GDPR (For EU Residents)

If you are located in the European Economic Area, you have the following rights:

• Right to Access: Request a copy of your personal data
• Right to Rectification: Correct inaccurate or incomplete data
• Right to Erasure: Request deletion of your data ("right to be forgotten")
• Right to Restrict Processing: Limit how we use your data
• Right to Data Portability: Receive your data in a machine-readable format
• Right to Object: Object to certain data processing activities
• Right to Withdraw Consent: Withdraw previously given consent

5.2 Rights Under CCPA (For California Residents)

If you are a California resident, you have the following rights:

• Right to Know: Know what personal information we collect and how we use it
• Right to Delete: Request deletion of your personal information
• Right to Opt-Out: Opt-out of the sale of your personal information (we do not sell data)
• Right to Non-Discrimination: Equal service regardless of privacy rights exercise

5.3 How to Exercise Your Rights

To exercise any of these rights, please:

1. Email us at support@audilynx.com with "Privacy Request" in the subject line
2. Provide sufficient information to verify your identity
3. Specify which right you wish to exercise

We will respond to all legitimate requests within 30 days.

6. Cookies and Tracking Technologies

6.1 What Are Cookies?

Cookies are small text files stored on your device that help us provide and improve our services.

6.2 How We Use Cookies

Type	Purpose	Duration
Essential Cookies	Required for platform functionality (login, sessions)	Session
Preference Cookies	Remember your settings and preferences	1 year
Analytics Cookies	Understand how you use our platform	1 year

6.3 Managing Cookies

You can control cookies through your browser settings. However, disabling essential cookies may affect platform functionality.

7. Children's Privacy

Audilynx is not intended for children under 16 years of age. We do not knowingly collect personal information from children under 16. If you believe we have collected such information, please contact us immediately.

8. International Data Transfers

Your information may be transferred to and processed in countries other than your own. We ensure appropriate safeguards are in place for such transfers, including standard contractual clauses approved by relevant authorities.

9. 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 new policy on this page with an updated effective date
• Sending an email notification to registered users
• Displaying a notice within the platform

We encourage you to review this policy periodically for any changes.

10. Contact Us

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

• Email: support@audilynx.com
• Address: Audilynx Data Protection Officer
• Phone: Available upon request