Privacy Policy

Information We Collect

What You Give Us Directly

When you sign up or use our services, you provide us with information like your name, email address, phone number, business details, and payment information. You also share financial data when you connect bank accounts or upload receipts and invoices.

We collect the information you enter into our system when categorizing expenses, creating reports, or setting up approval workflows. If you contact our support team, we keep records of those conversations to help resolve issues and improve our service.

Information We Collect Automatically

Like most online services, our systems automatically log certain information when you use our platform. This includes your IP address, browser type, device information, and how you interact with our features.

We track which pages you visit, which features you use most often, and where you might be running into problems. This helps us understand what's working and what needs improvement.

Information from Third Parties

When you connect third-party services to your IgniteFluxIs account (like accounting software or banking platforms), we receive data from those services according to their terms and your permissions.

How We Use Your Information

The main reason we collect your data is to provide and improve our expense management service. Here's what that actually means:

• Processing your expense reports and generating financial insights
• Connecting with your bank accounts and accounting systems
• Sending you receipts, notifications, and important account updates
• Detecting and preventing fraudulent transactions
• Providing customer support when you need help
• Improving our algorithms and automation features
• Complying with Vietnamese financial regulations and tax requirements
• Conducting internal research to understand user needs better

Legal Basis for Processing (Vietnam Context)

Under Vietnamese data protection regulations, we process your personal data based on several legal grounds:

• Your consent when you create an account and agree to our terms
• Contract performance to deliver the services you've signed up for
• Legal obligations under Vietnamese tax and financial reporting laws
• Legitimate interests in preventing fraud and maintaining service security

Vietnam's Law on Cybersecurity and related regulations govern how we handle data for users in Vietnam. We follow local requirements for data storage, processing, and cross-border transfers.

How We Share Your Information

We share your data only when necessary to operate our service or when required by law. Here are the specific situations:

Service Providers

We work with companies that help us run our platform. This includes cloud hosting providers, payment processors, email services, and analytics tools. These partners only access the data they need to perform their specific functions and are contractually obligated to protect it.

Business Partners

If you connect third-party applications to your IgniteFluxIs account, we share relevant data with those services based on your explicit permission. You control these integrations and can disconnect them anytime.

Legal Requirements

We may disclose your information when required by Vietnamese law, court orders, or government requests. This includes cooperating with tax authorities or responding to valid legal processes.

Business Transfers

If IgniteFluxIs is acquired or merged with another company, your information may be transferred as part of that transaction. We'll notify you before your data becomes subject to a different privacy policy.

Data Storage and Security

We take security seriously because we're handling your financial information. Our approach includes multiple layers of protection:

• All data transmitted to and from our servers uses industry-standard encryption
• Financial information is stored with encryption at rest
• Access to customer data is restricted to authorized personnel only
• We maintain regular security audits and vulnerability assessments
• Our infrastructure includes firewalls, intrusion detection, and monitoring systems
• We implement secure authentication protocols including two-factor options

Despite our best efforts, no system is completely secure. If we experience a data breach that affects your information, we'll notify you promptly as required by Vietnamese law.

Your Rights and Controls

Your data belongs to you. Here's what you can do with it:

Access Your Information

You can request a copy of all personal data we hold about you. We'll provide this in a readable format within 30 days of your request.

Correct Inaccuracies

If your information is wrong or outdated, you can update it directly in your account settings or ask us to correct it for you.

Delete Your Data

You can request deletion of your account and associated data. We'll remove your information within 60 days, except where we're required by Vietnamese law to retain certain records for tax or regulatory purposes.

Export Your Data

You can download your expense data, reports, and other information in common formats. This makes it easy to switch to another service if you choose.

Restrict Processing

You can ask us to limit how we use your data in certain circumstances, though this may affect your ability to use some features.

Withdraw Consent

Where we process data based on your consent, you can withdraw that consent at any time. This won't affect any processing that happened before your withdrawal.

To exercise any of these rights, contact us at support@ignitefluxis.com. We'll respond within the timeframes required by Vietnamese law.

Data Retention

We keep your information for as long as your account is active and for a reasonable period afterward to comply with legal requirements.

After these periods expire, we securely delete or anonymize your information so it can no longer identify you.

Cookies and Tracking

Our website and applications use cookies and similar technologies. These are small files stored on your device that help us remember your preferences and understand how you use our service.

Essential Cookies

These are necessary for the platform to function. They handle things like keeping you logged in and remembering your settings. You can't opt out of these without losing basic functionality.

Analytics Cookies

We use these to understand how people use our service. This includes which features are popular, where users get confused, and what might need improvement. This data is aggregated and doesn't identify individual users.

Preference Cookies

These remember your choices like language settings, dashboard layouts, and notification preferences.

You can control cookie settings through your browser preferences. Keep in mind that blocking certain cookies may affect your experience with our platform.

International Data Transfers

While we primarily store data within Vietnam, some processing may occur on servers in other countries where our service providers operate. When this happens, we ensure these transfers comply with Vietnamese data protection requirements.

We only work with providers who maintain adequate data protection standards and use appropriate safeguards like standard contractual clauses approved by Vietnamese authorities.

Children's Privacy

IgniteFluxIs is designed for business use and not intended for individuals under 18 years old. We don't knowingly collect information from children. If you believe we've accidentally collected data from a minor, please contact us immediately so we can delete it.

Changes to This Policy

We update this privacy policy occasionally to reflect changes in our practices, technology, legal requirements, or business operations. When we make significant changes, we'll notify you through email or a prominent notice in your account.

The "Last Updated" date at the top shows when the most recent changes were made. We encourage you to review this policy periodically, especially before providing new types of information.

Continuing to use our service after changes take effect means you accept the updated policy. If you don't agree with changes, you can close your account before they become effective.