Privacy Policy

1. Introduction

Recentriq LLC (“Recentriq,” “we,” “us,” or “our”) is committed to protecting the privacy and security of your personal and business information. This Privacy Policy explains how we collect, use, process, store, share, and safeguard your information when you use our unified business operations platform (the “Service”).

By using the Service, you consent to the data practices described in this policy. If you do not agree, please discontinue use of the Service immediately.

2. Information We Collect

2.1 Information You Provide

• Account Information: Name, email address, phone number, company name, and billing information when you register for an account.
• Business Data: Employee records, client information, financial transactions, project details, invoices, expenses, and other operational data you enter into the platform.
• Communication Data: Messages sent through our chat system, meeting recordings (where enabled), and file attachments shared within the platform.
• Support Inquiries: Information you provide when contacting our customer support team.

2.2 Information Collected Automatically

• Usage Data: Pages visited, features used, actions performed, and time spent within the Service.
• Device & Connection Data: IP address, browser type, operating system, device identifiers, and access timestamps.
• Cookies & Tracking: We use cookies and similar technologies to maintain session state, remember preferences, and analyze usage patterns. See Section 8 for details.

2.3 Information from Third Parties

We may receive information from third-party services you integrate with Recentriq, such as email providers (via IMAP/OAuth), payment processors (Stripe), and communication platforms (LiveKit). The data received is governed by the privacy policies of those third parties.

3. How We Use Your Information

We use the information we collect for the following purposes:

• Service Delivery: To provide, maintain, and improve the Service, including processing your transactions, managing your account, and delivering the features you request.
• Communication: To send administrative messages, service announcements, security alerts, and support responses. We may also send product updates and promotional communications (with opt-out capability).
• Security & Compliance: To detect, prevent, and investigate fraud, abuse, security incidents, and violations of our Terms. To comply with legal obligations and enforce our agreements.
• Analytics & Improvement: To analyze usage patterns, monitor performance, and identify areas for improvement. This data is aggregated and anonymized where possible.
• Personalization: To tailor your experience based on your role, preferences, and usage history within the platform.

4. Data Sharing & Disclosure

We do not sell, lease, or trade your personal or business data to third-party marketers. We may share your information only in the following circumstances:

• Service Providers: With trusted third-party vendors who assist us in operating the Service (e.g., cloud hosting, email delivery, payment processing). These providers are bound by confidentiality agreements and may only use your data as directed by us.
• Legal Compliance: If required by law, subpoena, court order, or other legal process, or to protect the rights, property, or safety of Recentriq, our users, or the public.
• Business Transfers: In connection with a merger, acquisition, reorganization, or sale of assets, your information may be transferred as part of that transaction. You will be notified of any such change in ownership.
• With Your Consent: We may share your information for any other purpose with your explicit consent.

5. Data Security

We implement and maintain industry-standard technical and organizational security measures to protect your information:

• Encryption at Rest: Credentials and sensitive fields — passwords, SMTP and mailbox credentials, MFA secrets, bank account numbers and licence keys — are encrypted with AES-256-GCM before they are stored.
• Encryption in Transit: All data transmitted between your browser and our servers is protected by TLS 1.3.
• Multi-Tenant Isolation: Each organization's data is stored in a dedicated database schema, providing logical separation between tenants.
• Access Controls: Role-based access control (RBAC) ensures users can only access data appropriate to their permissions.
• MFA Support: Multi-factor authentication is available and recommended for all accounts.
• Session Management: JWT-based sessions with automatic version invalidation and configurable timeouts.

No method of electronic storage or transmission is 100% secure. While we strive to protect your data, we cannot guarantee absolute security.

6. Data Retention

We retain your personal and business data for as long as your account is active or as needed to provide the Service. Upon account termination:

• Customer Data is retained for a 30-day grace period during which you may request an export.
• After 30 days, all tenant data is permanently deleted from our active systems.
• Encrypted backups may retain data for up to 90 additional days before being purged.
• Certain information may be retained longer if required by law or for legitimate business purposes (e.g., audit logs, billing records).

For detailed information, refer to our Data Deletion Policy.

7. Your Rights & Choices

Depending on your jurisdiction, you may have the following rights regarding your data:

• Access & Portability: Request a copy of your data in a structured, machine-readable format.
• Correction: Request correction of inaccurate or incomplete data.
• Deletion: Request deletion of your data (“right to be forgotten”), subject to legal retention requirements.
• Restriction: Request restriction of processing under certain circumstances.
• Objection: Object to processing of your data for direct marketing or other specific purposes.
• Non-Discrimination: We will not discriminate against you for exercising any of these rights.

To exercise any of these rights, contact us at [email protected]. We will respond within thirty (30) days.

8. Cookies & Tracking Technologies

We use cookies and similar tracking technologies for the following purposes:

• Essential Cookies: Required for the Service to function, including session management, authentication, and security features.
• Functional Cookies: Remember your preferences and settings to improve your experience.
• Analytics Cookies: Help us understand how the Service is used (via Google Analytics, Google Tag Manager). Data is anonymized where possible.
• Marketing Cookies: Used by Meta Pixel to measure the effectiveness of our advertising. You can opt-out via your browser settings or Meta's ad preferences.

You can control cookie preferences through your browser settings. Please note that disabling essential cookies may impair the functionality of the Service.

9. International Data Transfers

Your information may be transferred to and processed in countries other than your country of residence. We ensure that such transfers comply with applicable data protection laws through the use of Standard Contractual Clauses, adequacy decisions, or other recognized legal mechanisms. By using the Service, you consent to such transfers.

10. Children's Privacy

The Service is not directed at individuals under the age of 18. We do not knowingly collect personal information from children. If we become aware that a child has provided us with personal data without parental consent, we will take steps to delete such information promptly. If you believe a child has provided us with personal data, please contact us immediately.

11. GDPR & CCPA Compliance

For residents of the European Economic Area (EEA), United Kingdom, and California, additional rights and protections apply:

• GDPR: Recentriq acts as both a Data Controller (for account information) and Data Processor (for Customer Data). Our processing is based on contractual necessity, legitimate business interests, and your consent where required. You have the right to lodge a complaint with your local supervisory authority.
• CCPA/CPRA: California residents have the right to know what personal information is collected, to request deletion, to opt-out of the sale of personal information (though we do not sell personal information), and to not be discriminated against for exercising these rights.

12. Changes to This Policy

We may update this Privacy Policy from time to time. Material changes will be communicated via email or through a prominent notice on the Service. The “Last updated” date at the top of this policy indicates when it was last revised. Continued use of the Service after such changes constitutes acceptance of the updated policy.

13. Contact Us

If you have questions, concerns, or requests regarding this Privacy Policy or our data practices, please contact us: